Operating Platforms: vetecom.co.uk and vetecom.auctionmarts.com

Proprietary Frameworks: Trade-In Solutions™ (TIS)

Company Registration Number: 17376487 

VAT No: 527 6387 60 

Effective Date: August 2026 

1.1 Data Controller: Vitecom Ltd (trading as "Vetecom"), registered in England and Wales under Company Registration Number 17376487, with its registered office at Worsley House, Windle Street, St. Helens, England, WA10 2BL ("Vetecom", "we", "us", or "our"), is committed to safeguarding the commercial and personal data of our participating practices, veterinary corporate groups, and manufacturing partners. 

1.2 Scope of Policy: This Privacy Policy governs all data collected across our complete operating infrastructure, including:

• The primary digital exchange and brokerage infrastructure hosted at vetecom.co.uk; 
• The timed commercial auction platform hosted at vetecom.auctionmarts.com; 
• The Trade-In Solutions™ (TIS / TISa) asset valuation, OEM trade-in remarketing, and practice decommissioning workflows;
• Direct commercial remarketing, brokerage, and escrow desks. 

1.3 Statutory Compliance: We process data strictly in accordance with:

• The UK General Data Protection Regulation (UK GDPR); 
• The Data Protection Act 2018 (DPA); 
• The Privacy and Electronic Communications Regulations (PECR); 
• The Data (Use and Access) Act 2025 (DUAA). 

1.4 Data Protection Officer / Lead: Enquiries regarding data protection may be directed in writing to the Data Protection Lead at our registered office address or submitted via the compliance portal on vetecom.co.uk. 

We adhere strictly to the core principles of UK data protection legislation. All commercial and practice information will be: 

• Processed lawfully, fairly, and transparently; 
• Collected solely for specified, explicit, and legitimate commercial purposes; 
• Adequate, relevant, and strictly limited to what is necessary for B2B transaction execution; 
• Accurate and maintained up to date; 
• Retained for no longer than legally mandated or commercially necessary; 
• Processed with robust technical and organisational security controls. 

We collect and maintain the following data classifications across our exchange and auction networks:

• Identity & Practice Verification Data: Full name, professional title, Royal College of Veterinary Surgeons (RCVS) registration number, veterinary practice name, Companies House registration number, and director verification details. 
• Commercial Contact & Logistics Data: Clinical surgery address, delivery/dispatch locations, practice telephone numbers, official business email addresses, and key clinical contact personnel. 
• Trade-In Solutions™ (TIS) & Asset Data: Serial numbers, manufacture dates, maintenance records, de-installation histories, software revision numbers, photographic condition reports, and valuation parameters submitted for practice asset rotations or OEM trade-ins.
• Financial & Merchant Settlement Data: Commercial practice bank account details, VAT status and registration number, payment settlement references, and Open Banking (Pay-by-Bank) clearing logs. 
• Transaction & Bidding Activity: Timed auction bidding histories, catalogue watchlists, electronic hammer transaction records, private treaty sale agreements, and signed 48-hour delivery inspection confirmations. 
• Technical & Platform Usage Data: Internet Protocol (IP) addresses, browser type, device identifiers, session timestamps, and navigation activity across vetecom.co.uk and vetecom.auctionmarts.com. 

Vetecom operates strictly as a B2B clinical equipment marketplace. We do not collect, process, or hold any special category data (such as medical health records, racial or ethnic origin, political affiliations, religious beliefs, trade union memberships, or biometric data). 

• Direct Interaction: When you register a practice account, complete onboarding verification, submit equipment under the Trade-In Solutions™ (TIS) framework, enter a timed auction bid, list clinical equipment, or correspond with our brokerage desk. 
• Automated Technologies: When you interact with our websites, secure server logs, session tokens, and essential cookies record system performance and authentication parameters. 
• Third Parties & Public Registries: Due diligence and identity checks conducted via Companies House, the RCVS public register, credit referencing agencies, and corporate practice directories. 

Commercial Purpose / Processing ActivityData CategoryUK GDPR Lawful BasisAccount Onboarding & Practice Vetting

Identity, Practice, Contact 

Contractual Necessity & Legitimate Interests: Ensuring strictly verified B2B clinical access and preventing commercial fraud. 

Trade-In Solutions™ (TIS) Appraisals & UnderwritingPractice, Asset, ContactContractual Necessity: Executing asset appraisals, residual value underwriting, and trade-in rotations.Timed Auction & Exchange Transactions

Identity, Contact, Transaction 

Contractual Necessity: Executing electronic hammer sales, purchase orders, and sales agreements. 

Invoicing, Payment & Escrow Settlement

Financial, Practice, Transaction 

Contractual Necessity & Legal Obligation: Managing escrow allocations and complying with HMRC statutory accounting rules. 

Specialist Logistics & Medical Transport

Contact, Logistics 

Contractual Necessity: Coordinating clinic-to-clinic transport and specialist medical courier delivery. 

Direct OEM Integrations & Service Agreements

Identity, Practice, Contact 

Contractual Necessity: Facilitating direct manufacturer SLAs, software licensing, and extended service contracts (e.g. IMV Imaging). 

Platform Cybersecurity & Threat Monitoring

Technical, Usage 

Legitimate Interests: Protecting commercial systems and user data against unauthorized access and cyber threats. 

We do not sell, rent, or trade practice data to external marketing brokers. Data is shared strictly with the following entities where necessary to execute commercial operations: 

• Transaction Counterparties: Passing delivery coordinates and contact names between releasing vendors and purchasing surgeries to coordinate logistics and technical handover. 
• Original Equipment Manufacturers (e.g. IMV Imaging): Providing practice credentials to enable the OEM to issue direct Service Level Agreements (SLAs), software operating licences, planned preventative maintenance (PPM), and certified engineer support. 
• Payment Gateways & Escrow Clearing: Secure Open Banking providers (e.g. EchoPay) and commercial banking partners to clear buyer funds and manage escrow accounts. 
• Specialist Medical Couriers: Dedicated logistics partners handling high-value diagnostic imaging, theatre, and laboratory kit. 
• Statutory Authorities & Regulators: Legal advisers, auditors, HMRC, and law enforcement agencies where disclosure is required by UK statute. 

8.1 Technical Safeguards: All platform traffic across vetecom.co.uk and vetecom.auctionmarts.com is protected using Transport Layer Security (TLS/SSL encryption). Database systems are stored in ISO 27001-certified UK data centre environments. 

8.2 Access Control: Practice data and financial transaction logs are accessible strictly to authorised Vitecom personnel operating with a verified business need-to-know. 

8.3 Breach Notification: In the event of a suspected security breach involving personal data, we maintain established protocols to contain the incident, investigate causes, and notify affected parties and the Information Commissioner’s Office (ICO) within 72 hours where legally required. 

9.1 Commercial & Tax Records: In accordance with UK HMRC regulations and statutory commercial accounting laws, all transaction records, VAT invoices, self-billed accounts, and timed auction settlement logs are retained for 6 years following the end of the relevant financial year. 

9.2 Trade-In & Account Records: Trade-in records, technical appraisal files, and registered practice profiles are maintained for the active duration of the commercial trading relationship. Inactive accounts are reviewed periodically and securely purged or anonymised when no longer required for legitimate business purposes. 

Under UK data protection legislation, verified individuals maintain the following rights:

• Right of Access: The right to request formal copies of all personal data held regarding your profile (Subject Access Request). 
• Right to Rectification: The right to require immediate correction of inaccurate, outdated, or incomplete corporate records. 
• Right to Erasure: The right to request the deletion of personal data where retention is no longer mandated for legal, tax, or regulatory purposes. 
• Right to Restriction: The right to restrict data processing while an account dispute or technical appraisal is under formal review. 
• Right to Data Portability: The right to receive your digital transaction records in a structured, commonly used, and machine-readable format. 
• Right to Object: The right to object to processing based on legitimate interests or direct service notifications. 

In accordance with Section 103 of the Data (Use and Access) Act 2025, data subjects should submit any data protection concerns directly to Vitecom Ltd to enable internal investigation and resolution prior to escalating to the supervisory authority. 

• Online: Submit your formal escalation through the compliance portal within your account dashboard at vetecom.co.uk. 
• By Post: Address your correspondence to:
  Data Protection Lead, Vitecom Ltd, Worsley House, Windle Street, St. Helens, England, WA10 2BL. 

Please provide your full name, practice name, registered practice address, contact telephone number, and a detailed description of the data protection matter. 

• We will formally acknowledge receipt of your complaint in writing within 30 days. 
• We will investigate the circumstances and implement any necessary corrective action without undue delay. 
• You will be notified in writing of our formal resolution. 
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If you remain dissatisfied with our resolution, you maintain the statutory right to lodge an escalation directly with the Information Commissioner’s Office (ICO):

• Helpline: 0303 123 1113 
• Website: ico.org.uk
   
• Postal Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
   

Vitecom Ltd (Trading as Vetecom)

Company Registration Number: 17376487 

 VAT No: 527 6387 60 

Registered Office: Worsley House, Windle Street, St. Helens, England, WA10 2BL 

Web Platforms: vetecom.co.uk | vetecom.auctionmarts.com