Vetincloud — Privacy Policy

This Privacy Policy describes how Vetincloud collects, uses, and protects the personal data of Service users, in compliance with Regulation (EU) 2016/679 (GDPR).

1. Data Controller

Vetincloud IKE Agias Sofias 75, 17123, Nea Smyrni, Attiki, Greece VAT EL803071701 Email: info@vetincloud.com

2. Categories of Data Processed

In providing the Service, we process the following categories of personal data:

• Registration data: name, surname, email, password (encrypted), phone number.
• Pet owner data: name, contact details, tax ID, address.
• Animal data: identification data and veterinary health information managed by the client.
• Staff data: name, role, contact details, access credentials.
• Billing data: company name, VAT number, billing address.
• Technical data: IP address, browser type, device, access logs.

Important note: Vetincloud is veterinary practice management software. The health data processed relates exclusively to animals and does not constitute human health data under the GDPR. The Service is not intended or suitable for processing health data relating to natural persons.

3. Purposes and Legal Bases

For purposes based on legitimate interest, the interest pursued is improving the reliability, security, and performance of the Service, without affecting the rights and freedoms of users.

4. Data Recipients

To provide the Service, data may be shared with the following recipients acting as data processors:

Artificial intelligence services (Anthropic, Deepgram) are used exclusively for optional features activated by the user. For more details, please refer to the AI Policy.

5. Transfers Outside the EU

Some providers process data in countries outside the EU/EEA:

• USA: transfers based on Standard Contractual Clauses (SCC) adopted by the European Commission.
• Switzerland: country with an adequacy decision from the European Commission.

Transfers are limited to data strictly necessary for service provision.

6. Data Retention Period

• During the contract: data is retained for the duration of the contractual relationship.
• After termination: account and data are retained for up to 12 months to allow potential reactivation or data retrieval.
• Backups: deleted or overwritten within 90 days through normal retention cycles.
• AI logs: retained for 30 days for audit and security purposes.
• Tax data: retained for the period required by applicable law (generally 10 years).

Users may request early deletion of their data at any time.

7. Security Measures

We implement appropriate technical and organizational measures to protect data:

• Encryption of data in transit (TLS 1.2 or higher)
• Credential protection through hashing
• Access controls based on authentication and authorization
• Automatic daily backups with geographic redundancy
• Continuous infrastructure monitoring
• Access logging
• Security incident management procedures

8. Data Subject Rights

Under the GDPR, users have the right to:

• Access: obtain confirmation of processing and a copy of data
• Rectification: correct inaccurate or incomplete data
• Erasure: request deletion of data ("right to be forgotten")
• Restriction: restrict processing in certain cases
• Portability: receive data in a structured format and transfer it
• Object: object to processing based on legitimate interest

To exercise your rights, contact: info@vetincloud.com

Users also have the right to lodge a complaint with the Data Protection Authority in their country of residence.

9. Cookies

Application (app and web app): we use only technical cookies necessary for the Service to function, essential for:

• Session management and authentication
• Storing user preferences
• Application security

Website (vetincloud.com): the informational website may use technical cookies and aggregated analytics tools (server-side analytics) to monitor site performance.

We do not use profiling cookies or third-party cookies for advertising purposes on any of our platforms.

10. Related Documents

This Privacy Policy supplements and does not replace:

• Terms and Conditions: govern the use of the Service
• AI Policy: governs artificial intelligence features
• DPA (Data Processing Agreement): agreement for data processing between Controller and Processor

11. Changes to this Policy

This Privacy Policy may be updated periodically. In case of substantial changes, users will be informed through appropriate communication.