VETERINARIUM CORPORATION

PRIVACY POLICY

THIS VERSION IN EFFECT SINCE: May 2018

Here at Veterinarium Corporation (“Veterinarium”) we are committed to protecting and respecting your privacy. We take your privacy seriously and will use your personal information (or data) to administer your account and to provide the services only after obtaining your consent for the collection and processing of your personal data on the terms specified below. We tried to write this Privacy Policy as clear and in as plain language as only our lawyers could manage to do. By doing so we hope you will get all information to be assured your personal information is safe with us

This Privacy Policy explains when, where, and why we collect personal information about people who use Smart Flow, how do we use it, the conditions under which we may disclose it to others, your rights in respect of your personal information, as well as how we keep it secure.

We may change this Privacy Policy from time to time so please check this page to ensure that you’re happy with any changes. The additional notifications on any amendments will be sent to your Veterinarium account and/or your email.

Any questions regarding this Policy and our services should be sent to
Info@SmartFlowSheet.com.

1. What is Smart Flow?

We believe that since you chose Smart Flow for use you are familiar with the main focus of our services and business, and you have also of course got yourself acquainted with our Terms and Conditions. We will point at it once more for better understanding of the purposes your personal information is being collected and processed according to this Privacy Policy. So Smart Flow is a SaaS platform which helps veterinary hospitals to digitalize, visualize, and optimize their work flow. Smart Flow is managed by Veterinarium Corp., a company registered at 2240 Lakeshore Etobicoke ON M8V 0B1.

2. What is personal information and what is processing or personal information?

Personal information (or data) is any information relating to you and that alone or in cumulation with other pieces of information gives the opportunity to the person that collects and processes such information to identify you as a person. It can be your name, your identification number, your location data, or information related to your physical, physiological, genetic, mental, economic, cultural or social life. Processing of the information means any action with your personal data, for example, collection, recording, organization, structuring, storage, use, disclosure by any means and so on.

3. What type of information is collected from you?

Veterinarium may collect personal information such as name and email address, your professional designation as well as the country and city in which you reside or practice.

Veterinarium may also collect online identifiers and cookie identifiers that give the opportunity for the Veterinarium obtain and analyze the technical information such as frequency of visits to website, IP address, site pages most frequently accessed, browser type etc. Online and cookies identifiers alone are non-personally identifiable information about users, however it can be combined with the personal information received from you in order to create profiles of your actions on website or your preferences and that is why you need to be aware of the fact that such information is collected and processed. Please see our Cookies Policy for more details on such processing here.

4. Why does Veterinarium collect information from you?

As you can see there is not much personal information Veterinarium collects from you. Nevertheless, all the information Veterinarium collects from you is crucial for the operation of the Smart Flow. Veterinarium collects and uses the information to:

If Veterinarium decides to change the purposes of processing specified above, we will inform you on such changes prior to use your personal information within the newly set purposes. The notification on such changes will be sent to your account dashboard and/or your email and you will have to provide your consent for the amended purposes unless additional purpose of processing is compatible with those listed above.

Marketing purposes of processing

We would like to additionally point at the processing of your personal data for marketing purposes that include:

Please not that when the information is collected for these purposes you will be additionally asked for consent such information is processed for the marketing purposes. Furthermore, you will at any time have the possibility to withdraw your consent free of charge by the clicking on a separate “Unsubscribe button” in the email sent or by telling the contact person that called you via the telephone that you withdraw your consent for further marketing communication.

5. Who will get access to your personal information?

In order to provide high-quality services within the Smart Flow platform Veterinarium hires people, enter into the agreements with independent contractors as well as cooperates with other services providers, companies and organizations. For that reasons some of your personal information can be passed to the persons mentioned. For example, Veterinarium uses HubSpot CRM software as well as Microsoft Azure, a cloud computing service to store and process information needed to provide services. These well-known software providers will ensure your data is secured within Smart Flow.

Although Veterinarium Corp. is registered in Canada it has contractors and subsidiaries in other countries. Your data may thus be accessed by the IT services contractors of Veterinarium in Ukraine or by the employees of the subsidiary company in Australia. The transfer of your data to the recipients in these countries are secured by the Standard data protection clauses adopted by the European Commission and compliant with the EU data protection laws.

By registering within the the Veterinarium and by using it you agree to such transfer and processing within the purposes set in Section 4 of this Privacy Policy.

In all cases we pass the information to other persons we ensure that your information is being protected and used only within the purposes specified in Section 4 of this Privacy Policy. This is achieved by using only certified services and products, signing agreements on protection of personal data with contractors as well as taking technical measures to ensure the information is protected when stored, used and while being transferred.

You also have to be aware of the fact that Veterinarium may disclose your personal information to enforce and comply with the law. In other words, Veterinarium may disclose information necessary for the investigation or legal process on official request or the official bodies acting within their powers.

6. How long will the personal information be processed and stored by Veterinarium?

Your personal information will be stored by Veterinarium within the term of your use of the Smart Flow and up to your termination of such use which means the deletion of your account from the Veterinarium. Veterinarium shall terminate the processing of your personal information unless the special retention period for the storage of such data is set by the relevant legislation.

7. Your rights regarding your personal information Veterinarium collects and processes

7.1. You have a right to request Veterinarium to access to your personal information
That means that you can ask Veterinarium what personal information of yours is being processed as well as for the clarifications on the information described above, i.e. purpose of collecting and processing, period of processing, third parties that have access to information.

7.2. You have a right to request Veterinarium to rectify your personal information
This means you can ask all the inaccurate personal information concerning you being corrected. You can also complete the personal information if you feel there is a need to do so.

7.3. You have a right to request Veterinarium to erase personal information
You can request Veterinarium to erase such data if its processing is no longer necessary in relation to the purposes for which it was collected as well as if there are no legal grounds for the processing. In most cases Veterinarium will erase it unless otherwise will be required by legislation.

7.4. You have a right to request Veterinarium to restrict the processing of your personal information
In some cases, prescribed by law you will be able to restrict the processing of your personal data, for example if you contest the accuracy of your personal information being processed or in case Veterinarium will not be interested to process your personal information any longer, but you will want Veterinarium to do this on different reasons, for example, to bring some claim for somebody and instead of the erasure of information its processing will be just restricted.

7.5. You have a right to withdraw consent
You can withdraw your consent for the collection and processing of your personal information by Veterinarium at any time, without affecting the lawfulness of processing based on consent before its withdrawal. After we at Veterinarium receive such withdrawal from you we will process it in a timely manner and no longer process such information unless the obligation to proceed is set by law. The phrase “in timely manner” is deciphered below.

8. Time for reply and reaction

Veterinarium will provide information on action taken on your request related to your rights specified above within one month of receipt of the request for the longest. That period may be extended by two further months if Veterinarium is overwhelmed by the number of requests. Veterinarium will inform you of any such extension within one month of receipt of the request, together with the reasons for the delay.

9. You also have the right to lodge a complaint with a supervisory authority that is empowered to process such complaints in your country.

10. How Veterinarium protects personal information?

Veterinarium takes technical and organizational measures to ensure the information is processed in a manner that ensures appropriate security of information, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage. For example, Veterinarium uses verified contractors that might have access to the data as specified in Section 5 of the Privacy Policy with which the relevant data processing agreements are signed.

11. Cookies

What are cookies? These are tiny pieces of code that remains in your computer after you have visited some website. These pieces then enable the server to provide you with the information that is customized with your needs when you use some platform or website for the next time. By accepting this Privacy Policy, you also give your consent to Veterinarium to use cookies to make the Platform more efficient, fast, and safe, to improve its functioning. You may block, delete, or disable saving cookies on your device if your web-browser allows to do this. You can read more on our cookies policy here

12. Are you already 16 years old?

The privacy of children is one of our concerns as well. Here at Veterinarium we can provide services only in case you as the user are aged 16 or older. If you are under 16 you will need to get your parent’s/guardian’s permission before submission any private information to Veterinarium.

We hope this Privacy Policy helped you to understand how your personal information will be dealt with here at Veterinarium. Do not be afraid – we will take care of it in order the Platform will only help you to do your staff and not to be concerned over your privacy at Veterinarium. So, enjoy the Smart Flow platform!

Should you have anything to tell us, do not hesitate to e-mail us at Info@SmartFlowSheet.com. We will be happy to receive any information or comment from you to make our platform a better place for work.

Your Veterinarium team.

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