This Privacy Policy explains how KodaVet LLC, a Washington limited liability company (“KodaVet,” “we,” “us,” or “our”), collects, uses, shares, and protects information in connection with the KodaVet practice management platform available at kodavet.appand this website, kodavet.io (together, the “Service”). By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy. Your use of the Service is also governed by our Terms of Service, including its disclaimers and limitation of liability, which are incorporated into this policy by reference.

KodaVet provides software to independent veterinary clinics. In most cases the clinic that subscribes to KodaVet (the “Customer”) decides what client, patient, and clinical data to enter into the Service. With respect to that information, the Customer acts as the data controller and KodaVet acts as a data processorthat processes it on the Customer’s behalf and under its instructions. This policy describes our own practices. If you are a client or patient owner of a clinic that uses KodaVet, the clinic — not KodaVet — is responsible for how your information is collected and used, and you should direct your questions and requests to that clinic.

Your responsibilities

If you are a Customer or an authorized user, you are responsible, as a condition of using the Service, for:

Providing all notices to, and obtaining all consents and legal bases from, the individuals whose information you enter into the Service, as required by applicable law.
The accuracy, quality, and legality of the data you submit and the means by which you acquired it.
Maintaining the confidentiality of your account credentials and restricting access to authorized staff. You are responsible for all activity that occurs under your account.

To the fullest extent permitted by law, you will be responsible for, and will not hold KodaVet liable for, any claim arising from your failure to meet these responsibilities.

Information we collect

Account and clinic information. When you create an account we collect your name, email address, password (stored in hashed form), clinic name, role, and billing details. Payment card details are processed by our payment provider and are not stored on our servers.
Data you enter into the Service. This includes patient records, client contact details, appointments, SOAP notes, invoices, inventory, and other operational data your clinic chooses to store in KodaVet.
Google account data. If you connect Google Calendar Sync, we access limited Google account data as described in the section below.
Usage and device information. We collect log data such as IP address, browser type, pages viewed, and timestamps to operate, secure, and improve the Service.
Cookies. We use strictly necessary cookies to keep you signed in, and privacy-friendly analytics to understand aggregate usage of our marketing site.

Google Calendar Sync

KodaVet offers an optional Google Calendar Sync feature. When you choose to enable it, we ask for your permission through Google’s standard OAuth consent screen. We request only the access needed to write appointment events to your Google Calendar — that is, to create, update, and remove the calendar events that correspond to appointments booked in KodaVet.

What we do with Google data. We use the granted access solely to push KodaVet appointments onto the Google Calendar you select, and to keep those specific events in sync when the underlying appointment changes or is cancelled.
What we do not do. We do not read, collect, store, or analyze your existing personal calendar events. We do not use Google data for advertising, and we do not sell it. We do not use it to build user profiles or for any purpose unrelated to providing the calendar sync feature.
Storage. We store the OAuth tokens needed to maintain your connection, along with identifiers that let us match a KodaVet appointment to the calendar event we created for it. Tokens are encrypted at rest.
Revoking access.You can disconnect Google Calendar Sync at any time from within KodaVet, or revoke KodaVet’s access directly from your Google Account at myaccount.google.com/permissions. When you disconnect, we delete the stored OAuth tokens.

Limited Use disclosure.KodaVet’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How we use information

To provide, maintain, and secure the Service and its features.
To process subscriptions, billing, and free trials.
To sync appointments to your Google Calendar when you enable that feature.
To respond to support requests and communicate important service notices.
To detect, prevent, and investigate fraud, abuse, and security incidents.
To enforce our agreements and comply with legal obligations.

Aggregated and de-identified data

We may create aggregated, anonymized, or de-identified data from information processed through the Service, and we may use and retain that data for any lawful business purpose, including operating, securing, analyzing, and improving the Service and developing new features, provided such data does not identify you, any individual, or your clinic. This does not apply to information obtained through Google APIs, which we use only as described in the Google Calendar Sync section above and in accordance with the Limited Use requirements.

How we share information

We do not sell your personal information. We share information only in these limited circumstances:

Service providers (subprocessors). We use trusted vendors to host the Service, process payments, send email, and provide analytics. They may process data only on our instructions and under confidentiality obligations.
Your clinic. Data you enter is accessible to the authorized staff of the clinic account it belongs to.
Legal and safety. When we believe in good faith that disclosure is required by law, legal process, or governmental request, or is necessary to enforce our agreements or protect the rights, safety, property, and security of KodaVet, our users, or the public. Where permitted by law, we may make such disclosures without prior notice to you.
Business transfers. In connection with, or during negotiations for, any merger, acquisition, financing, reorganization, or sale of assets, in which case information may be transferred as a business asset, subject to the protections of this policy.

Third-party services

The Service may link to or interoperate with third-party services, including Google. Those services are operated by parties outside our control and are governed by their own privacy policies and terms. We are not responsible for the privacy practices, content, or security of any third-party service, and your use of them is at your own risk.

Data retention

We retain your data for as long as your account is active and as needed to provide the Service. After an account is closed, we delete or anonymize associated data within a reasonable period, except where we are required or permitted to retain it for legal, accounting, dispute-resolution, or security purposes. Residual copies may persist in routine backups for a limited time before they are overwritten. Your clinic can export its data at any time while its account is active.

Data security

We use commercially reasonable safeguards to protect your information, including encryption in transit and at rest, access controls, and ongoing security practices. However, no method of transmission or storage is completely secure, and no security measures are impenetrable. We cannot and do not guarantee that unauthorized third parties will never defeat our safeguards. You use the Service at your own risk and are responsible for keeping your account credentials and devices secure. To the fullest extent permitted by law, KodaVet is not liable for any unauthorized access to, use of, alteration of, or loss of information that occurs despite our reasonable safeguards or that results from factors beyond our reasonable control.

Your rights

To the extent required by applicable law, and subject to verification of your identity, you may have rights to access, correct, export, or delete your personal information, and to object to or restrict certain processing. You can exercise many of these directly in the app, or by contacting us at support@kodavet.io. We may decline requests that are unfounded, excessive, that we are unable to verify, or where an exception under applicable law applies. Where your data was submitted to the Service by a clinic that uses KodaVet, that clinic is the controller, and we will refer or defer your request to it as appropriate.

International transfers

We are based in, and may process and store information in, the United States and other countries whose data-protection laws may differ from those in your jurisdiction. By using the Service, you understand that your information may be transferred to and processed in those countries. Where we transfer personal data across borders, we take steps intended to ensure it receives an adequate level of protection.

Children

KodaVet is intended for use by veterinary professionals and is not directed to children. We do not knowingly collect personal information from children under 16. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

Limitation of liability

This Privacy Policy describes our practices but does not expand any liability beyond what is set out in our Terms of Service. To the maximum extent permitted by law, any liability arising out of or relating to the collection, use, or handling of information is subject to the disclaimers and limitation of liability in the Terms of Service.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and, where appropriate, notify you through the Service. Your continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

Contact us

If you have questions about this Privacy Policy or how we handle your information, contact us at support@kodavet.io.