01Who is responsible for what
For your clinic's account (the staff accounts, the billing details, the support emails), VetApprove is the data controller. We decide what is collected and why.
For everything you put into an estimate (the pet owner's name, phone number, email, the animal, the plan, the signature), your clinic is the data controller and VetApprove is a processor acting on your instructions. We do not decide what goes in, and we do not use it for our own purposes.
VetApprove is operated by Martin Noale, entrepreneur individuel (EI) registered in France, SIREN 895 250 033, Marly-le-Roi, 78160, France, hello@vetapprove.com. A data processing agreement covering the processor role is attached to the subscription contract; this page describes what it contains.
02What we collect from clinics
- Account: name, work email, role, clinic name, address, country, practice software used, number of veterinarians.
- Authentication: a magic-link token sent to your work email, session information, and the dates and IP addresses of sign-ins. There is no password to store during early access.
- Billing: the subscription plan, invoices and payment status. Your card details for the subscription are held by our payment provider, not by us.
- Usage: which pages of the application were used and when, error logs, and counts such as estimates sent or signed. We use this to fix things and to see what is used, not to profile anyone.
- Support: what you write to us and what we answer.
03What we process about pet owners
Only what the clinic enters or what the act of signing produces:
- Identity and contact: first name, last name, email address and, if the clinic types one, a mobile number. The link and every reminder go out by email; we do not send text messages today.
- The animal: name, species, breed, age, as far as the clinic chooses to fill them in.
- The estimate: line items, prices, options, totals, deposit, expiry date, and any note the clinic writes.
- The interaction: when the link was opened, from which IP address, with which browser and operating system.
- The signature: the drawn signature image, the typed name, the timestamp, the IP address and the hash of the accepted content.
- The payment: the deposit amount, its status and a payment identifier. Card numbers are entered directly into our payment provider's hosted form and never reach us.
We do not ask for and do not want: identity documents, medical history beyond what the clinic writes into a line, or any information about the owner's health or finances.
04Why we process it
- To deliver the service the clinic asked for: build, send, display and sign an estimate; take a deposit; send reminders and receipts; produce the sealed PDF.
- To prove what was agreed: the audit trail exists so that a clinic and a pet owner can both show what was accepted and when.
- To bill the subscription and meet accounting obligations.
- To keep the service secure: detecting abuse, fraud and unauthorised access.
- To answer support requests.
In the European Union, the legal bases are the performance of the contract with the clinic, our legitimate interest in a secure and functioning service, and our legal obligations for accounting. Pet owners' data is processed under the clinic's own basis, which is normally the contract between the clinic and its client.
We do not sell data, we do not share it with advertisers, we do not send marketing to pet owners, and we do not train machine-learning models on estimates, prices or client details.
05Who processes data for us
We use a small number of suppliers, each for one job. They are bound by contract to process data only on our instructions.
- Cloudflare (United States). Runs and serves the application, and carries the encrypted connection to the database. It sees the request traffic.
- Supabase (United States, region us-east-1, Virginia). The Postgres database where clinics, estimates, signatures and payment references are stored.
- Resend (United States). Sends the estimate link, the reminders, the receipts and the notices to the clinic. It receives the recipient's email address, the subject and the message content.
- Stripe. Payments. It receives the deposit amount, the pet owner's card details entered in its own form, and the email used for the receipt. Your clinic is the merchant on its own Stripe account and Stripe's own privacy terms apply.
That is the whole list. If we add a supplier that touches clinic or pet-owner data, this page is updated and clinics are emailed before the change takes effect.
06Where the data is hosted
There is one region during early access: the United States, region us-east-1 (Virginia). You do not choose it. Your estimates, clients and signed records live in that single database. The operator is established in France, so clinic account data is also accessible from France; transfers rely on the standard contractual clauses or an equivalent mechanism. If we ever add or move a region, clinics are told before it happens.
07How long we keep it
- Signed estimates and their sealed records: kept for as long as the clinic's account is active, because they are the proof of what was agreed. The clinic sets the final duration and can ask for deletion at any time.
- Unsigned or expired estimates: deleted 24 months after expiry, unless the clinic deletes them sooner.
- Clinic account and billing data: kept while the account is open, then for the period required by accounting law.
- Technical logs: 12 months.
- Support conversations: 3 years after the last message.
- Exports after account closure: available for 30 days, then deleted.
A clinic can ask us to delete its data at any time. We do it, and we tell you exactly what was deleted and what (if anything) you asked us to keep as proof.
08Your rights
Under the GDPR and comparable laws you can ask for access to your data, correction, deletion, restriction, portability, and you can object to a processing based on legitimate interest. You can also complain to a supervisory authority. In France, the CNIL.
If you are a pet owner who received an estimate link, the clinic that sent it is your point of contact: it decided what to put in and it holds the relationship. Write to us anyway if the clinic does not answer, and we will help route the request.
Requests go to hello@vetapprove.com. We answer within one month, usually in a couple of days.
10Security
Everything travels over TLS, the database is encrypted at rest by our provider, and every record is scoped to a single clinic. The signed PDF is rendered from the sealed record for a signed-in user rather than left as a file on a public URL. The security page describes this in more detail, including what we do not claim: no SOC 2 report, no ISO certificate, and no HIPAA claim, since pet records are not protected health information.
11Children
VetApprove is a tool for businesses and their adult clients. It is not aimed at children and we do not knowingly collect data about them. If a clinic enters a minor's contact details, that is the clinic's decision and its responsibility under its own obligations.
12Changes and contact
If this policy changes in a way that affects you, we email clinics before the change takes effect and keep the previous version available. Questions, requests and complaints: hello@vetapprove.com.