Veterinary Integration Solutions Inc. (“We”, “Us”, “Our” and so on) is committed to protecting your privacy online.
When you as the Visitor submit your personal information to the fields and forms through our Site, you may need to expressly consent to our collection, use and disclosure (if necessary) of your personal information as explained in this Policy to enable us to provide you with the information requested.
You may contact us if you have any questions or concerns not addressed to in this Policy. We are available by email or by phone.
Veterinary Integration Solution Inc.
Phone: +1 519 400 4258
Address: 2 King Street, Saint John, N.B. E2L 1G2, Canada
We may process data from EU residents and California residents. We use the definition “data subject” interchangeably meaning the natural personal protected under the GDPR and CCPA respectively. Where only California residents are covered, we refer to them specifically as the “consumers”.
What Data We Collect
We may have your data collected through your interaction with our website and contacting us through the communication channels we’ve placed in the policy. Additionally, we process some personal data as a data processor, at the request and pursuant to the instructions given by the respective data controller. In the case of the latter, you may need to address your data controller to obtain more information or have any actions related to your personal data taken.
As for the operation of the website, we collect and process your data as a data controller. You may approach us with the requests and questions as to the contents of this policy, and file data subject requests.
1. Information you provide us with
Information you provide us with when you contact us via the email or by phone, or when you fill in out the form “Contact Us” usually contains the following identifiers:
- Phone number.
We treat the information as true data about you. We use these data in order to identify you and confirm your persona, and facilitate the communication between you and Us in the future: we serve you with information you requested, including marketing materials, or take steps you request to enter into a contractual relationship with you.
2. Information created when you use our Site
When you use our Site, we may collect geolocation information and Internet or other electronic network activity information, namely information created by the software, protocols, networks and devices you use to access the Site (e.g., identifiers, logs, and metadata).
Such personal information may include:
- IP address,
- browser type,
- operating system,
- geographical location,
- page views,
- website navigation paths,
- frequency and/or pattern of your use of our website.
This data is collected through our analytics tracking systems, including Google Analytics.
We use this information to make the functionality of our Site available to you, enable you to use our services, to enhance our Site, and answer any question or requests you may have.
3. Information collected from third parties
We may collect personal data from third parties. This also includes identifiers, commercial information, biometric information, Internet or other electronic network activity information, geolocation data, professional or employment-related information, education information, audio, electronic, visual, thermal, olfactory, or similar information, demographic, professional and other information that is publicly available online, including information you choose to make public through social media platforms and other public online forums. We will always seek to confirm that the third party has provided lawful, transparent and fair information about its use of this data, including its disclosure to third parties like Veterinary Integration Solution Inc.
Be careful with your sensitive data!
As we mentioned, we do not generally seek to collect your sensitive data through this site or otherwise. In the limited cases where we do seek to collect such data, we will do this in accordance with data privacy law requirements and/or ask for your consent.
The term “sensitive data” refers to the various categories of personal data identified by data privacy laws as requiring special treatment. These categories include racial or ethnic origin, political opinions, religious, philosophical or other similar beliefs, membership of a trade union, physical or mental health, biometric or genetic data, sexual life or orientation, or criminal convictions and offences (including information about suspected criminal activities).
We may collect data from open sources and publicly accessible sources or data you’ve manifestly made public. Please be careful when disclosing your personal data online.
Cookies and Third-Party Technologies
Cookie is a small piece of data sent by the web-server to be stored by your device. Cookie may contain your unique identifier and typically serve to improve your experience of Internet surfing: for instance, due to cookies, you are able to browse pages you have once visited quickly, as well as monitor your way through the webpages in order to aggregate precise information about your navigation and preferences, so the site owners may analyze the information and offer you a better service and relevant ads in the future.
We implemented cookies on the Site for a few reasons, for instance:
- To recognize your device and remember the options as to the settings you have made earlier;
- To provide you with the webpage formats tailored to the device and software (web browsers) you use and so on;
- To analyze the way the Site are used and accessed (your clicks, time you spend reading a page or an ad etc) and so on; etc.
For these purposes we use Google Analytics cookie service. For more information on Google Analytics, please click here.
Opting out is a mechanism of withdrawing your consent to be tracked by cookies. You can opt out by setting the browser to either completely disallow any cookies or just notifying you of the cookies present on a site.
How We Use Personal Data
As we mentioned in What Data We Collect, we will use your personal data for the following purposes:
- Identification and verification of your persona and your verifiable device;
- Data analytics and market research purposes;
- Responding to your inquiries and providing you with the information required;
- Providing you with the required support in case of any queries and questions regarding the Site;
- Complying with applicable law;
- Obeying the requests and court or other authority decisions;
- Technical and related support.
Also we may receive aggregated anonymized and pseudonymized personal data from third parties with analytical purposes. However, we certainly do not aim to make such data identifiable.
Winding-Up, Bankruptcy or Company Purchase
Your personal data may be considered as a part of our assets and be subject to sale or other transfer of controllership.
In case our company is sold, is in the process of the merger or acquisition with another company, or is subject to winding-up regardless the cause, we ensure the respect for your privacy by applying this Policy to the personal data we have collected up to the moment of transfer of controllership over our company or its cease of activity and the following sale of assets if the latter takes place.
The California Consumer Privacy Act (CCPA) gives residents of the state of California the right to prevent companies from selling their personal data.
We are serious about your personal data. We do not sell your personal information. However, we support the CCPA by allowing California residents to opt out of any future sale of their personal data. You may send a request to opt out in the future by sending us an email at firstname.lastname@example.org or contacting us via phone +1 519 400 4258.
On the contrary, we may ask you to opt in into the selling of your personal data, and you are able to file a request to opt in by giving your affirmative authorization allowing us to sell your personal information.
Grounds for Processing
We use the personal data we’ve obtained from you or on your behalf in a way that does not outweigh your rights and freedoms.
Nevertheless, we must comply with the GDPR requirements and establish the legal grounds for processing of your personal data. The GDPR allows us to collect and process your personal data for the purposes as follows:
The processing is based on the consent
We may ask you to give consent to some kind of processing. For instance, you encountered a cookies policy banner asking you to permit us to send you additional information about other services and offerings. We rely on your consent when we use your personal data (for instance, your experience of interaction with our Site as caught and stored via the cookies) for optimizing and enhancing the operation of the Site and performing some marketing activities.
You can opt out easily by clicking the hyperlinks in emails and notices, or by sending us the request at email@example.com or via phone call at +1 519 400 4258.
Right to Withdrawal of Consent
The GDPR reserves your right to withdraw consent to processing of your personal data.
You may enjoy this right at any time you wish. Please remember, that the withdrawal of consent does not mean that the processing before the withdrawal is considered thus illegal.
You may withdraw your consent by sending us an email firstname.lastname@example.org, via phone +1 519 400 4258 or by filling in a special form of withdrawal. We will verify your withdrawal of consent within 72 hours since the receipt of your request.
The processing is carried out for the performance of contract
Some personal data we are entrusted with we process pursuant to the instructions given by the controller. We do not re-purpose processing or otherwise violate the instructions and terms of such an agreement.
The processing is necessary to fulfill our legal obligations
Applicable laws depending on the relationship between you and our company may affect:
- the scope of personal data we collect,
- ways we process your personal data in,
- our ability to keep the confidentiality of your data and avoid their disclosure,
- duration of the planned retention etc.
Where processing is necessary to protect the vital interests of individuals or public policy, we cannot refuse to provide the copies of your personal data we have collected or may have access to within the functionality of the Site to the authorities and enforcement agencies in case of receipt of their legitimate decision or demand to do so.
The processing is necessary to secure our legitimate interests
We may use the personal data we collect and process (including yours) in order to maintain and enhance our user’s safety and security (for instance, we use some cookies in order to prevent fraudulent use of credentials). It falls within the legitimate interests that may be reasonably expected as pursued by the company in its ongoing, day-to-day operation.
Also, we may report to the police or other competent enforcement agencies in case we discover fraud, threats to other users or any other violations of the applicable law or suspicious behavior or actions committed on your behalf.
The Site is not designed for children. We do not intend nor knowingly collect or store any personally identifiable information from children under 18. We rely on the personal data we receive from data subjects (including data as to a User’s age and legal capacity) or third parties, and trust them with collecting the data of data subjects and their law guardians or holders of parental responsibility where needed.
By using or accessing our Site, you acknowledge that you are at least 18 years old and have all rights to use of Site, as well as you give us the consent to collect and process your personal data for the purposes we mention in this Policy.
If you are aware of the fact that we collect, process or store personal data of minors, you may notify us of this fact by email at email@example.com, via phone +1 519 400 4258.
Retention of Personal Data
We will store the data you’ve provided us via the “Contact Us” form for 180 months.
Where we process your data pursuant to the instruction of the controller, we will store and process your personal data for as long as needed to provide you or our users with the Services and/or as specified in the instructions we’ve received from the controller. As for the cookies collecting your personal data, you may learn more information in this Cookies Policy.
The precise duration of retention depends on the nature of the personal data and the reasons we may need it retained.
You may request erasing of your personal data by sending us an email at firstname.lastname@example.org, via phone +1 519 400 4258 or by filling in a special form. California residents may file a request to delete under the CCPA requesting Us to delete their personal information. We may not delete or anonymize any data that is not mandatory to be retained (e.g. where we are compelled to retain it under the applicable law). Sometimes we may be unable to delete your personal data (for instance, in case of unsettled or unresolved dispute or claim, or in case we suspect you in being associated with a crime or other violation of applicable law, e.g. fraud, unsafe behavior, security incident). Upon the resolution or settlement of claim, conclusion of a criminal or administrative proceeding, or learning that our suspicion is unjustified, we will erase your personal data, if the law enables us to.
Data Sharing and Disclosure
We will not disclose your information to the third parties unless:
- The information disclosed is a part of an aggregated data set and such disclosure cannot considerably be a tool to determine your persona (for instance, statistical compilations and sales dashboards);
- You gave us an explicit consent to such disclosure;
- The disclosure is necessary to secure smooth provision of services to you pursuant to the contract you have with us or as necessary steps to enter into such a contract at your request;
- Such disclosure is required by law or is based on our good faith belief that it is necessary under the law;
- Such disclosure takes place during the outside audit, provided that the auditors are bound by the non-disclosure agreements;
- A merger, acquisition, bankruptcy, or other sale or disposition of all or a portion of our assets took place;
- Such disclosure is necessary to protect our rights, safety, property, our users and other persons possibly affected.
Our subcontractors, service providers and business partners
We may grant access to your personal data, in full or in part, to our subcontractors, service providers and business partners. We implemented a need-to-know approach to range the scope of access granted to each category depending on the operations they ensure and purposes they need the personal data for.
Our subcontractors, service providers and business partners may include, for example:
- payment processors,
- cloud services providers,
- marketing and advertising platform providers,
- data analytics providers,
- vendors assisting us in enhancement of our Site,
- auditors, accountants, lawyers and other professional service providers.
Here we provide you with the list of our partners and third parties we share you personal data with:
- Google Cloud Platform operated by Google LLC (storing and processing)
- Hubspot operated by HubSpot Inc. (sales and marketing)
- Quickbooks operated by Intuit Inc. (invoicing)
- BambooHR operated by BambooHR LLC (human resource management)
- Confluence operated by Atlassian Inc. (information and processes management)
State authorities, enforcement agencies, courts
We may be legally obliged to disclose your personal data to the competent state authority, enforcement agency or a court in case we receive a mandatory request for such disclosure from them.
Cross-border Transfer of Data
We are headquartered in Saint John, Canada. We process and store your personal data using the Google Cloud Platform.
You may check GCP’s data security compliance here: https://cloud.google.com/security/compliance
We implement suitable security measures to protect your privacy and increase the level of your safety and security of your personal data.
Rights under the GDPR
The GDPR reserves a scope of rights you may enjoy as to personal data protection. The list of rights protected by the GDPR is as follows:
- right of access (i.e. you may ask us to send you a copy of the data about you that we collected);
- right to rectification (i.e. you may ask us to correct the outdated or false data, or complete the data which is missing or incomplete)
- right to erasure (i.e. you may ask us to delete the personal data we retain, provided that the GDPR allows you to do so);
- right to restriction of processing (if processing may be restricted under the GDPR)
- right to object to processing (if the GDPR reserves your right to object as to certain kinds of processing or in certain circumstances)
- right to data portability (i.e. you may ask us to transfer a copy of your data to another organization or to you provided that the circumstances comply with the GDPR).
Please remember that we do not charge any fees in relation to exercising your rights protected by the GDPR. We typically do our best to answer you as soon as possible or within the reasonable period taking into account the complexity of the request, but in case we are processing a large amount of requests the answer may took us longer than you might expect.
If you have questions or wish to file a complaint, email us at email@example.com or contact us via phone +1 519 400 4258. Please, verify that your request comprises the details:
- your name,
- contact information,
- right you want to exercise, and, where applicable,
- your personal data in our processing,
- reason/justification behind such request.
Rights under the CCPA
If you are a California resident as defined by the CCPA, you have the right to submit the following requests:
- request to delete, namely request us to delete the personal information about you that we have collected within the preceding 12 months;
- request to know, namely request us to disclose to you a personal information that we have collected about you, including the specific pieces of information we have collected, the categories of the collected information about you, the categories of sources from which this information was collected and the business or commercial purpose for collecting of personal information about you;
- request to opt in, namely provide us with affirmative authorisation to sell your personal information.
To ensure that the person making any of the aforementioned requests is the consumer entitled to obtain the information, we may ask you to verify your request. We will try to avoid requesting additional information for purposes of verification. Verification is completed once we verify the identity of the person making the request to a reasonably high degree of certainty. When you use an authorised person to submit any of the aforementioned requests we may require the authorised person to confirm its powers and its own identity.
We do not sell your data, therefore opt out request option and disclosing of the categories of personal information that we sell or disclose for business purposes or categories of third parties to whom we have sold your information or disclosed it for business purpose are not applicable in the case at hand. Provided that we decide to do so, we will notify you and give you the possibility to opt out from selling your personal data.
Data Protection Authority
In case you are convinced we are somehow infringing your personal data rights granted by the GDPR, you may lodge a complaint with the supervisory authority in your country. You can find all Data Protection Authorities here: https://edpb.europa.eu/about-edpb/board/members_en.
In case you are convinced we are somehow infringing your consumer rights granted by the CCPA, you may file a complaint with the California Attorney General. You can find the contacts of the California Attorney General here: https://oag.ca.gov/.
However, we are ready to help you protect your data subject rights and encourage you to address us in case any questions or complaints have arisen. You may send us a data subject request or complaint at email address firstname.lastname@example.org or telephone +1 519 400 4258.
Updates to the Policy
We may occasionally update this Policy but not less than once in every 12 months. If we make significant changes, we will notify you of the changes on our Site or through others means, such as email. To the extent permitted under applicable law, by using our Sites after such notice, you consent to our updates to this Policy.
We encourage you to periodically review this Policy for the latest information on our privacy practices.