Privacy at a Glance
1 Information We Collect
VetPro collects information to provide and improve our veterinary practice management services:
Information You Provide
| Category | Examples | Purpose |
|---|---|---|
| Account Information | Name, email, phone, practice details | Account creation and management |
| Text-Messaging Consent | Mobile number, opt-in date and method (portal, intake, START keyword) | Sending the appointment and account texts you asked for; honouring STOP |
| Patient Records | Pet health data, medical history, vaccinations | Veterinary care management |
| Client Information | Pet owner contact details, billing info | Client communication, billing |
| Payment Data | Credit card details (tokenized), billing address | Processing transactions |
| Communications | Messages, support tickets, feedback | Customer support, service improvement |
Information Collected Automatically
- Usage Data: Features accessed, actions taken, time spent
- Device Information: Browser type, operating system, device identifiers
- Log Data: IP addresses, access times, error logs
- Location Data: General geographic location (country/region level)
2 How We Use Information
We use collected information for the following purposes:
- Service Delivery: Providing and maintaining the VetPro platform
- Account Management: User authentication, authorization, and account administration
- Customer Support: Responding to inquiries and resolving issues
- Product Improvement: Analyzing usage patterns to enhance features
- Security: Detecting and preventing fraud, abuse, and security threats
- Communications: Sending service updates, newsletters (with consent), and important notices
- Legal Compliance: Meeting regulatory and legal obligations
Legal Basis (GDPR): We process personal data based on: consent, contractual necessity, legitimate interests, and legal obligations.
4 Data Security
We implement comprehensive security measures to protect your data:
- Encryption: AES-256 encryption for data at rest, TLS 1.3 for data in transit
- Access Controls: Role-based access, multi-factor authentication, session management
- Infrastructure: Hardened, access-controlled infrastructure with redundant systems
- Monitoring: 24/7 security monitoring, intrusion detection, regular audits
- Incident Response: Documented procedures for security incidents and breach notification
HIPAA Compliance: We maintain Business Associate Agreements (BAAs) and implement all required administrative, physical, and technical safeguards for Protected Health Information (PHI).
5 Data Retention
We retain data according to the following guidelines:
- Active Accounts: Data retained while account is active and as needed for services
- Medical Records: Retained according to veterinary record-keeping regulations (typically 7 years)
- Financial Records: Retained for 7 years for tax and audit purposes
- Lapsed Accounts: When a practice's trial ends without a plan or its subscription lapses, the account is locked and its data is retained for 30 days (never-paid trial) or 90 days (former paid subscription) with email notice at lock and seven days before deletion, then permanently deleted. Practices may export all of their data during that period.
- Backup Data: Retained in encrypted backups for disaster recovery
You may request data deletion subject to legal retention requirements.
6 Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Access
Request a copy of personal data we hold about you
Correction
Request correction of inaccurate personal data
Deletion
Request deletion of your personal data
Portability
Export your data in a machine-readable format
Objection
Object to certain processing of your data
Withdraw Consent
Withdraw consent where processing is based on consent
To exercise these rights, contact us at privacy@stallwise.com.
8 Children's Privacy
VetPro is designed for veterinary professionals and is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children.
If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@stallwise.com.
9 International Transfers
Your data may be processed in countries other than your country of residence. We ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs) approved by relevant authorities
- Data processing agreements with all service providers
- Compliance with applicable data transfer regulations
10 Policy Changes
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on our website with the new effective date
- Sending email notification to registered users
- Displaying a prominent notice within the application
Continued use of the Service after changes constitutes acceptance of the updated policy.
11 Contact Us
For privacy-related questions or to exercise your rights:
- Privacy Inquiries: privacy@stallwise.com
- Data Protection Officer: dpo@stallwise.com
- Support: /support
We aim to respond to all privacy requests within 30 days.