Privacy Policy

1. Who we are

VetFlow is a B2B software platform designed for veterinary clinics to manage hospitalized horses. We provide tools for clinical teams to record and monitor patient data during hospitalization. Our services are offered exclusively to professional veterinary clinics, not to individual consumers.

For questions about this policy, contact us at malolegoff@gmail.com.

2. Data we collect

We collect only the data necessary to provide the service:

• Account data: name and email address of clinic staff members who create an account on VetFlow.
• Clinic data: name and configuration of the veterinary clinic.
• Patient data: clinical information entered by clinic staff, including horse name, weight, treatment records, and clinical notes. This data belongs to the clinic.
• Usage data: basic technical logs used to maintain and improve the service (e.g. error logs, authentication events). We do not use this data for advertising.

We do not collect data from end consumers or members of the public.

3. Why we collect it and legal basis

• To provide the service — processing account and patient data is necessary to perform our contract with the clinic (Art. 6(1)(b) GDPR).
• To maintain and improve the platform — technical logs are processed on the basis of our legitimate interest in ensuring service reliability and security (Art. 6(1)(f) GDPR).

4. Data storage and security

All data is stored in the European Union. We use Supabase (PostgreSQL) as our database infrastructure, hosted in an EU region. Data is encrypted in transit using HTTPS. Access to data is restricted to authenticated clinic users only.

5. Data retention

We retain account and clinical data for as long as the clinic's account is active. When a clinic terminates its subscription, we will delete or anonymise its data within 90 days, unless a longer retention period is required by law.

6. Data sharing

We do not sell data. We do not share data with third parties for advertising or marketing purposes. Data may be shared with the following infrastructure providers solely to operate the service:

• Supabase — database hosting (EU region). Supabase acts as a data processor under a Data Processing Agreement.

We may disclose data if required to do so by law or by a competent authority.

7. Clinic responsibility

Veterinary clinics using VetFlow remain the data controllers of the clinical patient data they enter into the platform. VetFlow acts as a data processor for that data on behalf of the clinic. Clinics are responsible for ensuring their use of VetFlow complies with applicable data protection laws.

8. Your rights under GDPR

If you are a user whose personal data we process (e.g. a clinic staff member with an account), you have the following rights:

• Access: request a copy of the personal data we hold about you.
• Rectification: request correction of inaccurate data.
• Erasure: request deletion of your personal data.
• Restriction: request that we limit how we use your data.
• Portability: request your data in a structured, machine-readable format.
• Objection: object to processing based on legitimate interest.

To exercise any of these rights, email us at malolegoff@gmail.com. We will respond within 30 days.

You also have the right to lodge a complaint with your national data protection authority.

9. Requesting account or data deletion

To request deletion of your account and associated personal data, send an email to malolegoff@gmail.com with the subject line "Data deletion request" and include the email address associated with your account. We will process your request within 30 days.

10. Changes to this policy

We may update this policy from time to time. If we make significant changes, we will notify clinic administrators by email. The date at the top of this page reflects the most recent revision.