Privacy Policy for Veterinary Sidekick

1. Introduction

This Privacy Policy ("Policy") describes how Sidekick Automation, LLC ("Veterinary Sidekick," "Company," "we," "us," or "our") collects, uses, discloses, and protects personal information when you use our website, software platform, mobile interfaces, and related services (collectively, the "Services"). Our Services include AI-assisted clinical documentation, case summarization, diagnostic organization, client communication tools, and veterinary workflow support.

By accessing or using the Services, you acknowledge that you have read and understand this Privacy Policy. If you do not agree with the terms of this Policy, please discontinue use of the Services.

2. Information We Collect

We collect information in the following categories:

2.1. Information You Provide Directly

This may include:

• Clinic & User Identifiers: Name, clinic name, address, phone number, role, email, login credentials.
• Client & Patient Information: Owner name, contact details, pet name, species, breed, sex, age, symptoms, submitted histories, uploaded medical records, diagnostic files, and other case-related materials input by veterinarians or technicians.
• Payment Information: Subscription details processed by third-party PCI-compliant vendors.
• Communications: Emails, support inquiries, feedback, and other interactions.

2.2. Information Collected Automatically

Consistent with industry practices, we may collect:

• Device identifiers, IP address, browser type, operating system
• Log and usage data, including pages viewed, actions taken, feature interactions, timestamps, and app performance data
• Cookies and similar technologies to support functionality and security

2.3. Information From Third Parties

We may receive information from:

• Clinics using our Services
• Integrated partners or systems
• Third-party service providers supporting analytics, hosting, or authentication

We do not collect information from data brokers.

3. How We Use Personal Information

We use personal information to:

3.1. Provide and Improve the Services

• Generate case summaries, SOAP notes, differential diagnoses, treatment guidance, and client-ready reports
• Organize diagnostic tests and update case records in real time
• Facilitate clinic workflows, record-keeping, team communication, and client communication
• Personalize and optimize user experiences

3.2. Communication

• Send administrative updates, security alerts, account notices, and service-related notifications
• Respond to support requests

3.3. Analytics and Development

• Improve platform performance, stability, and accuracy
• Conduct research and development
• Create de-identified and aggregated data sets for analytics and product improvements

3.4. Legal, Security, and Compliance

• Prevent fraud, unauthorized use, or security threats
• Comply with subpoenas, legal obligations, or regulatory requests
• Enforce our Terms of Use

We do not use pet, owner, or clinical information for marketing without explicit consent.

4. How We Share Personal Information

We may share information with:

4.1. Service Providers

Third-party providers assisting with:

• Hosting, cloud infrastructure
• Data processing and storage
• Technical support
• Payment processing
• Analytics

These providers are contractually bound to use information only for the purposes for which it was provided.

4.2. Clinics and Authorized Users

Case information entered into the system is available to the clinic and authorized team members based on account-level permissions.

4.3. Business Transfers

In the event of a merger, acquisition, financing, or sale of assets, information may be transferred as part of the transaction.

4.4. Legal Requirements

We may disclose information to comply with law, protect our rights, investigate misconduct, or ensure safety.

4.5. Aggregated or De-Identified Data

We may share non-identifiable insights for analytics, benchmarking, or product improvement.

We do not sell personal information.

5. Cookies & Tracking Technologies

We use cookies, web beacons, and similar tools to:

• Maintain platform functionality
• Improve performance and security
• Analyze usage patterns

Users may manage cookie settings in their browsers, though disabling certain cookies may affect functionality.

6. Data Security

We take reasonable administrative, technical, and physical measures to protect information, including:

• Encryption in transit and at rest
• Role-based access controls
• Secure infrastructure and audit trails
• Monitoring and vulnerability testing

While we implement robust safeguards, no method of storage or transmission is 100% secure.

7. Data Retention

We retain data for as long as reasonably necessary to:

• Provide services
• Support clinic record-keeping
• Comply with legal requirements
• Maintain audit, security, and business continuity needs

Data no longer required will be securely deleted or anonymized.

8. Your Rights and Choices

Depending on jurisdiction, users may have rights to:

• Access, correct, or update personal information
• Request deletion where applicable
• Restrict or object to certain processing
• Export or transfer data
• Opt out of marketing communications

Requests can be submitted to: privacy@veterinarysidekick.com

Clinics are responsible for client-facing data requests; we assist clinics in fulfilling them.

9. Children's Privacy

The Services are not directed to individuals under 18.

We do not knowingly collect personal information from children under 13.

If such data is discovered, it will be deleted.

10. International Data Transfers

Data may be processed or stored in the United States or other jurisdictions.

When applicable, we implement legal mechanisms such as:

• Standard Contractual Clauses
• Contractual safeguards
• Security and encryption requirements

11. Do Not Track

Our systems do not currently respond to Do Not Track browser signals.

12. Changes to This Privacy Policy

We may update this Policy from time to time.

Material changes will be posted on our website and/or communicated directly to users.

The "Effective Date" will reflect the most recent version.

13. Contact Us

If you have questions, requests, or concerns regarding this Privacy Policy, please contact us: