01Who we are
VetTech IT, LLC (“VetTech IT”, “we”, “us”) provides managed IT and cybersecurity services to veterinary practices. This policy explains what we do with personal information collected through this website and through the support relationship. Our registered address is [registered address] and our privacy contact is [privacy@yourdomain.com].
02Information we collect
Information you give us. When you submit the enquiry form we collect your name, practice name, email address, phone number (optional), approximate number of workstations, the practice software you run, and whatever you write in the message field. If you email or text us, we hold that correspondence.
Information collected automatically. Our hosting provider records standard server logs: IP address, browser type and version, pages requested, referring page, and timestamps. These are used for security and troubleshooting.
Information from the support relationship. If you become a client, our systems hold technical data about your environment — device names, user accounts, system health, ticket history. Where that includes personal information about your staff, it is covered by this policy and by our services agreement.
We do not knowingly collect payment card numbers through this website.
03How we use it
- To respond to your enquiry and arrange a practice assessment.
- To provide, monitor, and support the services you have engaged us for.
- To send service and security notices about work we are doing for you.
- To keep records required for tax, insurance, and regulatory purposes.
- To protect our systems and yours against fraud and unauthorised access.
We do not sell personal information, and we do not share it with third parties for their own marketing.
04Legal basis
Where a legal-basis framework applies to you, we rely on: your request to take steps before entering a contract (responding to an enquiry); performance of a contract (delivering support); our legitimate interests in securing and improving our services; and compliance with legal obligations.
07How long we keep it
- Enquiries that do not become clients: [24 months], then deleted.
- Client records and correspondence: for the life of the engagement plus [7 years], to meet contractual, tax, and insurance requirements.
- Server logs: [90 days].
- Backups: purged on the rolling schedule set out in your services agreement.
08How we protect it
We apply the controls we sell: multi-factor authentication on every account, encryption in transit and at rest, least-privilege access, endpoint detection and response, logged and reviewed administrative access, and documented incident response. No system is perfectly secure, but we will notify you without undue delay if a breach affects your information, and within any period your state law requires.
09Your rights
Depending on where you live, you may have the right to request a copy of the personal information we hold about you, correct it, delete it, restrict or object to certain processing, receive it in a portable format, and appeal a refusal. We will not discriminate against you for exercising any of these rights.
Residents of California, Colorado, Connecticut, Virginia, and other states with comprehensive privacy laws have specific rights under those statutes, including the right to opt out of sale or targeted advertising — neither of which we do.
To make a request, email [privacy@yourdomain.com]. We will verify your identity before acting and respond within the period your law allows, generally 45 days.
10Your practice data
Where we handle information on your behalf as your IT provider, you remain responsible for it and we act on your instructions. That includes client records in your practice management system, imaging archives, and controlled-substance logs. We do not access that data except as needed to deliver support, and we do not use it for any purpose of our own.
11Children
This site is intended for veterinary businesses. We do not knowingly collect information from anyone under 16. If you believe a child has given us information, contact us and we will delete it.
12Other sites
Where we link to a software vendor or partner, their privacy practices are their own. We are not responsible for what happens on sites we do not control.
13Changes
If we change this policy we will update the effective date at the top of this page, and for material changes we will notify current clients directly.
14Contact us
Privacy questions, requests, or complaints: [privacy@yourdomain.com]. If you are not satisfied with our response, you may be able to complain to your state Attorney General or supervisory authority.
It was drafted to match how this site and business actually work, but it has not been reviewed by a lawyer and it is not tailored to your state. Have counsel review it, fill in every highlighted field, and set the effective date before you rely on it.