Privacy Policy

This Privacy Policy applies to public websites and digital properties operated by PawthosX that link to this policy, including marketing pages, informational sites, forms, demo-request experiences, public support inquiries, developer and API materials, event registrations, surveys, public interactive tools, and other non-production experiences.

It does not, by itself, replace privacy terms contained in customer agreements for authenticated PawthosX One use, production clinic data, patient records, client records, payment processing, employment records, or other data governed by a separate written agreement.

Depending on the context, PawthosX may act as a business collecting personal information for its own operational purposes, or as a service provider or processor acting on documented instructions from a clinic or other customer.

When a veterinary clinic controls information inside an authenticated product environment, the clinic generally determines why that information is processed, subject to the applicable customer agreement and law. Requests involving clinic-controlled production data may need to be directed to the clinic.

Depending on how you interact with us, we may collect:

• Identity and contact information: name, email address, telephone number, mailing address, job title, company or clinic name, and professional role.
• Business information: clinic size, locations, current software, operational needs, service interests, implementation timing, and related commercial information.
• Account information: credentials, profile details, access permissions, and account or sandbox identifiers where public developer or trial environments require an account.
• Communications: messages, support requests, survey responses, meeting requests, feedback, and other information you choose to provide.
• Device and usage information: IP address, browser type, operating system, device type, referring pages, pages viewed, approximate location derived from IP address, timestamps, and security or diagnostic events.
• Event and marketing information:registration details, communication preferences, campaign interactions, and event participation.
• Migration inquiry information:information about a source system, data availability, export condition, technical environment, migration scope, and implementation needs.

We may receive information:

• directly from you;
• from the clinic or organization you represent;
• from service providers acting on our behalf;
• from referral, integration, implementation, or commercial partners where legally permitted;
• from public sources, professional directories, or publicly available business information; and
• automatically through cookies, logs, analytics, anti-fraud, and security technologies.

We may use personal information to:

• operate, secure, maintain, and troubleshoot our sites;
• respond to questions, support requests, and inquiries;
• schedule meetings, demos, onboarding, and implementation work;
• provide requested resources, trials, sandboxes, or developer access;
• evaluate migration feasibility and implementation requirements;
• process commercial, billing, and account-administration activities;
• detect fraud, abuse, security incidents, and unauthorized activity;
• measure site performance and understand product interest;
• improve products, documentation, support, and user experience;
• send service, security, legal, or transactional communications;
• send marketing communications where permitted and subject to opt-out rights;
• comply with law, legal process, regulatory requirements, and contractual obligations; and
• establish, exercise, or defend legal claims.

Our public sites may use cookies, pixels, local storage, analytics tools, session technologies, and similar technologies to operate the site, remember preferences, understand traffic, measure performance, prevent abuse, and improve content.

Some technologies are necessary for security or core site functionality. Others may be optional depending on the site, jurisdiction, and configuration. Browser and device controls may allow you to limit or delete cookies, although doing so may affect functionality.

We do not disclose personal information indiscriminately. We may disclose information to:

• service providers and subprocessors that host, secure, communicate, analyze, support, or operate services for us;
• payment and financial service providers when needed for billing or payment processing;
• professional advisers, including legal, accounting, security, insurance, and compliance advisers;
• affiliates where necessary to support regional operations or provide requested services;
• commercial or integration partners when you request or authorize a connected service;
• government authorities or other parties when required by law or reasonably necessary to protect rights, safety, security, or integrity; and
• a successor organization in connection with a merger, financing, acquisition, reorganization, sale of assets, or similar corporate transaction, subject to applicable law.

PawthosX does not sell personal information for money. Certain privacy laws define “sale,” “sharing,” or targeted advertising more broadly than an exchange for money; where those laws apply, we provide rights as required by law.

Payment card and banking information may be processed by independent payment processors and financial institutions. PawthosX generally does not need to store full payment-card numbers on its own application servers for ordinary card-processing workflows.

Payment providers process information under their own terms, privacy policies, security programs, PCI obligations, and card-network requirements.

We may send operational messages necessary to provide a service, respond to a request, administer an account, communicate about security, or meet legal obligations.

Marketing communications are optional. You may unsubscribe from marketing email using the link provided in the message. Where SMS is offered, message frequency may vary and message or data rates may apply. You may use opt-out instructions provided in the message, including replying STOP where supported.

PawthosX websites and services may include AI-assisted search, chat, summarization, workflow guidance, drafting, research, or other interactive experiences.

Information submitted to an AI-assisted experience may be processed by PawthosX and authorized technology providers for the purpose of generating the requested output, operating the feature, securing the service, and meeting contractual obligations.

AI outputs are probabilistic and may be incomplete or inaccurate. Public AI tools are not a substitute for veterinary, medical, legal, tax, financial, or regulatory advice, and sensitive production information should not be submitted to a public-facing tool unless the tool and your agreement expressly permit it.

Move to PawthosX may involve technical information about a clinic’s existing software, exports, data condition, workflow configuration, and migration requirements.

Migration handling is governed by the applicable customer agreement, implementation scope, security procedures, and instructions for the specific project. Migration utilities are not intended to function as a permanent archive or backup service unless a written agreement expressly states otherwise.

Source systems vary significantly. Clinics remain responsible for reviewing migrated records and confirming that information required for clinical and operational use is complete and appropriate before relying on it.

Authenticated PawthosX One environments may contain clinic, staff, client, patient, clinical, payment, communications, operational, and other customer-controlled data. The handling of that information is governed by the applicable commercial agreement, product terms, DPA, BAA where applicable, security commitments, and regional legal requirements.

This public-site Privacy Policy does not expand or reduce the rights, duties, ownership terms, retention rules, or processing instructions contained in those agreements.

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, including to provide requested services, maintain business records, resolve disputes, enforce agreements, meet tax, accounting, fraud-prevention, security, and legal obligations, and maintain appropriate records of consent or communications.

Retention periods vary based on the type of information, relationship, legal requirements, and operational need. Information may also remain in backups for a limited period before being overwritten or deleted in the ordinary course.

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication, encryption in transit, encryption at rest where appropriate, monitoring, vulnerability management, logging, environment separation, and incident-response practices.

No system can be guaranteed to be perfectly secure. You are responsible for protecting credentials, devices, and access to accounts under your control and for notifying us promptly if you believe an account or credential has been compromised.

Depending on where you live and which law applies, you may have rights to request access, correction, deletion, a copy of certain personal information, restriction or objection to certain processing, withdrawal of consent, or an appeal of a privacy-request decision.

You may also have rights concerning targeted advertising, “sale” or “sharing” as those terms are defined by local law, or the use of sensitive personal information.

To submit a request, contact legal@pawthosx.vet. We may need to verify your identity, authority, location, or relationship with PawthosX before completing a request. Authorized agents may submit requests where permitted by law and may be required to provide proof of authority.

We will not unlawfully discriminate against you for exercising an applicable privacy right.

If California privacy law applies to your information, the categories described in this policy may include identifiers, commercial information, internet or electronic-network activity, professional or employment-related information, approximate geolocation, and in limited contexts sensitive information you choose to provide or that is necessary to deliver a requested service.

We collect these categories for the business and commercial purposes described above and may disclose them to the categories of recipients described in this policy.

PawthosX does not sell personal information for monetary compensation. If an activity is considered “sale” or “sharing” under applicable California law, rights and disclosures will be provided as required by law.

Our public business websites and veterinary software services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through those public business experiences. If you believe a child has provided personal information directly to a public PawthosX site, contact us so we can review the matter.

PawthosX and its service providers may process information in the United States and other countries where they operate. Privacy and data-protection laws may differ between jurisdictions.

Where a regional product, entity, or customer agreement requires specific transfer safeguards, hosting locations, controller or processor terms, or regional disclosures, those requirements are addressed in the applicable regional terms or written agreement.

Our sites may link to third-party websites, applications, documentation, partners, or services. Their privacy practices are governed by their own policies. A link or integration does not make PawthosX responsible for a third party’s independent privacy or security practices.

We may update this Privacy Policy to reflect changes in our services, technology, legal requirements, or business practices. The “Last updated” date at the top of this page identifies the current version.

If a change materially affects how we handle personal information and applicable law requires additional notice, we will provide that notice in an appropriate manner.