Privacy Policy

This Privacy Policy describes how VetMitra (“VetMitra”, “we”, “us”, or “our”) collects, uses, and protects information when you use our veterinary clinic management platform (the “Service”). This policy applies to clinic staff who use the Service directly and describes how we handle data submitted about clinic clients and their animals on your behalf.

1. Information We Collect

We collect the following categories of information:

• Account information: name, email address, phone number, role, and clinic details provided when you register or are added to a clinic.
• Customer data: pet (animal) records, appointment details, billing and invoice information, and client (pet owner) contact details that you or your clinic enter into the Service.
• Usage data: log data such as IP address, browser type, pages visited, and actions taken within the Service, collected automatically to help us operate and improve it.
• Payment information: billing details processed by our payment providers when you subscribe to a paid plan. We do not store full payment card numbers on our servers.

2. How We Use Information

We use the information we collect to:

• Provide, maintain, and improve the Service;
• Process appointments, billing, and clinic operations on your behalf;
• Communicate with you about your account, updates, and support requests;
• Detect, prevent, and address technical issues, fraud, or misuse;
• Comply with legal obligations.

3. How We Share Information

We do not sell your data. We may share information with:

• Service providers who help us operate the Service, such as hosting, storage, email delivery, and payment processing providers, under confidentiality obligations;
• Other staff within your clinic, based on the roles and permissions configured by your clinic administrator;
• Authorities, where required to comply with applicable law, regulation, or legal process.

4. Data Retention

We retain account and customer data for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymize your data within a reasonable period, unless retention is required for legal, tax, or regulatory reasons.

5. Data Security

We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit and access controls based on user roles. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Your Rights and Choices

Depending on your location, you may have the right to access, correct, export, or delete your personal information. Clinic staff can update most account information directly within the Service. For requests relating to Customer Data, please contact your clinic administrator, as they control that data; VetMitra acts as a data processor on their behalf.

7. Cookies

We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service is used. You can control cookies through your browser settings, though disabling them may affect the functionality of the Service.

8. Children's Privacy

The Service is intended for use by veterinary clinic staff and is not directed to children. We do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated policy on this page and updating the “Last updated” date.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us at support@vetmitra.com.