Privacy Policy
Effective Date: February 2025

Welcome to the website(s) (the “Site”) and mobile applications (the “Apps”) of Veterinary Exam Assistant, Inc. (“Company”, “we”, “us” and/or “our”). This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our Site and Apps, and the services we provide (together, the "Platform").

This Privacy Policy applies to:
💠Visitors: Individuals who browse our Site and view publicly available content.
💠 Customers: Individuals or entities who register to use our Platform.
💠Authorized Users: Employees, contractors, or agents of Customers authorized to access and use the Platform.

1. Information We Collect
We collect two main types of information: Personal Data and Non-Personal Data.

Personal Data
This is information that can be used to directly or indirectly identify you.
💠Contact Information
o First and last name, billing and mailing  addresses, phone number, email address, professional title, and company name.
💠 Demographic Information
o City, state, country of residence, and postal code.
💠 Communications Data
o Information from interactions with you, such as when you contact us.
💠 Account and Online Identifiers
o Usernames, passwords, and other credentials used to access our websites and services.
💠 Payment and Transaction Data
o Payment details (e.g., credit card information, bank account numbers), billing/payment history.
💠Marketing Preferences
o Your preferences for receiving marketing communications and engagement details.
💠 Audio, Visual, and Electronic Data
o Photos, video and audio recordings of your conversations with us (where permitted by law).

Non-Personal Data
This is data that cannot be used to directly identify you on its own.
💠 Aggregated Data
o General data trends, user statistics, and analytics that cannot be linked to any specific individual.
💠 Usage Data
o Data about how you interact with our Platform (e.g., browsing history, device identifiers) that helps us improve the user experience but doesn't identify you personally.
💠Technical Information
o Device types, IP addresses, operating systems, browser types, and other system-related information that doesn't identify an individual.

2. How We Use Your Information
How We Use and Share Your Personal Information:
We use and share your personal information in various ways to improve your experience and keep things running smoothly. We may use your information for the following reasons:
💠 To Operate Our Platform: We need your information to provide and maintain the Site and Platform for you.
💠 To Stay in Touch: We may reach out to you with updates on our products, services, and news, or ask for your feedback to help us improve.
💠 To Improve Our Services: We monitor how the Platform is being used, so we can improve and fix things as needed.
💠 To Communicate: We may contact you about your use of the Site or Platform, or respond to your questions and requests.
💠 For Marketing and Advertising: We may use your information to send you marketing materials or advertisements, but we will only send these if we have your consent (where required by law).
💠 To Understand How We're Doing: We track and analyze how our services are performing, including how well our marketing efforts are working.
💠 For Research and Troubleshooting: Your information helps us troubleshoot problems, plan future projects, and keep our platform running smoothly, while also protecting against fraud or other security issues.
💠 To Keep Things Safe: We use your information to secure our Platform, protect businesses, and ensure the safety of our customers.
💠 With Service Providers: We share information with trusted partners and contractors who help us run our business—this includes things like IT support, payment processing, customer support, and advertising.
💠 To Create Anonymous Data: We may aggregate data to create statistics that help us understand user trends, which we might share with partners or third parties for business purposes.
💠 With Our Affiliates: We might share your information with our parent company, subsidiaries, or other companies that we are affiliated with.
💠 To Meet Legal Requirements: Sometimes, we have to share information to comply with legal obligations or protect our rights or the safety of others (e.g., responding to subpoenas or government requests).
💠 In Case of a Corporate Event: If we undergo a merger, acquisition, or other business changes, your data could be part of the deal.
💠 For Internal Audits and Compliance: We audit our processes to ensure we’re following the law, our policies, and our agreements.
💠 To Prevent Fraud and Cyber Attacks: Your information helps us prevent, detect, and respond to suspicious activities or potential threats like fraud or identity theft.
💠 To Improve Our AI Models: We might use your data to train and improve our AI to serve you better.
💠 With Your Consent: We will share your information with others only if you give us permission to do so.

We take measures to make sure that anyone who receives your personal information from us (like service providers) is directed to keep your information secure and only use it for the purposes outlined in this Privacy Policy. They are also directed to protect your privacy and keep your data confidential.

3. Security of Your Data
We take the security of your personal data seriously and employ a combination of technical, administrative, and physical measures to protect it from unauthorized access, loss, misuse, or alteration.
💠Data Encryption: All sensitive data is encrypted both in transit and at rest to safeguard it from unauthorized access.
💠Access Control: We limit access to personal data to authorized personnel only. Access is granted based on the user’s role and need to know.
💠Incident Response: In the unlikely event of a data breach, we have an incident response plan in place. We will notify affected users as required by applicable laws.
💠Two-Factor Authentication: We offer two-factor authentication to users for added protection when accessing sensitive data.

Though we take great measure to ensure the security of sensitive data, please note that no security system is perfect, and we cannot guarantee the complete security of your data. We encourage you to use secure methods when transmitting sensitive information, such as using encrypted communication channels.

4. Cookies and Tracking Technologies
We use cookies and similar technologies to improve your experience with our Services. Cookies are small files placed on your device to help us analyze how you use our Site and Apps.
💠 Types of Cookies Used: These include session cookies (for login authentication), preference cookies (to remember your settings), and analytics cookies (to track usage data).
💠 Control Over Cookies: You can control cookie settings through your browser. However, please note that some features of the Site and Apps may not function properly if cookies are disabled.
More information about how we use cookies and your rights regarding cookies may be found in our Cookie Policy.

5. How We Share Your Information
We do not sell your personal data. However, we may share it in the following circumstances:

💠 With Service Providers: We may share your data with trusted third-party service providers who perform services on our behalf (e.g., hosting, data analysis, customer support). These providers are contractually obligated to handle your data with the same care that we do.
💠 For Legal Compliance: We may disclose your data when required by law, to protect our legal rights, or to comply with legal processes (e.g., subpoenas, court orders).
💠 Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of the transaction. We will notify you of any such change in ownership.

6. Retention of Your Data
We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including for business, legal, and compliance purposes.
💠 Retention Period: We may retain certain data even after you stop using our Services if it is needed for legal or business reasons (e.g., for fraud prevention, audit purposes).
💠 Data Deletion: You can request that we delete your personal data by contacting us at hello@veaforvets.com. We will honor such requests unless we are legally required to retain the data for specific reasons.

7. Your Data Protection Rights

CALIFORNIA PRIVACY RIGHTS
California law entitles California residents to certain additional protections regarding Personal Data. For purposes of this section alone, “CCPA Personal Information” means any information that identifies, relates
to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular California resident or household. We collect the following categories of CCPA Personal Information: identifiers, commercial information, Internet or other electronic network activity information, and geolocation data. We collect, use, and disclose CCPA Personal Information in the ways described above in our Privacy Policy. We do not sell CCPA Personal Information to third parties. California residents have the following rights to the extent granted by applicable law:
💠Right to Know: You have the right to request information regarding the CCPA Personal Information we have collected in the past 12 months, including the categories of CCPA Personal Information we have collected, the categories of sources of such information, and the purposes for which we have collected such information.
💠Right to Disclosure: You have the right to know whether we have disclosed your CCPA Personal Information to third parties in the past 12 months. If we have disclosed it, you may request information about what categories of information we have disclosed, and what categories of third parties we have disclosed it to.
💠Right to Access: You may request a copy of your CCPA Personal Information collected by us in the past 12 months.
💠Right to Deletion: You have the right to request that we delete your CCPA Personal Information.

To make any of the above requests, To make any of the above requests, please contact us at hello@veaforvets.com or submit a webform here. We may require verification of your identity before further processing your request. In certain instances, we may be permitted by law to decline some or all of such request. Please note that if you make unfounded, repetitive, or excessive requests (as determined in our reasonable discretion) to access your Personal Data, you may be charged a fee to the extent permitted by law.

PERSONAL INFORMATION THAT WE COLLECT, USE AND DISCLOSE
The chart below summarizes the Personal Information we collect by reference to the categories of Personal Information specified in the CCPA, and describes our practices currently and during the 12 months preceding the effective date of this Privacy Policy.

EUROPEAN PRIVACY RIGHTS
If you are a resident of the United Kingdom (“UK”) or European Economic Area (“EEA”), applicable data protection laws may provide you with certain rights with regards to our processing of your Personal Data.
To the extent established under applicable law, UK or EEA residents may have the following rights:
💠 Right to Access and Update: You have the right to access, review, and update your Personal Data.
💠 Right to Restriction: You have the right to restrict our processing of your Personal Data.
💠 Right to Data Portability: You have the right to request that we provide you with a copy of, or access to, your Personal Data in a structured, commonly used, and machine-readable format.
You may also request that we transfer your Personal Data to another controller, when technically feasible.
💠Right to Withdraw Consent: You have the right to withdraw your consent when our processing of your Personal Data is based on consent (and not another legitimate basis).
💠Right to Deletion: You have the right to request that we delete your Personal Data, subject to certain limitations.
💠Right to Lodge a Complaint: You have the right to lodge a complaint with the applicable supervisory authority in the EU. Before you do this, we ask that you please contact us directly in order to give us an opportunity to work directly with you to resolve any concerns about your privacy.

To make any of the above requests, please contact us at hello@veaforvets.com or submit a webform here. We may require verification of your identity before further processing your request. In certain instances, we may be permitted by law to decline some or all of such request. Please note that if you make unfounded, repetitive, or excessive requests (as determined in our reasonable discretion) to access your Personal Data, you may be charged a fee to the extent permitted by law.
Personal Information
References to “personal information” in this Privacy Policy are equivalent to “personal data” governed by European data protection legislation.

Controller
VEA is the controller of your personal information covered by this Privacy Policy for purposes of European data protection legislation.

Legal Bases For Processing
The legal bases of our processing of your personal information as described in this Privacy Policy will depend on the type of personal information and the specific context in which we process it. However, the legal bases we typically rely on are set out in the table below. We rely on our legitimate interests as our legal basis only where those interests are not overridden by the impact on you (unless we have your consent or our processing is otherwise required or permitted by law). If you have questions about the legal basis of how we process your personal information, contact us at hello@veaforvets.com.

Data Protection Officer.
Our data protection officer can be contacted at: legal@veaforvets.com or at the following postal address: DPO, Veterinary Exam Assistant, Inc. 1530 Wilson Boulevard, Suite 650, Arlington, Virginia 22209.

VIRGINIA RESIDENTS' PRIVACY RIGHTS
If you are a resident of Virginia, the Virginia Consumer Data Protection Act (VCDPA) provides you with certain rights regarding the processing of your Personal Data. To the extent established under applicable law, Virginia residents may have the following rights:
💠Right to Access: You have the right to request access to the Personal Data we have collected about you, including the categories of Personal Data, the purposes for which the data is used, and the categories of third parties to whom the data has been disclosed.
💠Right to Correct: You have the right to request the correction of inaccurate or incomplete Personal Data we hold about you.
💠Right to Delete: You have the right to request the deletion of your Personal Data, subject to certain exceptions under the law.
💠Right to Data Portability: You have the right to request that we provide you with a copy of your Personal Data in a portable and readily usable format to transmit to another entity, where technically feasible.
💠Right to Opt-Out of Targeted Advertising: You have the right to opt out of the processing of your Personal Data for targeted advertising purposes.
💠Right to Opt-Out of Sales: You have the right to opt out of the sale of your Personal Data to third parties, if applicable.
💠Right to Appeal: If we deny your request to exercise any of the above rights, you have the right to appeal our decision.

To make any of the above requests, please contact us at hello@veaforvets.com or submit a webform here. We may require verification of your identity before processing your request. In certain cases, we may be permitted by law to decline some or all of such requests. Please note that if you make unfounded, repetitive, or excessive requests (as determined in our reasonable discretion), you may be charged a fee to the extent permitted by law. We will not discriminate against you if you choose to exercise any of these rights.

8. International Data Transfers
The Site and Platform are hosted in the United States, and personal data you provide may be transferred to and processed in the U.S. or other countries where we or our service providers operate. If you are accessing our services from outside the U.S., your data will be transferred to these jurisdictions, which may have different data protection laws than those in your country of residence.
💠By using our services, you consent to the transfer, processing, and storage of your personal data in these locations. We ensure that any international data transfer complies with applicable data protection laws, including the General Data Protection Regulation (GDPR) for individuals in the
European Economic Area (EEA) and the UK.
💠We implement appropriate safeguards to protect your data, such as the use of Standard Contractual Clauses (SCCs), which are a legal mechanism approved by the European
Commission for transferring personal data outside the EEA. Additionally, we may enter into a Data Processing Addendum (DPA) with our service providers to ensure that any processing of personal data complies with GDPR and other relevant privacy regulations.

9. Children’s Privacy
We do not knowingly collect personal data from children under the age of 18. If we become aware that we have inadvertently collected personal data from a child under the age of 18, we will take steps to delete that information as quickly as possible. If you believe that we may have collected data from a child, please contact us at hello@veaforvets.com.

10. Do Not Track
Currently, we do not respond to “Do Not Track” signals sent by your browser. You can manage tracking preferences through your browser settings or by using third-party tools. To find out more about “Do Not Track,” please visit http://www.allaboutdnt.com.

11. Links to External Sites
Our Platform may contain links to other websites or services that are not owned or controlled by VEA.
This Privacy Policy only applies to the Platform and services provided by us. We encourage you to review
the privacy policies of any third-party sites or services you visit.

12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post the updated version on our Site, and the changes will become effective once posted. Please check this page regularly for updates.

13. Contact Us
If you have any questions about this Privacy Policy or need assistance with privacy-related matters, please contact us at:
Email: hello@veaforvets.com
Address:
Veterinary Exam Assistant, Inc.
1530 Wilson Boulevard, Suite 650
Arlington, Virginia 22209