1. Introduction
Last Updated: October 24, 2025. This Privacy Policy describes how VetaSync (“we,” “us,” or “our”) collects, uses, and discloses your information when you use our veterinary practice management platform.
By accessing or using VetaSync, you agree to the terms of this policy. We prioritize the security of both veterinary professional data and sensitive patient (animal) medical records.
2. Information We Collect
person Practice Information
- check_circle Full name, professional credentials, and clinic affiliation.
- check_circle Contact details including business email, phone number, and physical clinic address.
- check_circle Billing and payment processing information (handled via secure PCI-DSS compliant providers).
petsPatient & Medical Records
As a clinical platform, we store data essential for veterinary care:
- check_circle Patient species, breed, age, and medical history.
- check_circle Diagnostic images (DICOM, X-rays), lab results, and surgical notes.
- check_circle Pharmacological records and prescription history.
“Our clinical data centers are monitored 24/7 with military-grade physical security.”
3. Usage and Storage
Data is used exclusively to provide and improve the VetaSync service. We do not sell clinical data to third-party pharmaceutical or insurance entities.
Redundant Storage
Data is mirrored across multiple secure regions to ensure zero-loss in case of regional outages.
Retention Policy
Medical records are retained for a minimum of 7 years or as mandated by your local veterinary regulatory board.
4. Clinical Security Measures
End-to-End Encryption
All data is encrypted in transit using TLS 1.3 and at rest using AES-256 standards. Our database keys are managed via hardware security modules (HSMs).
Access Control
We implement Role-Based Access Control (RBAC). Your staff only sees the data required for their specific role (e.g., Receptionist vs. Veterinary Surgeon).
Audit Logging
Every interaction with a patient record is logged with a timestamp and user ID, providing a complete forensic audit trail for compliance purposes.
International Compliance
VetaSync adheres to the highest global standards for data sovereignty and protection.
Zero Knowledge
Optional patient-level encryption where only your clinic holds the keys.
5. Your Data Rights
Under GDPR and relevant local laws, you maintain the following rights over your data and the patient data you manage:
6. Support & Contact
If you have any questions regarding this Privacy Policy or our security practices, please contact our Data Protection Officer (DPO).
privacy@vetasync.com
Legal Line
+1 (800) VETA-PRIV