Privacy Policy

1. Overview

VetDatalynx respects your privacy and handles personal information in accordance with Republic Act No. 10173, the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable issuances of the National Privacy Commission (NPC).

This Privacy Policy explains how VetDatalynx collects, uses, stores, shares, and protects personal information when you visit our website, request a demo, contact us, create an account, use the VetDatalynx platform, or use clinic client portal features.

2. Roles Under the Data Privacy Act

VetDatalynx is generally the personal information controller for information collected through our public website, demo requests, sales inquiries, account administration, support, and subscription operations.

For clinic records entered by subscriber clinics, such as client details, pet owner contact information, appointment history, pet medical records, uploaded files, billing statements, and client portal content, the clinic is generally the personal information controller. VetDatalynx acts as a personal information processor by hosting, storing, and processing that data on behalf of the clinic.

3. Personal Information We Collect

We may collect account and contact information, such as names, email addresses, mobile numbers, business names, clinic addresses, user roles, login details, and support messages. We may also collect subscription and operational information, including plan details, billing-related records, settings, feature usage, and communications.

Clinics may store client and patient-owner information in VetDatalynx, including client names, contact details, addresses, appointment records, pet information, pet health and medical history, prescriptions, files, photos, consent forms, and billing or statement data. Pet information may become personal information when it is linked to an identifiable pet owner or client.

We may automatically collect technical information, such as device and browser details, IP address, session data, log records, security events, pages visited, and similar diagnostic information.

4. Why We Use Personal Information

We process personal information for legitimate and specific purposes, including to provide and administer the service, create and manage accounts, support clinic workflows, process inquiries and demo requests, manage subscriptions, deliver client portal features, improve platform reliability, prevent misuse, secure accounts, respond to support requests, comply with legal obligations, and protect the rights and safety of users, clinics, clients, and VetDatalynx.

Depending on the context, processing may be based on consent, performance of a contract, compliance with law, legitimate interests, protection of lawful rights, or another basis allowed under the Data Privacy Act.

5. Sharing and Disclosure

We may share personal information with authorized clinic users, clinic clients through portal features enabled by the clinic, service providers that help us host, store, secure, communicate, support, and operate VetDatalynx, professional advisers, and government authorities when disclosure is required or allowed by law.

Service providers are expected to handle personal information only for authorized purposes and with reasonable safeguards. We do not sell personal information.

6. Storage, Retention, and Cross-Border Processing

Personal information may be stored in cloud services, databases, backups, logs, and support systems used to operate VetDatalynx. Some service providers may process or store information outside the Philippines. Where this occurs, VetDatalynx applies reasonable safeguards appropriate to the nature of the information and the processing activity.

We retain personal information only for as long as needed for the purposes described in this Policy, to provide the service, to comply with legal and accounting requirements, to resolve disputes, to enforce agreements, and to maintain security and audit records. Subscriber clinics control retention of their clinic records subject to their own legal and operational obligations.

7. Security Measures

VetDatalynx uses reasonable organizational, physical, and technical measures designed to protect personal information against unauthorized access, loss, misuse, alteration, disclosure, and destruction. These measures may include access controls, authentication, role-based permissions, logging, secure storage practices, and operational security reviews.

No system can guarantee absolute security. Users and clinics must also protect their accounts, use strong passwords, limit access to authorized staff, and report suspected unauthorized activity promptly.

8. Your Data Privacy Rights

Under the Data Privacy Act and NPC rules, data subjects may have the right to be informed, access their personal information, object to processing, request correction, request erasure or blocking, request data portability, file a complaint with the NPC, and claim damages where allowed by law.

If your information is controlled by a subscriber clinic, such as clinic client records or pet-owner records, please contact that clinic first. VetDatalynx may need to refer or coordinate your request with the clinic because the clinic decides how its records are used. For information controlled by VetDatalynx, contact us using the details below.

9. Cookies and Similar Technologies

VetDatalynx may use cookies, sessions, and similar technologies to keep users signed in, remember settings, protect against misuse, analyze service performance, and improve user experience. You may configure your browser to limit cookies, but some service features may not work correctly without them.

10. Children and Minors

VetDatalynx is designed for clinics, clinic personnel, and authorized clinic clients. If information about a minor is entered into the platform, the responsible clinic must ensure that it has the authority, consent, or other lawful basis required to process that information.

11. Updates to this Policy

We may update this Privacy Policy when our services, processing activities, legal requirements, or business operations change. Material changes will be posted on this page or communicated through appropriate channels.

12. Contact and Privacy Requests

For privacy questions, requests, or concerns, contact VetDatalynx at hello@vetdatalynx.com or through the contact details published on the VetDatalynx website.

If your concern is not resolved, you may contact or file a complaint with the National Privacy Commission through its official channels.