Privacy Policy:
Effective Date: May 11, 2025
Last Updated: May 11, 2025
At Vetopia Animal Hospital, your privacy is extremely important to us. We are committed to safeguarding the personal information of our clients, ensuring compliance with applicable privacy legislation, and maintaining transparency about how we handle the data you provide. This policy outlines how and why we collect, use, disclose, and protect personal information in the course of our veterinary services.
1. What Is Personal Information?
“Personal information” refers to any information that can be used to identify an individual. This may include, but is not limited to:
- Your full name
- Address
- Email address
- Phone number
- Payment and billing information
- Emergency contact details
- Pet ownership details
- Communication preferences
In some cases, information about your pet may also be linked to your identity (e.g., pet name, species, medical history), and thus considered part of your personal record.
2. How We Collect Personal Information
We collect personal information in a variety of ways during our routine operations, including:
a) Medical Record Creation and Updates
Whenever your pet is seen by a veterinarian or veterinary technician, we document medical details to maintain a comprehensive health history. This includes treatments, diagnostic results, vaccinations, prescriptions, and health-related observations.
b) Electronic Communication
We may collect and store information provided via email, text message, online appointment requests, website forms, or through our social media channels.
c) In-Clinic Interactions
We collect personal information during the intake process, while scheduling appointments, processing payments, or registering for services (e.g., boarding, surgery, wellness plans).
d) Client Surveys and Feedback
Surveys help us improve our services. Participation is always voluntary, and responses may be anonymized unless you choose to provide identifying information.
e) Payment Collection and Financial Transactions
We collect billing information to process payments and manage accounts. This may include credit card details, billing addresses, or insurance information, all handled with strict confidentiality and secure payment systems.
3. Why We Collect Personal Information
We only collect personal information for purposes that a reasonable person would consider appropriate in the context of veterinary care. These purposes include:
- To provide veterinary services to your pet(s)
- To maintain accurate health and treatment records
- To communicate with you regarding your pet’s health, appointment reminders, or other clinic updates
- To issue invoices, process payments, and manage account histories
- To comply with legal and regulatory obligations
- To assess client satisfaction and improve our services
- To respond to emergencies or public health issues (e.g., reportable diseases)
4. Consent and Your Rights
We will always obtain your consent—either express or implied—before collecting, using, or disclosing your personal information. In most cases, your consent is implied when you provide information for a specific service or interaction (e.g., booking an appointment).
You have the right to:
- Withdraw your consent at any time (subject to legal and contractual limitations)
- Access the personal information we hold about you
- Request corrections or updates to inaccurate or outdated information
- Inquire about how your information has been used or disclosed
To exercise these rights, contact our Privacy Officer at:
📧 Contact us
📞 +1 (289) 499-5544
5. Disclosure of Personal Information
We do not sell, rent, or trade your personal information to third parties. However, we may share your information in limited circumstances, such as:
- With veterinary specialists, laboratories, or referral clinics when coordinating advanced care for your pet
- With pet insurance companies (with your consent)
- With government or regulatory authorities as required by law (e.g., animal health reporting, licensing bodies)
- With service providers who help us operate our clinic, such as payment processors or practice management software providers. These providers are contractually bound to safeguard your data and use it only for the services they provide to us
6. Data Protection and Security
We take reasonable and appropriate measures to protect your personal information, whether stored electronically or in paper form. These safeguards include:
- Password-protected databases and secure internal systems
- Firewalls and antivirus protection on our network
- Physical security measures such as locked filing cabinets and restricted staff access
- Regular staff training on privacy protocols and best practices
Despite our best efforts, no system is completely secure. However, we continuously monitor and update our practices to minimize risk.
7. Retention of Personal Information
We retain personal and pet medical records only for as long as necessary to fulfill the purpose for which they were collected, and to meet legal or regulatory requirements. Once no longer required, the information is securely destroyed or anonymized.
8. Cookies and Website Use (if you have a website)
Our website may use “cookies” or similar technologies to enhance your browsing experience and track general user activity (e.g., which pages are visited most often). These do not collect personal information unless you voluntarily provide it via contact forms.
You may modify your browser settings to refuse cookies or alert you when cookies are being sent.
9. Third-Party Links
Our website or emails may occasionally contain links to third-party websites (e.g., pet health resources, veterinary associations). We are not responsible for the privacy practices of those sites. We recommend reviewing their privacy policies before submitting any information.
10. Policy Updates
We may update this Privacy Policy occasionally to reflect changes in technology, legal requirements, or our operations. When we do, we will post the revised version on our website and update the “Last Updated” date above.
We encourage you to review this policy periodically to stay informed.
11. Contact Us
If you have any questions or concerns about our privacy practices, or if you would like to access or correct your information, please contact:
Privacy Officer
Vetopia Animal Hospital
[Clinic Address]
📧 Contact us
📞 Phone: +1 (289) 499-5544
