Privacy Policy

Last updated: November 30, 2025

1. Overview

This Privacy Policy explains how Vet Core Hub (“the Service”) collects, uses, and protects information relating to veterinary clinics and their staff. By using the Service, you consent to the practices described in this policy.

2. Information We Collect

We may collect the following types of information:

• Clinic account details and administrator contact information
• Staff user accounts (names, email addresses, roles, permissions)
• Clinic data, including SDS files, protocols, calculators, and related reference materials uploaded or configured by the clinic
• Technical information such as IP address, browser type, and usage logs

3. How We Use Information

We use collected information to:

• Provide and maintain clinic-specific features of the Service
• Authenticate staff accounts and manage permissions
• Monitor system performance, security, and reliability
• Improve workflows, interfaces, and clinical tools over time
• Communicate with clinic administrators about updates or issues

4. Data Ownership

Clinics retain ownership of all clinic-specific data they upload or configure in the Service. Vet Core Hub acts as a data processor, storing and managing this information solely for the purpose of delivering platform functionality.

5. Data Sharing

We do not sell clinic data or staff information to third parties. Data may be shared only:

• As required by law, regulation, or legal process
• With service providers that assist in hosting or operating the platform (who are bound by appropriate confidentiality and security obligations)
• With explicit authorization from the clinic administrator

6. Security

We use reasonable administrative, technical, and physical safeguards designed to protect clinic data against unauthorized access, alteration, or disclosure. No system can be 100% secure, but we work to maintain a high level of security appropriate for the nature of the information processed.

7. Data Retention

Clinic data is retained while the clinic maintains an active account. Upon cancellation or request from an authorized clinic administrator, we will delete or anonymize associated data within a reasonable timeframe, subject to any legal obligations to retain certain records.

8. Cookies & Technical Logs

The Service may use cookies or similar technologies to handle authentication, remembers sessions, and improve user experience. Server logs may record IP addresses, user agents, and timestamps to support security and troubleshooting.

9. Access & Updates to Your Information

Clinic administrators may review and update clinic and staff information via the administration interface. If you believe any stored information is inaccurate, please contact your clinic administrator or reach out to us so we can assist.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When changes are made, the “Last updated” date above will be revised. Continued use of the Service after changes become effective signifies your acceptance of the updated policy.

11. Contact

If you have questions or concerns about this Privacy Policy, please contact our support team through the Contact page.