Privacy Policy

1. Introduction

This Privacy Policy explains how PawDesk (“PawDesk”, “we”, “us”, or “our”) collects, uses, processes, and safeguards information when you access or use our veterinary clinic management platform (the “Service”). PawDesk is designed for use by veterinary clinics and their authorized staff to manage patient records, appointments, prescriptions, laboratory results, billing, and other clinical and administrative activities.

By using the Service, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of information in accordance with the practices described herein.

2. Roles and responsibilities

PawDesk provides software infrastructure that allows veterinary clinics to manage their records and operations. In most cases, veterinary clinics using the Service act as the data controllers of the personal data they input into the system, while PawDesk acts as a data processorthat processes such information on behalf of the clinic in order to provide the Service.

Veterinary clinics are responsible for ensuring that they have the appropriate legal basis to collect and process information relating to pet owners and patients. PawDesk processes such information only as instructed by the clinic through use of the Service.

3. Information we collect

We collect information in the following categories:

• Account and organization information, including clinic name, staff member names, email addresses, login credentials, and administrative settings.
• Patient and client information entered by veterinary clinics, which may include pet names, species, medical history, treatment records, prescriptions, laboratory results, appointment details, and the names and contact details of pet owners.
• Technical and usage information, including IP addresses, browser type, device identifiers, log data, and usage patterns collected to maintain the security, reliability, and performance of the Service.
• Communications that you send to us, including support requests, feedback, or other correspondence.

4. How we use information

PawDesk processes information for the following purposes:

• To provide, operate, and maintain the Service;
• To authenticate users and manage accounts;
• To enable veterinary clinics to manage patient and client records;
• To provide customer support and respond to inquiries;
• To monitor system performance, security, and reliability;
• To improve and develop features and functionality of the Service;
• To comply with applicable legal obligations.

Certain features of the Service may use artificial intelligence tools, including the PawDesk assistant (“Ranulfo”). When these features are used, relevant data necessary to generate responses may be transmitted to third-party AI service providers. These providers process data solely for the purpose of generating the requested output and in accordance with contractual restrictions designed to protect user data.

5. Sharing and disclosure of information

We do not sell personal data. Information may be shared only in the following circumstances:

• With authorized users within the same veterinary clinic organization.
• With trusted service providers that support the operation of the Service, including cloud infrastructure providers, analytics services, communication providers, and AI processing services.
• Where disclosure is required by applicable law, regulation, legal process, or governmental request.
• In connection with a merger, acquisition, restructuring, or sale of assets, provided appropriate confidentiality protections are in place.

6. Data security

We implement appropriate technical and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include encryption of data in transit, secure authentication mechanisms, role-based access controls, and continuous monitoring of system security.

However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

7. Data retention

We retain information for as long as necessary to provide the Service, fulfill contractual obligations, comply with legal requirements, resolve disputes, and enforce our agreements. Veterinary clinics may request deletion or export of their data in accordance with the terms of the Service.

8. International data transfers

PawDesk may process and store information on servers located in various jurisdictions. Where personal data is transferred across borders, we take appropriate measures designed to ensure that such transfers comply with applicable data protection laws and that appropriate safeguards are in place.

9. Individual rights

Depending on applicable law, individuals may have rights relating to their personal information, including the right to access, correct, update, delete, or restrict the processing of certain data.

Requests relating to data stored within a veterinary clinic's account should generally be directed to the clinic responsible for the record. PawDesk will assist clinics in fulfilling such requests where required by law.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or our business practices. When we make material changes, we will update the “Last updated” date and, where appropriate, provide notice through the Service.

11. Contact information

If you have any questions about this Privacy Policy or our data practices, please contact us at:

hello@pawdesk.app