Privacy Policy

Introduction

VetPOP ("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 use our veterinary practice management and call intelligence platform.

By using VetPOP, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

Information We Collect

Personal Information You Provide

• Account Information: Name, email address, phone number, clinic name, and address
• Payment Information: Billing address and payment method details (processed securely by our payment processor)
• Practice Information: Details about your veterinary practice, staff members, and business operations
• Support Communications: Information you provide when contacting customer support

Information Collected Automatically

• Call Data: Incoming phone numbers, call timestamps, duration, and caller information from your practice management system
• Usage Data: Information about how you interact with our platform, features used, and session information
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience and analyze usage patterns

How We Use Your Information

• Provide Services: Deliver call intelligence, fraud detection, and practice management features
• Process Payments: Handle billing and subscription management
• Customer Support: Respond to inquiries, troubleshoot issues, and provide assistance
• Improve Services: Analyze usage patterns to enhance features and user experience
• Communications: Send service updates, security alerts, and important notices
• Security: Detect and prevent fraud, abuse, and security incidents
• Legal Compliance: Comply with applicable laws and regulations

VetGuard Network: Fraud Prevention

VetPOP operates the VetGuard Network, a shared fraud prevention system that helps protect veterinary practices from scam callers and fraudulent activity.

What We Share

Shared with Other VetPOP Customers:

• Phone numbers of flagged callers (cryptographically hashed)
• Threat type (e.g., "suspicious pattern," "confirmed scam")
• Number of times flagged across the network
• Date range of suspicious activity
• Geographic region (state level only)

Never Shared:

• Patient names or identities
• Medical records or health information
• Appointment details or call content
• Financial information
• Your practice's specific identity (data is anonymized)

Opting Out: You may opt out of contributing threat data to the VetGuard Network by contacting support@vetpop.app. You will still receive threat intelligence from other practices.

Data Sharing and Disclosure

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

• Service Providers: Third-party vendors who help us operate our platform (e.g., hosting, payment processing, analytics)
• VetGuard Network: Anonymized threat data with other VetPOP customers for fraud prevention
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law, court order, or government request
• Protection of Rights: To protect our rights, property, safety, or that of our users

Data Security

We implement industry-standard security measures to protect your information:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Regular security audits and penetration testing
• SOC 2 Type II certification
• Role-based access controls
• Multi-factor authentication
• Regular security training for staff

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

Data Retention

• Account Data: Retained for the duration of your account plus 7 years for compliance
• Fraud Data: Threat indicators expire after 90 days unless renewed
• Backup Data: May be retained in backups for up to 1 year
• Usage Logs: Retained for 90 days for security and troubleshooting

Your Privacy Rights

All Users

• Access: Request access to your personal information
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data (with certain exceptions)
• Portability: Request a copy of your data in a portable format
• Opt-Out: Opt out of marketing communications and VetGuard Network participation

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected, used, and shared
• Right to delete personal information (with exceptions)
• Right to opt-out of the "sale" of personal information (Note: We do not sell personal information)
• Right to non-discrimination for exercising your rights

European Users (GDPR)

Users in the European Economic Area, UK, and Switzerland have rights under GDPR:

• Right to access, rectification, and erasure
• Right to restriction of processing and data portability
• Right to object to processing
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

To exercise your rights: Email privacy@vetpop.app or contact us using the information at the end of this policy.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain your login session
• Remember your preferences
• Analyze platform usage and performance
• Provide personalized features

You can control cookies through your browser settings. Disabling cookies may limit some functionality.

Third-Party Services

VetPOP integrates with third-party services such as:

• Payment processors (Stripe)
• Cloud hosting (Vercel, Supabase)
• Analytics services (Google Analytics)
• Communication providers (GoTo Connect)

These services have their own privacy policies. We encourage you to review them.

Children's Privacy

VetPOP is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16, we will delete it promptly.

International Data Transfers

VetPOP is based in the United States. If you access our services from outside the US:

• Your data will be transferred to and processed in the United States
• We implement appropriate safeguards for international transfers
• For GDPR compliance, we use Standard Contractual Clauses (SCCs)

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via:

• Email to your account email address
• Notice in the VetPOP dashboard
• Update to the "Last Updated" date above

Continued use of VetPOP after changes indicates acceptance of the updated policy.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy: