VETCLIQ Privacy Policy

1. Scope

This policy applies to personal information provided by Tenants, Authorized Users, clinic clients, and patients when interacting with the Services. It does not apply to third-party websites, products, or services that may integrate with VETCLIQ; those are governed by their own privacy statements.

2. Information We Collect

We collect information in the following categories:

• Account Data: Tenant details, clinic name, contact information, subscription records, login credentials, and audit logs of account activity.
• Patient and Client Data: Information about animal patients, their owners or guardians, and visit history entered by Authorized Users.
• Operational Data: Inventory, billing, appointment, payment, and workflow records generated through the Services.
• Device and Usage Data: IP address, device identifiers, browser details, usage metrics, and diagnostic information collected via cookies or similar technologies to maintain platform security and performance.

3. How We Use Information

We process collected data to:

• Deliver, customize, and maintain the Services for your clinic.
• Authenticate users and protect against unauthorized access.
• Provide customer support, training, and account communications.
• Generate aggregated analytics to improve the Services and develop new features.
• Comply with legal obligations, enforce our Terms, and prevent fraud or abuse.

We will not sell personal information to third parties. We only use personal data as described in this policy or as otherwise disclosed to you at the point of collection.

4. Legal Bases for Processing

Where applicable law requires a legal basis, we process personal data on the following grounds:

• To perform our contractual obligations with the Tenant.
• To comply with legal obligations, including regulatory reporting and tax requirements.
• To pursue legitimate interests, such as platform security, feature improvement, and fraud prevention, provided they are not overridden by individual rights.
• With explicit consent, where required for specific processing.

5. How We Share Information

We share information in limited circumstances:

• With third-party service providers who assist in hosting, payment processing, analytics, or communications. These providers are contractually obligated to safeguard personal information and use it only for the services they provide to VETCLIQ.
• With integration partners chosen by the Tenant (such as laboratories or scheduling tools) to the extent necessary to enable those integrations.
• When required by law, legal process, or to respond to valid requests from public authorities.
• In connection with a merger, acquisition, or sale of assets, provided the recipient agrees to respect the protections described in this policy.

6. Data Retention

We retain personal information for as long as necessary to deliver the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Tenants may request deletion or export of their data at any time, subject to applicable law. When retention is no longer necessary, we securely delete or anonymize the data.

7. Data Security

We implement administrative, technical, and physical safeguards to protect personal information against accidental loss, misuse, or unauthorized access. These measures include access controls, data encryption in transit, regular security assessments, and workforce training. No system can be completely secure, so we encourage Tenants to manage user access carefully and report suspected incidents immediately.

8. Your Choices and Rights

Depending on your location, you may have rights to access, correct, delete, or restrict the processing of your personal information. You may also have the right to object to certain processing activities or request data portability. Tenants are responsible for managing requests from their clients and patients; we will assist where legally required. To exercise your rights, contact us using the details below.

Marketing communications from VETCLIQ may be opted out of by following the instructions in the message or contacting support.

9. International Data Transfers

VETCLIQ may process data on servers located in jurisdictions other than where the data was collected. When we transfer personal information across borders, we rely on recognized transfer mechanisms or obtain your consent, and we ensure appropriate safeguards are in place to protect the data.

10. Children's Privacy

VETCLIQ is not directed to children under the legal age of consent. We do not knowingly collect personal information directly from children. Clinic personnel are responsible for obtaining necessary permissions from parents or guardians before entering a minor's information into the Services.

11. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal obligations. When we make material updates, we will provide notice through the Services or by email. The updated policy will include a new effective date. Continued use of the Services after changes take effect signifies acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy, or if you would like to exercise your privacy rights, please contact the VETCLIQ support team through the in-app help center or by email at care@vetcliq.com.