Privacy Policy

1. Introduction

VetDesk ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services. We comply with all applicable data protection laws and industry security standards.

2. Information We Collect

We collect information that you provide directly to us, including:

• Personal Information: Name, email address, phone number, clinic name, and business address
• Account Information: Username, password, and account preferences
• Payment Information: Credit card details and billing information (processed securely through third-party payment processors)
• Protected Health Information (PHI): Animal medical records, appointment data, and client information stored in our system
• Usage Data: Information about how you use our services, including log data, device information, and analytics
• Communications: Chat messages, support tickets, email correspondence, and SMS text messages

3. SMS Text Messaging

By providing your phone number and opting in to receive text messages, you consent to receive recurring automated informational text messages from VetDesk on behalf of your veterinary clinic. These messages may include:

• Appointment confirmations and reminders
• Callback requests and notifications
• Service-related updates and notifications

Message and data rates may apply. Message frequency varies based on your appointment schedule and clinic communications. You can opt out at any time by replying STOP to any text message. For help, reply HELP or contact your veterinary clinic directly.

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send transaction notifications
• Respond to your comments, questions, and customer service requests
• Send you technical notices, updates, security alerts, and support messages
• Communicate with you about products, services, offers, and events
• Monitor and analyze trends, usage, and activities in connection with our services
• Detect, prevent, and address technical issues and fraudulent activity
• Comply with legal obligations and enforce our terms and policies

5. Data Security

We implement appropriate administrative, physical, and technical safeguards to protect your information. All sensitive data is encrypted both in transit and at rest using AES-256 encryption. Access to data is restricted to authorized personnel only, and we conduct regular security audits and risk assessments. We maintain SOC 2 Type II certification and follow industry best practices for data protection.

6. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• With Your Consent: We may share information when you give us explicit permission
• Service Providers: We share information with third-party vendors who perform services on our behalf (e.g., payment processing, hosting, analytics)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law, subpoena, or other legal process
• Protection of Rights: To protect our rights, property, or safety, or that of our users or the public

7. Data Retention

We retain your information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Account information is retained for the duration of your subscription plus 90 days after cancellation. Medical records and patient information are retained according to applicable state laws and veterinary industry standards (typically 7 years). Chat and support communications are retained for 3 years. Payment information is retained according to financial regulations and tax requirements.

8. Your Rights and Choices

You have the following rights regarding your information:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Export: Request a portable copy of your data
• Opt-Out: Unsubscribe from marketing communications and SMS notifications (reply STOP to any text)
• Restrict Processing: Request limitation of how we use your information

To exercise these rights, please contact us at [email protected]

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. This includes essential cookies for site functionality, analytics cookies to understand how you use our site, and preference cookies to remember your settings. You can control cookies through your browser settings, but disabling cookies may affect site functionality. For more details, see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of our services after such changes constitutes your acceptance of the updated policy.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: