Privacy Policy

Last updated: September 19th, 2024

Clinic HQ is committed to maintaining the confidentiality, integrity and security of any confidential information about our users personally and the clinics they represent. This Privacy & Security Policy explains how we protect confidential information provided through our website Clinic HQ (the “Site”) and how we use that information in connection with our service offered through the Site (the “Service”). “Confidential information” for purposes of this Policy means information that identifies you, such as your name, address, phone number, fax number or email address. As well as information about your clients such as their name, address, phone number, fax number or email address. These two considerations together are considered "your confidential information."

Clinic HQ stresses its privacy and security standards to guard against identity theft and provide security for your personal information. We regularly re-evaluate our privacy and security policies and adapt them as necessary to deal with new challenges.

"You/Your" may refer to clinics, clients of the clinic, and other end users.

1. Your Privacy is not for sale

Simply put, we do not and will not sell or rent your confidential information to anyone, for any reason, at any time. Clinic HQ uses and discloses any information related to your account in the following instances:

to analyze site usage, provide technical support, and improve the Service;

to study your clinic's performance;

to deliver to you any administrative notices and communications relevant to your use of the Service;

to fulfill your requests for certain products and services;

for market research, project planning, troubleshooting problems, detecting and protecting against error;

to third-party contractors that provide services to Clinic HQ and are bound by these same privacy restrictions;

to provide pertinent information to grant funders. Such information may include, but is not limited to,

Number of surgeries
Breakdown of surgeries (sex, species, weight, breed, age, etc.)
Breakdown of zip code origin
Disposition of patients (in heat, pregnant, etc.)
Average service fee (averaged or in aggregate)
Clinic revenue (averaged or in aggregate)

2. We limit the collection and use of confidential information

From time to time we may request other confidential information to provide you with other benefits of the Service. In all such instances, you will be given the opportunity to provide or to decline to provide that information, and it will be used only for the stated purpose. Clinic HQ may make anonymous or aggregate confidential information and disclose such data only in a non-personally identifiable manner to:

Funders other third parties for their analysis, such as the number of spay/neuters performed for all clinics or how many users clicked on a particular Clinic HQ Offer;
Organizations approved by Clinic HQ that conduct research into spay/neuter; and
Users of the Service for purposes of comparison of their clinic relative to the broader community.
Such information does not identify you or your clinic individually. Access to your Registration Information, Account Credentials, Account Information and any other confidential information you provide is strictly restricted and used in accordance with specific internal procedures and safeguard governing access, in order to operate, develop or improve the Service. These individuals have been selected in accordance with our security policies and practices and are bound by confidentiality obligations. They may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations. We may also use third party vendors or service providers to help us provide the Service to you, such as sending e-mail messages on our behalf or hosting and operating a particular feature or functionality of the Service. Our contracts with these third parties outline the appropriate use and handling of your information and prohibit them from using any of your confidential information for purposes unrelated to the product or service they're providing. We require such third parties to maintain the confidentiality of the information we provide to them.

3. Mobile Privacy

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Mobile Device Access: We may request access or permission to certain features from your mobile device, including your mobile device’s [e.g. SMS messages] and other features. If you wish to change our access or permissions, you may do so in your device’s settings.
Mobile Device Data: Device information such as your mobile device ID number, model, and manufacturer, version of your operating

4. Changes to your Registration Information

If your Registration Information changes during your subscription to Clinic HQ, you may update it any time via the Service.

5. Online session information and use is only used to improve your experience

When you visit Clinic HQ, we may collect technical and navigational information, such as computer browser type, Internet protocol address, pages visited, and average time spent on our Site. This information may be used, for example, to alert you to software compatibility issues, or it may be analyzed to improve our Web design and functionality.

“Cookies” are alphanumeric identifiers in the form of text files that are inserted and stored by your Web browser on your computer’s hard drive. Clinic HQ may set and access cookies on your computer to track and store preferential information about you. Clinic HQ may gather information about you through cookie technology. Please note that most Internet browsers will allow you to stop cookies from being stored on your computer and to delete cookies stored on your computer. If you choose to eliminate cookies, the full functionality of the Service may be impaired for you.

We encode our cookies so that only we can interpret the information stored in them.

Web beacons are images embedded in a Web page or email for the purpose of measuring and analyzing site usage and activity. Clinic HQ, or third party service providers acting on our behalf, may use Web beacons to help us analyze Site usage and improve the Service.

We may use third party service providers to help us analyze certain online activities. For example, these service providers may help us measure the performance of our online campaigns or analyze visitor activity on Clinic HQ. We may permit these service providers to use cookies and other technologies to perform these services for Clinic HQ. We do not share any confidential information about our customers with these third party service providers, and these service providers do not collect such information on our behalf. Our third party service providers are required to comply fully with this Privacy and Security Policy.

6. Disclosure of your information to protect our rights or if required by law

Clinic HQ reserves the right (and you authorize Clinic HQ) to share or disclose your information when Clinic HQ determines, in its sole discretion, that the disclosure of such information is necessary or appropriate:

To enforce our rights against you or in connection with a breach by you of this Privacy and Security Policy or the Clinic HQ @Html.ActionLink("Terms of Service", "Terms");
To prevent prohibited or illegal activities; or
When required by any applicable law, rule regulation, subpoena or other legal process.

7. Your data may be transferred upon change of control but only in accordance with this Policy

Confidential information may be transferred to a third party as a result of a sale, acquisition, merger, reorganization or other change of control. If we sell, merge or transfer any part of our business, part of the sale may include your confidential information. If so, you will be asked if you'd like to stop receiving information following any change of control.

8. You can transport or delete your data

Per your request, we will promptly disconnect any connection we had established to your Account Information and delete all account credentials. However, portions of your data, consisting of aggregate data derived from your Account Information, may remain on our production servers indefinitely. Your data may also remain on a backup server or media. Clinic HQ keeps these backups to ensure our continued ability to provide the Service to you in the event of malfunction or damage to our primary production servers. We also reserve the right to use any aggregated or anonymous data derived from or incorporating your confidential information.

9. Your data is secure

We use a combination of firewall barriers, encryption techniques and authentication procedures, among others, to maintain the security of your online session and to protect Clinic HQ accounts and systems from unauthorized access.

When you register for the Service, Clinic HQ requires a password from you for your privacy and security. Clinic HQ transmits information such as your Registration Information for Clinic HQ or Account Credentials securely.

Our databases are protected from general employee access both physically and logically. We encrypt your Service password so that your password cannot be recovered, even by us. All backup drives and tapes also are encrypted.

No employee may put any sensitive content on any insecure machine (i.e., nothing can be taken from the database and put on an insecure laptop).

However, it is important to understand that these precautions apply only to our Site and systems. We exercise no control over how your information is stored, maintained or displayed by third parties or on third-party sites.

10. Our service ensures secure communications with encryption

From the time you submit your Login ID and Password, these communications between your computer and Clinic HQ are encrypted. This enables client and server applications to communicate in a way that is designed to prevent eavesdropping, tampering and message forgery.

11. You are responsible for maintaining the confidentiality of your Login ID and Password

We maintain strict rules to help prevent others from guessing your password. We also recommend that you change your password periodically. Your password must be 6-16 characters in length. You are responsible for maintaining the security of your Login ID and Password. You may not provide these credentials to any third party. If you believe that they have been stolen or been made known to others, you must contact us immediately at security@clinichq.com, but in any event you should change your password immediately via the Service. We are not responsible if someone else accesses your account through Registration Information they have obtained from you or through a violation by you of this Privacy and Security Policy or the Clinic HQ Terms of Use.

If you have a security related concern, please contact us at security@clinichq.com. We will work closely with you to ensure a rapid and personal response to your concerns.

12. We post updates on our website whenever there is a change to our Privacy and Security Policy

We update this Privacy & Security Policy periodically. The date last revised appears at the top of the Policy. Changes take effect immediately upon posting.

13. Contact us if you have any questions or concerns

If you have questions, comments, concerns or feedback regarding this Privacy and Security Policy or any other privacy or security concern, send an e-mail to security@clinichq.com.

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