Privacy Policy
Last Updated: January 2025
1. Introduction
Tails.vet ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our veterinary practice management application.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, password, and role information
- Practice Information: Veterinary clinic details, locations, and staff information
- Client Information: Pet owner contact details and pet records
- Financial Information: Billing records, invoices, and vendor information
- Operational Data: Cremation records, bills of materials, appointment data
2.2 Automatically Collected Information
- Usage Data: Access logs, session information, and audit trails
- Technical Data: IP address, browser type, device information
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our veterinary practice management services
- Process and manage cremation requests and operational workflows
- Integrate with third-party accounting systems (e.g., QuickBooks) for financial management
- Authenticate users and maintain account security
- Generate reports and analytics for practice management
- Communicate with you about your account and services
- Comply with legal obligations and industry regulations
4. How We Share Your Information
4.1 We DO NOT Sell Your Data
We do not sell, rent, or trade your personal information or business data to third parties for marketing purposes.
4.2 Service Providers
We may share your information with trusted service providers who assist us in operating our application:
- MongoDB Atlas: Cloud database hosting and data storage
- QuickBooks (Intuit): Accounting integration for financial data synchronization (only when you authorize the connection)
- Infrastructure Providers: Cloud hosting and server management services
These service providers are contractually obligated to protect your information and use it only for the purposes we specify.
4.3 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities.
5. Third-Party Integrations
5.1 QuickBooks Integration
When you connect your QuickBooks account, we access and sync financial data such as vendor invoices, bills, and general ledger accounts. This integration is governed by both our Privacy Policy and Intuit's Privacy Statement.
You may disconnect the QuickBooks integration at any time from your account settings.
6. Data Security
We implement industry-standard security measures to protect your information:
- X.509 certificate-based authentication for database connections
- Argon2 password hashing with appropriate computational cost
- JWT-based session management with HTTP-only cookies
- Encrypted data transmission using TLS/SSL
- Role-based access control and audit logging
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
7. Data Retention
We retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.
8. Your Rights and Choices
You have the right to:
- Access and review your personal information
- Request correction of inaccurate or incomplete data
- Request deletion of your account and associated data
- Opt out of non-essential communications
- Disconnect third-party integrations (e.g., QuickBooks)
To exercise these rights, please contact us using the information provided below.
9. Children's Privacy
Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
11. Contact Us
If you have questions or concerns about this Privacy Policy, please contact us at:
- Email: privacy@tails.vet
- Website: www.tails.vet