Privacy Policy

1. Introduction

VetEngage ("we," "our," or "us") respects your privacy and is committed to protecting the personal information of veterinary clinics, veterinary staff, and pet owners who use our platform. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our services.

2. Scope of This Policy

This policy applies to the VetEngage Platform, website, booking tools, AI features, and all communications facilitated through our services. It is linked on all SMS opt-in interfaces.

3. Information We Collect from Veterinary Clinics & Staff

Account and profile details (name, role, email, phone, practice information); business operational data (appointments, communications, patient records); usage data and analytics.

4. Information We Collect from Pet Owners

Contact details (name, email, phone); pet details (name, species, breed, DOB, medical history shared through forms); payment information (processed by Stripe — we do not store card details); mobile/SMS opt-in information including phone number and full consent records.

5. Automatically Collected Information

Device information, IP address, cookies and tracking technologies for functionality, personalization, and analytics.

6. How We Use Information

To provide and improve services, integrate with PIMS, personalize experiences, power AI features, monitor performance, prevent fraud, and comply with legal obligations.

7. How We Share Information (General)

We share only with veterinary clinics/groups, authorized service providers, corporate groups (for analytics), and legal authorities when required. We do not sell personal information to any third parties.

8. Mobile Messaging and SMS Communications (Telnyx / 10DLC / TCPA Strengthened)

When a mobile number and opt-in are provided, we collect the number and consent record solely to deliver consented appointment reminders, confirmations, updates, waitlist notifications, and care-related messages.

No mobile information, SMS opt-in data, consent records, or originator opt-in data will be sold, rented, or shared with any third party or affiliate for marketing or promotional purposes. We share limited data only with service providers (e.g., Telnyx and carriers) strictly as necessary to deliver the service; they are contractually prohibited from any other use. Except as required by law or to fulfill the requested messages, this data is never shared.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out. Reply HELP or contact privacy@vetengage.com / +1 (214) 233-5597. This policy is linked on every opt-in.

9. Data Security

We use encryption at rest and in transit, access controls, regular audits, penetration testing, redundancy, and SOC 2-aligned practices. No system is 100% secure; users should maintain strong passwords.

We use Cloudflare Turnstile to protect our forms from bots and abuse. Turnstile may process connection and device signals (such as IP address, browser characteristics, and interaction data) to distinguish humans from automated traffic. This processing is governed by Cloudflare's Turnstile Privacy Addendum.

10. Use of AI Tools & Applications

We use AI for scheduling, reminders, call analysis, insights, personalization, and other features to improve the Services. All data is processed only as necessary to provide and support the Services. Outputs are monitored for quality and accuracy, and any improvement use is strictly internal to VetEngage.

We may de-identify and aggregate Client Data (including communications, appointment history, patient records, and other PIMS data) to train, develop, and improve our AI models and algorithms. De-identified data cannot reasonably be used to identify any individual client, patient, or practice. You retain ownership of your Client Data. VetEngage owns all models, algorithms, and derived insights created from de-identified or aggregated data. We do not sell personal information and only use identifiable data strictly as necessary to provide the Services. We do not train external models on identifiable client data without explicit consent.

11. Data Retention

We retain data only as long as necessary or required by law. Clinics may request deletion. After termination we generally retain for up to 30 days for export, then delete (subject to legal/backup needs). Clinics remain responsible for medical record retention obligations.

12. Your Rights

Access, correction, deletion, objection, portability (where applicable). Contact privacy@vetengage.com. SMS opt-out via STOP.

13. Cookies & Tracking

We use cookies for login, personalization, and analytics. Manage via browser settings. See full details in this policy.

14. Children's Privacy, International Transfers, and Updates

We do not knowingly collect data from children under 16. Data may be processed internationally with adequate safeguards (standard contractual clauses). Material changes will be notified via email or platform notice.

15. Compliance and Contact

We align with SOC 2, CCPA/CPRA, GDPR (where applicable), and maintain data-processing agreements. Governing law follows our Platform Terms.

Contact: privacy@vetengage.com | +1 (214) 233-5597 | 13719 Omega Rd, Dallas, TX 75244 USA