Privacy Policy.

Last Updated: April 23, 2023

IMPORTANT NOTICE: This Privacy Policy (“Policy”) of VetVerifi, Inc, its affiliates and subsidiaries (referred to in this Privacy Policy as “VetVerifi”, “we”, “our”, or “us”) describes:

  • What information we may collect when you visit our website at https://vetverifi.com, when you interact with us offline, when you access or use our online account management site at https://app.vetverifi.com, websites, webpages, mobile applications, and any other features, subdomains, content, services, or solutions offered by VetVerifi (collectively, “Services”); 

  • How we may collect, use, disclose and protect personal information as part of our business from individuals who use or interact with Services (“you” or “your”); and

  • What choices and rights you have in protecting your personal information

This Privacy Policy does not apply to 

  • any other website or service operated by third parties that do not specifically refer to this Policy. 

  • Our employment-related data collection practices, where we collect your personal information when you act as a job applicant, employee, corporate officer, independent contractor to VetVerifi.  A separate employment-related privacy policy will be made available to our job applicant and employees separately.  

YOUR ACCESS TO AND USE OF THE SERVICES SIGNIFIES THAT YOU HAVE CAREFULLY READ, AND UNDERSTAND AND AGREE TO ALL TERMS WITHIN THIS PRIVACY POLICY.  BY USING THE SERVICES OR ENGAGE IN COMMUNICATIONS WITH US, YOU CONSENT TO THE COLLECTION, USE AND TRANSFER OF YOUR PERSONAL DATA FOR PROCESSING IN THE UNITED STATES AS DESCRIBED IN THIS PRIVACY POLICY. ANY MATERIALS SUBMITTED THROUGH THE SERVICES AND YOUR USE OF THE SERVICES MAY BE SUBJECT TO ADDITIONAL TERMS AND CONDITIONS MADE AVAILABLE TO YOU AT THE TIME OF YOUR REGISTRATION OR INTERACTION WITH US.

VetVerifi’s Services are housed on servers in the United States. If you are located outside of the United States, please be aware that information and data we collect will be processed and stored in the United States, a jurisdiction in which the data protection and privacy laws and principles, including your data subject rights, may not offer the same level of protection as those in the country/region where you reside or are a citizen. 

I. INTRODUCTION

What is “Personal Data”? “Personal Data” means information that can be used to identify you, directly or indirectly, alone or together with other information. This includes things such as your full name, contact information, email address, phone number, device IDs, certain cookie and network identifiers, and other categories described below.  

We may create de-identified or anonymous data from Personal Data by excluding and removing data components (such as your name, email address, or linkable tracking ID) that makes the data personally identifiable to you, through obfuscation, or through other means (“Aggregated Data”). Our use of Aggregated Data is not subject to this Policy.

II. HOW DO WE COLLECT AND PROCESS YOUR INFORMATION?

We collect and process the following categories of your Personal Data for the purposes set forth in the Table 1 below.

Category

Types of Data and Purpose

Account Information



Individuals: We collect your Personal Data, such as your name, alias, postal address, unique personal identifier, online

identifier, IP address, email address, account name, or other similar identifiers), when you set up an individual account with us. This may include access and use certain features of the Services, or otherwise interact with us.


Our personalized content designed to support you depend on the information you choose to share with us.

Business Personnel: You may access our Services on behalf of your employer either as an enterprise account customer (for which you pay a subscription fee), or as a trial account customer (for which you access our Services at no charge for a limited trial period).


In order to access and use certain features of the Services, an end user of the Services must first complete a registration. When you create an account and register with us, we collect your name, email address, your pets’ veterinary records, and account log-in information (including the username and password) that you create for your account.


We process Account Information to provide Services to you, to honor our terms of use and contracts, to ensure the privacy and security of our Services, to maintain our databases and back-ups, to manage our relationships with you, to communicate with you, and to keep records of our communications with you.

Payment Information



When you submit an order with us, our third-party payment processor will collect your billing address, your credit card information (credit card number, name on card, security code, expiration date, and CVV); email address; and billing zip code. By submitting your Payment Information, our payment processor may share invoices or such other transactional documents that may contain your financial information.

We do not store your Payment Information, but our payment processor may store your Payment Information for the purpose of facilitating payment of your recurring subscription fees.


Social Network Information

You may connect with us through a third-party social network or other websites, such as Facebook, Twitter, LinkedIn etc. (each, a “Linked Social Media Site”). If you choose to do so, we may collect information from your profile on such Linked Social Media Sites, such as your name, username, and email address. In addition, our Services may offer features that will allow you to share information between our Services and the Linked Social Media Sites. If you decide to use such features, you should check the privacy policy of each Linked Site before using such features.

We process Social Network Information to provide our Services, to manage our relationships with you, to communicate with you, and to keep records of our communications with you.

Cookies and Similar Technologies



When you visit the Services, we collect cookies and use similar technologies as described in the “Cookies and Similar Technologies” section. If you choose to disable cookies and similar technologies, some areas and features of the Services may not work properly.

Usage Data


When you visit our Services, we automatically collect information from your browser or device, which includes the date and time of your visit as well as your location, Internet Protocol (IP) address, unique device identifier, device type, browser type, domain server, access time, referring website, mobile network information, data about which pages you visit, features enabled for your account, and interactions with other parts of our Services.

Professional & Employment-related Information


To the extent you are managing an account for your employer, or someone we interact on a business-to-business basis through the Services or any offline interactions, we may collect your professional information, such as your job title, and your professional profile.

Location Information


When you visit our Services, we may determine your approximate location from your Internet Protocol (IP) address.

Feedback or Support Inquires


If you provide us with feedback, submit a request for product demo, or respond to surveys, we may collect your name, email address, phone number, and any written correspondence or comments provided by you.

Contact Us Data

If you contact us through the Services via the “Contact Us” features, we collect your Personal Data, including email address, IP address, and the content of your correspondence to us, which may be considered sensitive information. Therefore, please do not include sensitive and proprietary information when you use “Contact Us” features.

If you choose not to further receive marketing communications, you may (i) opt out by logging into your account with the Services to manage or unsubscribe these communications, or (ii) follow instructions contained in our marketing communication to opt-out of receiving future communications.

Personal Data from Third Party Sources


Information You Provide about a Third Party: If you send someone else a communication through our Services, the information you provide (e.g., names, email addresses, mobile number, etc.) will be used to facilitate the communication. You need to ensure that you have the recipient's permission to use his or her information for this purpose. When you use any functionality of our Services, your email address, mobile number, name or username and message may be included in the communication sent to your addressee(s).

Is entry of Personal Data required? The entry of Personal Data is required to access certain portions of the Services.  You may choose not to provide us with any Personal Data and may still access certain portions of the Services but will not be able to access those portions of the Services that require your Personal Data.  

  • Other Processing Activities. In general, we process Personal Data to analyze use of our Services, to operate the Services, to serve you the content and functionality you request, to ensure the privacy and security of our Services, to manage our relationships with you, to maintain our databases and back-ups, to develop new features of our Services, to enhance your experience, to track visits to the Services, and to provide you with a more personal and interactive experience on the Services, for usage analytics, to improve our customer service, to communicate with you, and to keep records of our communications with you.  In addition, we may process any of the Personal Data identified in this Policy when necessary for: 

  • The de-identification and aggregation of Personal Data to become Aggregated Data for purposes of analytics, innovation, research and to provide enhanced services to our customers and end-users; 

  • The establishment, exercise, or defense of legal claims, whether in court, administrative, or other proceedings. 

  • Obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice; and

  • Purposes that are consistent with, related to and/or ancillary to the purposes and uses described in this Policy for which your Personal Data was provided to us.

    III. HOW DO WE SHARE OR DISCLOSE YOUR PERSONAL DATA?

We may share your information in the following contexts.  If we are acting as a data processor or service provider, disclosures in the following contexts will be limited in accordance with the instructions from the data controller or business.

Table 2 Recipients:

Category

Context

Corporate Affiliates and internally to relevant departments



We may share your Personal Data with our corporate subsidiaries and majority-owned or -controlled affiliates and with their respective officers, directors, employees, accountants, attorneys and agents.

We may share your Personal Data internally to relevant departments within VetVerifi, in order to provide and improve Services, for marketing purposes, and for advertising.

Service Providers



We may share your Personal Data with our service providers that need access to your information to provide operational or other support services on our behalf. Among other things, service providers help us to administer the Services; support our provision of Services requested by you; send marketing promotions and communications to you about our Services; provide payment processing; provide technical support; improve and personalize the Services; and assist with other legitimate purposes permitted by law.

Law Enforcement, Government Agencies, and Courts




We may disclose your Personal Data in response to subpoenas, warrants, court orders or other legal process, or to comply with relevant laws. We may also share your Personal Data in order to establish or exercise our legal rights, to defend against a legal claim, and to investigate, prevent, or take action regarding possible illegal activities, suspected fraud, safety of person or property, or a violation of our Terms of Use or other contracts. We may also disclose Personal Data as needed to protect vital interests (where there’s a life-or-death circumstances).

Companies Involved in Mergers and Acquisitions Transactions


We may share your Personal Data in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our company assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by us is among the assets transferred.

Disclosures with Consent



We may ask, from time to time, if you would like us to share your information with other unaffiliated third parties who are not described elsewhere in this Policy. We will only disclose your information in this context with your Consent.

Professional Advisors



We may share your Personal Data with our insurers and other professional advisors, including attorneys and accountants, that need access to your information to provide operational or other support services on our behalf.

IV. HOW LONG DO WE STORE AND PROCESS YOUR INFORMATION?

We retain and use your Personal Data for an appropriate period of time as is necessary to fulfill the purposes, for which it was collected, to comply with our business requirements and legal obligations, to resolve disputes, to protect our assets, to provide our Services, to pursue legitimate business purposes, to enforce our agreements, and other business or commercial purposes to the extent provided in this Privacy Policy.

We take reasonable steps to delete the Personal Data we collect when (1) we have a legal obligation to do so, (2) we no longer have a purpose for retaining the information, or (3) if you ask us to delete your Personal Data, unless we determine that doing so would violate our existing, legitimate legal, regulatory, dispute resolution, contractual, or similar obligations.  We may also decide to delete your Personal Data if we believe it is incomplete, inaccurate, or that our continued storage of your Personal Data is contrary to our legal obligations or business objectives.  When we delete your Personal Data, it will be removed from our active servers and databases; but it may remain in our archives when it is not practical or possible to delete it.

V. HOW DO WE PROTECT YOUR PERSONAL DATA?

We have put security measures in place to protect the Personal Data that you share with us from being accidentally lost, used, altered, or disclosed or accessed in any unauthorized manner.  From time to time, we review our security procedures to consider appropriate new technologies and methods.  We use reasonable security measures when transmitting Personal Data to consumers in responding to requests under applicable data protection or privacy laws.  We have also implemented reasonable security measures or protocols to detect fraudulent identity-verification activity and to mitigate risks relating to the unauthorized access to, disclosure or loss of Personal Data.

While our security measures seek to protect the Personal Data in our possession, no security system is perfect, and no data transmission is 100% secure.  As a result, while we strive to protect your information, we cannot guarantee or warrant the security of any information you transmit to or from the Services.  Your use of the Services is at your own risk.  We cannot guarantee that your data will remain secure in all circumstances.

The safety and security of your Personal Data also depends upon you.  Where you use a password for access to restricted parts of the Services, you are responsible for keeping your password confidential.  Do not share your password with anyone.  

Links to Other Websites. Please note that this Policy does not apply to the practices of companies that we do not own or control or to people that we do not employ or manage.  Our Services may provide a link or otherwise provide access to Linked Sites.  We provide these links merely for your convenience.  We have no control over, do not review, and are not responsible for Linked Sites, their content, or any goods or services available through the third party sites.  Our Policy does not apply to Linked Sites, and for any data you provide to Linked Sites, you agree that you are providing at your own risk.  We encourage you to review the privacy policies of any Linked Sites that you interact with.

VI. RIGHTS AND CHOICES REGARDING HOW WE USE OR DISCLOSE YOUR INFORMATION

You may adjust the setting of your Mobile App or your account, or use the “Contact Us” details at the end of this Policy to exercise your rights and choices under this Policy.  If you would like to manage, change, limit, or delete your Personal Data, or if you no longer want to receive any email contact from us in the future, such requests may be submitted via the “Contact Us” details at the end of this Policy. 

Communication Preferences. If you no longer wish to receive communications from us via email, you may opt-out of certain types of communications (as described below) by clicking the “unsubscribe” link at the bottom of our emails or by contacting us at the “Contact Us” details provided at the end of this Policy and providing your name and email address so that we may identify you in the opt-out process.  Once we receive your instruction, we will promptly take action.  

  • Communications Regarding Our Services. We will send you email notifications and free newsletters from time to time with offers, suggestions and other information. You may “opt-out” from receiving such communications by following the “Unsubscribe” instructions provided in the email.

  • Legal or Security Communications. We also send out notices that are required for legal or security purposes. For example, certain notifications are sent for your own protection. In other cases, these notifications involve changes to various legal agreements, such as this Policy or the Terms of Service. Generally, you may not opt out of such emails.

  • Account and Order Communications. If you subscribe to our Services, we may send you communications regarding such Services. We may also send communications providing customer support or responses to questions regarding the operation of the Services. Generally, you may not opt out of such emails.

Online Tracking Signals. We do not currently recognize browser settings or signals of tracking preferences, which may include “Do Not Track” instructions. “Do Not Track” is a web browser setting that seeks to disable the tracking of individual users’ browsing activities. We adhere to the standards set out in this Policy and do not currently respond to “Do Not Track” signals on the Services or on third-party websites or online services where we may collect information.

Accuracy and Updating Your Personal Data. Our goal is to keep your Personal Data accurate, current, and complete. If any of the Personal Data you have provided to us changes, please update it in your user/account profile, or let us know via the “Contact Us” details at the end of this Policy.  For instance, if your email address changes, you may wish to let us know so that we can communicate with you.  If you become aware of inaccurate Personal Data about you, you may want to update your information.  We are not responsible for any losses arising from any inaccurate, inauthentic, deficient, or incomplete Personal Data that you provide to us.

Complaints. If you believe that your rights relating to your Personal Data have been violated, you may lodge a complaint with us by contacting us via the “Contact Us” details at the end of this Policy. 

VII. Cookies and Similar Technologies

1. First and Third-Party Cookies

A “cookie” is a small file created by a web server that can be stored on your device (if you allow) for use either during a particular browsing session (a “session” cookie) or a future browsing session (a “persistent” or “permanent” cookie). “Session” cookies are temporarily stored on your hard drive and only last until they expire at the end of your browsing session. “Persistent” or “permanent” cookies remain stored on your hard drive until they expire or are deleted by you. Local stored objects (or “flash” cookies) are used to collect and store information about your preferences and navigation to, from, and on a website. First-party cookies are set by the website you’re visiting, and they can only be read by that site. Third-party cookies are set by a party other than that website.  You can block and control cookies using the information noted below. If you block all cookies, certain functionalities on our Services may not work.

2. Other Third Party Technologies

In addition to cookies, there are other automatic data collection technologies, such as Internet tags, web beacons (clear gifs, pixel tags, and single-pixel gifs), and navigational data collection (log files, server logs, etc.) that can be used to collect data as users navigate through and interact with a website:

  • Web Pixels or Beacons Use: Pixels are extremely small image files that, when loaded by your web browser, cause the browser to make a network request to the party corresponding to the pixel. If that party’s cookies are currently stored in your browser, those cookies will be transmitted with the request. Beacons can be used on web pages for advertising or to confirm the opening of a marketing email. When used in conjunction with cookies for interest-based-advertising, the cookie controls above can be used to control the purpose for which they are used.

  • HTML5 Local Storage: HTML5 Local Storage in the browser is different from cookies, but can be used for the same purpose (to pair a tracking ID to a particular web server with your web browser so that the web server can identify your web browser over time). You can control the purpose for which HTML5 Local Storage is used by using the cookie controls outlined above.

  • Social Widgets: These are buttons or icons provided by third-party social media platforms that allow you to interact with social media services when you view a webpage or mobile app screen. These social widgets may collect browsing data, which may be received by the third party that provided the widget and are controlled by third parties. For example, if you click the Facebook, YouTube, or LinkedIn logos at the bottom of our webpage, these logos may take you to these third-party websites, that may collect the information that you are referred from our website to such 3rd party website(s). 

  • UTM Codes: These are strings that can appear in a URL (the “Uniform Resource Locator,” which is typically the http or https address entered to go to a webpage) when you move from one web page or website to another. The string can represent information about browsing, such as which advertisement, page, or publisher sent the user to the receiving website.

We do not control these third parties’ technologies or website or how they may use your data once you are referred to these third-party websites.  If you have any questions, you should contact the responsible party directly or consult their privacy policies.

3. What Cookies and Similar Technologies Are in Use and Why Do We Use Them?

Google Analytics. We use Google Analytics to collect and process statistical data about the number of people using the Services and to better understand how they find and use the Services. The data collected includes data related to your device/browser, your IP address, and on-site activities to measure and report statistics about user interactions on the Services. Any data collected is used in accordance with this Policy and Google’s privacy policy. You may learn more about Google Analytics by visiting:

https://policies.google.com/technologies/partner-sites and;

https://support.google.com/analytics/answer/6004245. 

You can learn more about Google’s restrictions on data use by visiting the Google privacy policy at: https://policies.google.com/privacy. To opt-out of Google Analytics, visit https://tools.google.com/dlpage/gaoptout and install the opt-out browser add-on feature. For more details, visit the “Google Analytics opt-out browser add-on” page (located at https://support.google.com/analytics/answer/181881?hl=en).

4. Choices About Cookies

Most web browsers are set by default to accept cookies. If you do not wish to receive cookies, you may set your browser to refuse all or some types of cookies or to alert you when cookies are being sent by website tracking technologies and advertising. You may adjust your browser settings to opt out of accepting a “persistent” cookie and to only accept “session” cookies, but you will need to log in each time you want to enjoy the full functionality of the Services.

Please be aware that, if you decline the use of cookies, you may not have access to the full benefits of the Services. Further, your opt-out only applies to the web browser you use, so you must opt out of each web browser on each computer you use. Once you opt out, if you delete your browser’s saved cookies, you will need to opt out again. In addition, adjusting the cookie settings on the Services may not fully delete all of the cookies that have already been created. To delete them, visit your web browser settings after you have changed your cookie settings on the Services. Additional information is provided below about how to disable cookies or manage the cookie settings for some of the leading web browsers:

Google Chrome: https://support.google.com/chrome/answer/95647?hl=en

Firefox: https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences

Internet Edge: https://support.microsoft.com/en-us/microsoft-edge/delete-cookies-in-microsoft-edge-63947406-40ac-c3b8-57b9-2a946a29ae09 

Safari: https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac and https://support.apple.com/en-us/HT201265

Further, Google provides you choices on how your information is collected by Google Analytics by offering you an Opt-out Browser Add-on which can be located at: https://tools.google.com/dlpage/gaoptout?hl=en. 

By installing this Add-on, Google tells us that no information will be sent to Google Analytics.

To learn how you can manage your Flash cookie settings, visit the Flash player settings page on Adobe’s website at:

https://www.macromedia.com/support/documentation/en/flashplayer/help/help09.html. 

For more information on how to modify your browser settings to block or filter cookies, visit http://www.aboutcookies.org/ or http://www.cookiecentral.com/faq/. 

VIII. STATE PRIVACY RIGHTS

California Privacy Rights.  If you are a California resident, you have the right to request certain information regarding the collection, use for business purposes, and disclosure of personal information by certain businesses governed by California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA) (collectively, “California Privacy Laws”) You may find information regarding business entities governed by the California Privacy Laws, the applicability of California Privacy Laws, and California consumers’ privacy rights, and other related information in greater details at https://oag.ca.gov/privacy/ccpa#:~:text=The%20CCPA%20requires%20business%20privacy,the%20Right%20to%20Non%2DDiscrimination.

 As of the “Last Updated” date, our operations is not subject to California Privacy Laws. 

Other State Privacy Rights:  We closely monitor our data collection practices based on the requirements set forth in other state privacy laws, including those in Virginia, Colorado, Utah, and Connecticut.  To the extent any state privacy laws apply following consultation with our privacy compliance advisors, we will exercise commercially reasonable efforts to update this Policy. 

IX. NEVADA RESIDENTS

You may submit a verified request to us by following instructions at the “Contact Us” section below to request that we not make any sale (as defined under Nevada law) of any covered information (as defined under Nevada law) that we have collected or will collect about you. Please provide your name and contact information in your request, and we will respond to your request in accordance with Nevada law.

X. CHILDREN UNDER 18

The Children’s Online Privacy Protection Act (“COPPA”), as well as other data privacy regulations, restrict the collection, use, or disclosure of Personal Data from and about children on the Internet. The Services is restricted to the use of adults over the age of majority in their place of residence. No portion of the Services is directed to children under the age of 16, and no one under the age of 16 may access, browse, or use the Services or provide any information to or on the Services. Consequently, we do not knowingly collect personal identifying information from any person under the age of 16. If we learn that we have collected Personal Data from a child under age 16 without a parent’s or legal guardian’s consent, we will take steps to stop collecting that information and delete that information as quickly as possible.  If you are a parent or guardian of a child under 16 years of age and you believe your child has provided us with Personal Data, please contact us by following instructions at the “Contact Us” section below.  

For more information about COPPA, please visit the Federal Trade Commission's website at: https://www.ftc.gov/enforcement/rules/rulemaking-regulatory-reform-proceedings/childrens-online-privacy-protection-rule. 

XI. UPDATES AND CHANGES TO THIS POLICY

We reserve the right to add to, change, update, or modify this Policy at any time to reflect any changes to how we treat your information or in response to changes in law. In the event we make changes to this Policy, such policy will be re-posted on this page, with the date such modifications were made indicated on the top of the page. If we make material changes to how we treat your information, we may contact you to inform you about the revisions with a link to the revised Policy or notify you through a notice on the homepage of the Services for a reasonable period of time. All changes are effective on the date listed at the top of this page and will apply to all information that we have about you. 

You are expected to, and you acknowledge and agree that it is your responsibility to, carefully review this Policy prior to using the Services, and from time to time, so that you are aware of any changes. Your continued use of the Services or our Services after the “Last Updated” date indicates your acceptance of the changes and your continued consent to our processing of your Personal Data according to the terms of the then-current Policy. If at any point you do not agree to any portion of this Policy, then you should immediately stop using the Services and the Services. Because this Policy contains legal obligations, we encourage you to review this Policy carefully. 

XII. CONTACT US

For more information, or if you have any questions or concerns regarding this Policy or our information collection, storage and disclosure practices, wish to exercise your rights, or wish to lodge a complaint with us, you may contact us using the information below. Please note, if your communication is sensitive, you may wish to contact us by postal mail or telephone.

In Writing by Email: hello@vetverifi.com

Address: 11 Willow Street, ste 11, Nashville, TN 37210