Privacy Policy

Overview

Welcome to our Veterinary Clinic Management system web site – https://www.vetcareapp.com/ (called “the VetCare website or site”) and application – https://app.vetcare.com (called as “VetCare web app or web application or web app”) hosted by “Coderlook Solution Pvt. Ltd.” (called as “Coderlook” – “we”, “our”, “us”) respect your privacy and are committed to protecting the personal information you share with us through the VetCare website or VetCare web app.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Site and register for web app. Please read this policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the site or web app.

The policy will be applicable for anybody if you are one of the following –

customer, potential customer who wishes to learn more about our site or web app, site visitor, vendor, pet owner, clinic admin/staff/user, doctors, specialists, any user who uses our site or web app, any other potential Coderlook partner who might be involved for processing your personal data.

Information We Collect

We may collect information about you and/or your pet in a variety of ways. The information we may collect on the Site includes:

Personal Data

Personally identifiable information covers –

For Pet Owners/clinic staff/doctors:

Full Name: First and last names of the pet owner.

Address: Residential address, including street, city, state, and zip code.

Email Address: Personal or business email addresses.

Phone Number: Home, work, and/or mobile phone numbers.

Date of Birth: The pet owner’s date of birth.

Login Credentials: Username and password for accessing the application.

Emergency Contact Information: Names and contact details of emergency contacts.

Photo ID: Copies of government-issued ID cards, such as a driver’s license or passport.

Identification Numbers: Social Security Number (SSN), driver’s license number, or other government-issued IDs (depending on jurisdiction and requirements).

Veterinary license number or registration number (for doctors)

For Pets

Pet Name: The name of the pet, which could be considered PII if linked to the owner.

Pet Identification: Microchip number or other unique identifiers.

Health Records: Detailed veterinary medical history, including vaccinations, treatments, and medical conditions.

Breed Information: Breed, age, and sex of the pet.

Appointment History: Records of past and upcoming veterinary appointments.

Nutrition/diet record, vaccination record, vital record

Behavioural Information: Notes on pet behaviour or special needs.

For Clinic

Clinic Name: The name of the clinic.

Clinic address and contact phone number: address and phone number of clinic.

Email address: email of the clinic.

Tax Identification Number (TAN) or GST number.

Staff details/PII as mentioned under clinic staff PII.

Doctors’ availability and appointment history

Derivative Data

Other non-personal information such as:

your IP address

your browser type,

your operating system,

your access times, and the pages you have viewed directly before and after accessing the Site.

Demographic information

This information is used for Site analytics performance monitoring purpose.

Financial Data

Financial information, such as

Our VetCare usage plan

data related to your payment method (e.g., valid credit card number, card brand, expiration date) that we may collect when you purchase the plan

This information is collected through the Site to control your usage limit in our veterinary software. The plan related are mentioned in detail on the website.

Data From Social Networks

User information from social networking sites, such as Facebook, Google+, Instagram, including your name, your social network username, location, gender, birth date, email address, profile picture, and public data for contacts, if you connect your account to such social networks.

Why do we collect this information – use of your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you and/or your pets for our site or web app for following key functionalities –

– Create and manage your account.

– Manage your pet’s account.

– Process your transactions.

– Send you a confirmation email or SMS.

– Provide you with customer support.

– Solicit support for the Site.

– Send you updates about our services, promotions, and events.

– Improve the functionality and user experience of our Site.

– Prevent fraudulent transactions, monitor against theft, and protect against criminal activity.

– Comply with Legal Obligations to fulfil regulatory requirement, if any, and respond to legal requests.

Disclosure of Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

By Law or to Protect Rights

If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.

Third-Party Service Providers

We do not transfer your Personally Identifiable Information (PII) to external parties without providing prior notice to users. This excludes our site or webapp hosting partners and other entities that assist in the operation of our website, conduct our business, or serve our users, provided that these entities agree to maintain the confidentiality of this information.

Business Transfers

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

If you are not comfortable with this clause, please don’t access our web app or visit our site.

Email Communications

We may send promotional emails to inform you about our services, special offers, and updates. We assure you that we do not share your Personally Identifiable Information (PII) with third parties for marketing purposes.

Our Commitment to Email Communications:

Accurate Information: Our email headers accurately reflect the sender and the domain.

Non-Deceptive Subject Lines: Our subject lines will always accurately reflect the content of the email.

Opt-Out Mechanism: Every promotional email will include a clear and conspicuous opt-out mechanism, allowing you to unsubscribe from future promotional emails.

No PII Sharing: We do not sell, trade, or otherwise transfer your PII to outside parties for marketing or advertising purposes.

If you want to opt-out refer our opting regarding your information section. For any queries and concern refer our contact us section.

Security of Your Information

Data Encryption

• Use encryption for storing and transmitting PII data to protect against unauthorized access.

User Authentication Policy

• Your login credential will be managed in a separate proven Identity Management System to maintain enhanced security. During sign-in you will be prompted to login with username/userid or email. Proper password policy is maintained in Identity Management System. We are also ensuring two factor (2FA) authentication for application security.

Access Controls

• We are implementing role-based access controls (RBAC) to ensure that only authorized personnel can access sensitive information.

Audit Trails

• We are maintaining logs of who accesses PII data and when, to monitor for any unauthorized access or breaches.

Data Minimization

• We are collecting only the minimum amount of PII necessary for the operation of the clinic.

Privacy Policies

• We are developing, implementing and updating on a regular basis a clear privacy policy that explain how PII is collected, used, stored, and protected.

Regular Security Audits

• WE are conducting regular security audits and vulnerability assessments to identify and mitigate potential risks.

Legal Considerations

Global Privacy Regulations

Data privacy in India: primarily governed by the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 (SPDI Rules), which are part of the Information Technology Act, 2000. Additionally, a more comprehensive data protection framework, which is the Digital Personal Data Protection Act, 2023 (DPDP Act).

GDPR (EU): General Data Protection Regulation requires explicit consent for data collection, data protection measures, and rights to data access, rectification, and deletion.

CCPA (California): California Consumer Privacy Act focuses on consumer rights to access, delete, and opt-out of data sales.

HIPAA: In the United States, if any human medical information is collected (e.g., in relation to zoonotic diseases), compliance with the Health Insurance Portability and Accountability Act (HIPAA) may be required.

PIPEDA (Canada): Personal Information Protection and Electronic Documents Act requires obtaining consent, ensuring data accuracy, and protecting data.

APPI (Japan): Act on the Protection of Personal Information emphasizes protecting personal data and requires consent for data transfer.

Other Local Laws: For any country, adherence to local data protection laws and regulations applicable to veterinary clinics.

Minimum Age Requirement

Policy for Children

We do not knowingly solicit information from or market to persons under the age of 16 (sixteen). We treat anyone below age 16 as a child and if we learn that we have collected personal information from a child, we will delete that information as quickly as possible.

Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. Our Site does not currently respond to DNT browser signals or mechanisms.

Options Regarding Your Information –

Access and Correction

– You can any time access and update your personal information through VetCare application or by contacting us using the contact information provided below.

Opt-Out

– You may opt-out of receiving marketing communications from us by following the unsubscribe instructions provided in the email.

Data Deletion

– You can request the deletion of your personal information, subject to certain legal exceptions.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, some information may be retained in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use and/or comply with legal requirements.

International Data Transfers

Our website is hosted in India. If you are accessing our services from outside India, your information may be transferred to, stored, and processed in India. By using our services, you consent to such transfer, storage, and processing.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these third-party sites. To gather site performance data third-party services will be integrated into the site or web app (e.g., analytics services like Google Analytics). We encourage you to review their privacy policies before providing any personal information.

Session policy

If your session in web app is inactive for 30 minutes you will be automatically logged out from the application and your unsaved data in the session will be lost. Please save all your personal and other relevant information before logging out.

Cookies Policy

We use cookies to enhance your browsing experience. You can manage your cookie preferences through your browser settings. For more information, please see our Cookie Policy document

Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Coderlook Solutions Pvt. Ltd.

3rd Floor, J-1/12, Block EP & GP, Sector V, Salt Lake, Kolkata-700091, India

Email:info@codrlook.com

Phone:+91 8910820023

Updates to This Policy

We may update this Privacy Policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal, or regulatory reasons.