Privacy policy
Vetology and Vetology Innovations Privacy Policy
Effective Date: June 16, 2026
Contents
Plain-English Summary
Effective date: June 16, 2026. This policy supersedes the prior Privacy Policy (last revised August 23, 2021). It is a unified policy covering all Vetology services.
Vetology Innovations LLC ("Vetology," "we," "us," "our") is a U.S.-based, privately-held veterinary AI imaging company headquartered in San Diego, California. We provide three connected services to veterinary practices:
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AI Virtual Radiologist Report Service – a subscription that runs the Vetology classifier engine on submitted studies and returns AI findings through the Vetology platform (v2.vetology.net).
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Teleradiology Service – a pay-per-read teleradiology service in which board-certified or board-eligible veterinary radiologists review studies submitted from a clinic's modality (including via auto-send) and return a written report through the Vetology cloud platform.
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Prelim Tool – a radiologist-facing SaaS platform for radiologist report writing and case management.
This policy describes what data we collect across all three services, where it lives, who can access it, how we secure it, how long we keep it, and the choices you have. In short: customer imaging data is primarily stored in U.S. facilities; it is encrypted in transit and (for cloud-hosted data) at rest; it is accessed by a small set of authenticated personnel and, for teleradiology customers, by board-certified or board-eligible radiologists assigned to the case; Customer retains ownership of clinical content and grants Vetology a license to use it to operate and improve the Service; and it is retained for veterinary medical-record archiving, with return or destruction available at the Customer's request.
We do not sell or rent personal information.
Scope, Services & Definitions
This policy applies to information collected and processed in connection with all Vetology services and properties, including:
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The Vetology AI Service subscription.
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The Vetology Teleradiology Service, including modality auto-send pathways and the Vetology cloud platform used to deliver radiologist reports.
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The Prelim Tool SaaS platform.
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The Vetology marketing website (including vetology.net and v2.vetology.net) and related demonstration, support, and billing services.
This policy does not apply to third-party websites linked from our properties, nor to data handled by veterinary practices in their own systems outside of our service.
Defined terms
|
Term |
Meaning |
|---|---|
|
Customer |
The legal entity (typically a veterinary practice, hospital group, or radiology provider) that has signed a service agreement with Vetology and is the data controller for clinical content uploaded to the platform. |
|
User |
An individual authorized by the Customer to access the platform – for example, a veterinarian, technician, practice manager, or office administrator. |
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Veterinary practice |
The professional clinical entity (clinic, hospital, mobile practice, or radiology group) responsible for the patient's care and for the underlying medical record. |
|
Reading radiologist |
A board-certified or board-eligible veterinary radiologist credentialed by the American College of Veterinary Radiology (ACVR), the European College of Veterinary Diagnostic Imaging (ECVDI), or another recognized governing body, and engaged by Vetology to review and report on teleradiology studies. At times, Vetology may also engage other licensed veterinarians with substantial training and experience in diagnostic imaging to support specific reads. |
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Pet owner |
The human client of a veterinary practice. Pet owners are typically not direct Vetology customers; their identifying information, when present, is held under the originating practice's legal authority and is processed by Vetology only on the practice's behalf. |
|
Customer data |
Veterinary diagnostic imaging studies (DICOM), associated clinical context, generated AI findings, radiologist reports, account/usage telemetry, and any other content uploaded by a Customer or User to the platform or auto-sent from a Customer modality. |
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Personal information |
Information that identifies, relates to, or could reasonably be linked to a particular person – for example, a User's name and work email, or a pet owner's name and contact details when present in a study record. |
Data We Collect
We collect the following categories of data, grouped by source. The same categories apply across the AI Service, the Teleradiology Service, and the Prelim Tool unless noted otherwise.
1. Clinical content uploaded or auto-sent by Customers
- DICOM imaging studies (radiograph, CT, MRI, ultrasound) and associated metadata, whether uploaded manually or transmitted automatically from a Customer modality via auto-send.
- Clinical context provided alongside studies (species, breed, signalment, presenting complaint, prior history relevant to the read).
- AI findings produced by the Vetology classifier engine.
- Reports, annotations, addenda, and findings generated by reading radiologists or by reviewing veterinarians.
- Patient identifiers as embedded by the originating practice (typically pet name and related patient information (including, breed, sex, weight, age, etc), practice-assigned patient ID, pet owner name and contact information).
2. Account and contact information
- Practice/business name, billing address, and primary contact details.
- User name, work email, role, and authentication credentials (passwords are stored only as salted, irreversible hashes).
- For reading radiologists: contact details, and (as needed for engagement and case routing) credential, license, or tax information.
3. Usage and operational telemetry
- Sign-in events, IP address, browser/user-agent, device characteristics, operating system, language preferences, and session timestamps.
- Feature usage events and timing data used to operate, support, and improve the service.
- Audit logs (who did what, when) retained for security and compliance purposes.
- Modality and integration telemetry (study transmission status, queue position, delivery confirmations) for auto-send and teleradiology routing.
4. Billing data
- Subscription plan (including the AI Service subscription), invoice history, per-read teleradiology charges, and payment status.
- Payment instrument details are handled by our payment processor (see “Sharing & Subprocessors”); Vetology does not store full card numbers on its own systems.
5. Marketing-website data
- Information you submit through contact forms, demo requests, or newsletter subscriptions.
- Cookies and basic web analytics data (see “Cookies & Analytics”).
- Limited information from third parties such as joint marketing partners or public business directories used to support sales outreach to veterinary practices.
We try to make it clear when information you provide is required to use a particular feature. Information you provide must be accurate, and Customers and Users are responsible for keeping account information current.
How We Use Data
We use customer and personal data only for the purposes described below. We do not sell personal information, and we do not use clinical content for advertising.
- Provide the service. Run the Vetology classifier engine, route teleradiology cases to qualified reading radiologists, return findings and reports to the Customer, and store outputs for the Customer's later retrieval.
- Operate and secure the platform. Authentication, access control, monitoring, abuse prevention, debugging, capacity planning, backups, and disaster recovery.
- Provide support. Respond to support tickets and reproduce issues raised by the Customer, its Users, or reading radiologists.
- Bill and account. Subscription management, per-read teleradiology billing, invoicing, dunning, and tax reporting.
- Improve the service. Aggregated, de-identified usage analytics inform feature prioritization and reliability work. Identifiable clinical content is not used for product analytics without contractual basis.
- Comply with law and protect rights. Respond to lawful legal process, enforce our agreements, and protect the rights and safety of users and the public.
- Communicate. Send service announcements, security notices, and (where you have opted in) product or marketing updates from which you can unsubscribe at any time. We may use web beacons or similar technologies to confirm delivery and engagement of service emails.
The legal bases on which we rely include performance of a contract with the Customer, our legitimate business interests in operating and securing the service, your consent (where applicable), and compliance with our legal obligations.
AI/ML & Training
The Vetology AI Service and the AI components of the Prelim Tool are powered by Vetology's in-house veterinary imaging classifier engine, which currently covers more than 90 validated veterinary imaging conditions across canine and feline radiographs.
Data ownership and license
Customer retains ownership of clinical content uploaded to the Vetology platform. By using the Service, Customer grants Vetology a non-exclusive, worldwide, royalty-free, perpetual license to use, store, process, transmit, analyze, and create derivative works from Customer data as necessary to:
- operate, support, secure, and improve the Service;
- develop Vetology products and services, including artificial intelligence programming;
- generate aggregated, de-identified statistics; and
- meet legal and contractual obligations.
This license survives termination of the service relationship to the extent reasonably necessary for legal, archival, and aggregated analytics purposes.
Inference and operational use
When a Customer submits a study to the platform – including by auto-send or as part of a teleradiology submission – that study is processed by the classifier to produce findings and (for AI Service or hybrid workflows) a preliminary report. Inference processing is operational use of the service and is governed by this policy and the applicable service agreement.
Aggregated and de-identified statistics
Vetology may compute and publish aggregated, de-identified statistics about platform usage, model performance, and condition prevalence. These statistics do not identify any individual Customer, User, practice, patient, reading radiologist, or pet owner.
Teleradiology & Radiologist Network
The Vetology Teleradiology Service is a pay-per-read service in which Customer studies are primarily reviewed by board-certified or board-eligible veterinary radiologists credentialed by the ACVR, the ECVDI, or another recognized governing body, and engaged by Vetology to read on the platform. At times, Vetology may also engage other licensed veterinarians with substantial training and experience in diagnostic imaging.
Submission pathways
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Manual upload through the Prelim Tool or web platform.
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Auto-send from a Customer modality, where studies are routed automatically from the practice's imaging device into the Vetology cloud platform for radiologist review. Auto-send is configured by Vetology in coordination with the practice and can be disabled by the practice, or on request, at any time.
Radiologist access to clinical content
Reading radiologists receive only the data necessary to review and report on a case. They are bound by professional confidentiality obligations and by written agreements with Vetology that include:
- Confidentiality and data-protection requirements consistent with this policy.
- A prohibition on storing local copies of customer data outside of the Vetology platform.
- Audit logging of all access to studies and reports.
- A prohibition on using customer data for any purpose other than reading and reporting the assigned case (or quality assurance and peer review carried out within the platform).
Quality assurance and over-reads
Vetology may route a case for over-read, peer review, or quality-assurance review by a second qualified radiologist. Such reviews occur within the Vetology platform under the same controls described above.
Radiologist personal information
Where Vetology collects credential, license, or contact information from reading radiologists, that information is used to engage them as contractors, route cases, and process remittance. Radiologists may exercise the same data-subject rights described under “Data Subject Rights.”
Sharing & Subprocessors
Vetology shares customer data only in the limited circumstances below. We do not sell customer data, we do not rent customer data, and we do not share clinical content with advertisers or data brokers.
Service-provider sharing (subprocessors)
Vetology engages third-party service providers to support the operation of the AI Service, the Teleradiology Service, and the Prelim Tool. These include providers of cloud hosting, colocation, edge protection and web application firewall, operational alerting and on-call paging, centralized logging and audit-log retention, payment processing, and (for the Teleradiology Service) reading radiologists engaged as independent contractors and partner groups. Each is bound by contract to confidentiality and data-protection terms consistent with this policy.
An up-to-date subprocessor list is maintained by Vetology and is available to Customers on request.
Other circumstances in which we may share
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With the Customer. The Customer (and its authorized Users) controls who within the practice receives access to its own data on the platform.
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With assigned reading radiologists. For teleradiology cases, with the case-assigned reading radiologist (and any second-reader for over-read or QA), under the controls described in “Teleradiology & Radiologist Network.”
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With professional advisors. Auditors, accountants, and outside counsel under confidentiality obligations.
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With affiliates. With our parent, subsidiary, or commonly controlled entities, who are required to honor this policy.
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With business partners. We may share contact and account information with business partners (such as PIMS vendors, distributors, and joint-marketing partners) to offer you certain products, services, or promotions, consistent with your marketing preferences. You may opt out of marketing communications at any time.
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For corporate transactions. In connection with a merger, acquisition, financing, or sale of assets, subject to the acquirer accepting comparable privacy obligations.
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To comply with law. When required by valid legal process or to respond to a verifiable government request, with notice to the affected Customer except where prohibited by law.
- With your consent. For any other purpose to which you have consented.
We do not sell or rent personal information to other parties.
Data Residency & International Personnel Access
Storage residency
Customer data – clinical studies, AI findings, radiologist reports, account records, and audit logs – is stored in the U.S. environments described below:
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Microsoft Azure, East US region. Cloud-hosted production data, including object storage for imaging artifacts and managed databases for application records.
- A U.S. colocation facility. Hosts Vetology-managed compute and ancillary storage.
Authorized Vetology personnel located outside the United States may access this data remotely to support operations, as described under “Personnel access from outside the United States” below. This remote access does not constitute storage of customer data outside the United States.
Personnel access from outside the United States
Authorized Vetology personnel located in the United States and other countries where Vetology or its agents have facilities may access customer data to operate, support, and improve the service. Reading radiologists may access cases from any jurisdiction in which they are lawfully able to work. International personnel access is in-scope and disclosed.
All personnel access is governed by the controls below. These controls were formalized and made effective on March 1, 2026.
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Authentication via Vetology corporate identity with multi-factor authentication.
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Connectivity through an authenticated VPN that terminates inside the U.S. service environment.
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Screen-only / view-only access patterns for clinical workstations – local copies of customer data are prohibited.
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Full session and command audit logging via the Vetology ELK stack, with logs retained per the “Retention & Deletion” section.
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Background checks, written confidentiality undertakings, and role-based access reviews on a quarterly cadence.
Customers requiring U.S.-personnel-only access for sensitive engagements should contact Vetology to discuss contractual restrictions; this can be supported on a case-by-case basis.
If you access our services from outside the United States
If you access our services from a country outside the United States, you understand and agree that your information may be transferred to, stored, and processed by us in the United States, and that U.S. data-protection laws may differ from those in your country. We will continue to handle your information in accordance with this policy and applicable law.
Security Controls
Vetology operates a defense-in-depth security program aligned with the NIST Cybersecurity Framework. The controls below summarize the program; specific configurations are described in our security documentation, which is available to Customers under non-disclosure on request.
Encryption
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In transit: TLS 1.3 preferred; TLS 1.2 minimum. Legacy protocols disabled. Auto-send transmissions from Customer modalities are received over encrypted channels.
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At rest: Data at rest is protected by encryption and facility-level physical security controls.
Identity, access, and authentication
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Role-based access control with least-privilege defaults.
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Multi-factor authentication required for production console access, cloud platform consoles, and administrative tooling.
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Quarterly access reviews; same-day access termination on personnel offboarding, with a 24-hour audit confirmation.
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Customer-side User authentication is administered through the Customer's own administrator console.
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Reading radiologists authenticate through the Vetology platform with MFA and are subject to the same audit logging.
Monitoring, logging, and detection
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Centralized log aggregation in the ELK stack.
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Operational alerting via PagerDuty with documented on-call rotations.
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Edge protection via Cloudflare DDoS mitigation and web application firewall.
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Vulnerability scanning, dependency monitoring, and periodic third-party penetration testing.
Software development and change management
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Code review required for all production changes.
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Secrets scanning on commits; production credentials are not stored in source code.
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Separate non-production environments; customer data is not used in non-production environments without anonymization.
Incident and breach notification
Vetology will notify affected Customers without undue delay, and in any event within the timeframe required by applicable law, upon determining that a security incident affecting their customer data has occurred or is reasonably believed to have occurred. For events affecting 500 or more customers, Vetology will notify the FTC within 30 days of discovery as required by the FTC Safeguards Rule. Where applicable law requires notification to individual data subjects, Vetology will coordinate with the affected Customer to fulfill that obligation. Notice to Customers will describe what was affected, what is known about cause and scope, what we have done, and what (if anything) we recommend the Customer do.
No system is perfectly secure. While Vetology applies commercially reasonable safeguards, transmission of information over the internet is at your own risk; you should access Vetology services only from secure environments.
Retention & Deletion
We retain customer data only as long as needed to deliver the service, meet contractual obligations, and comply with applicable law. We do not retain personal information for longer than necessary for the purposes set out in this policy.
| Data type | Retention |
|---|---|
| Clinical studies, AI findings, and generated reports | Retained for the duration of the service relationship and maintained thereafter for veterinary medical-record archiving. By default, Vetology retains clinical records for a minimum of 7 years from the date of study submission, regardless of jurisdiction, and longer where the applicable retention norm in the Customer's jurisdiction requires. Return or destruction is available at the Customer's request, as governed by the service agreement. |
| Account and User records | Retained while the account is active; archived for a reasonable period after termination for billing reconciliation and legal hold requirements. |
| Reading-radiologist contractor records | Retained for the duration of the contractor relationship and as required by professional and tax record-keeping rules. |
| Security and access audit logs | Retained for a minimum of 12 months. Longer retention windows are available under contract. |
| Backups | Retained per backup schedule; deleted on a rolling basis within standard retention windows. |
| Marketing-website data | Retained while it remains useful for the original purpose, and deleted or anonymized when no longer needed. |
Disengagement, data return, and destruction
After the service relationship ends, Vetology maintains Customer clinical data for veterinary medical-record archiving by default. Vetology does not automatically delete or destroy clinical content at termination.
On the Customer's written request, Vetology will return data in an agreed format – typically DICOM archives for imaging, structured exports (CSV/JSON) for report data, and exportable audit logs – within the timeframe specified in the service agreement. On a separate written request, Vetology will destroy remaining copies using:
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Microsoft Azure cloud-native deletion primitives for cloud-resident data.
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Colocation-tier secure media destruction (consistent with NIST SP 800-88 sanitization guidance) for any retired physical media at our colocation facility.
Deletion of backups occurs as those backups age out of their retention windows. Where deletion is not immediately possible (for example, because data resides in backup archives), Vetology will isolate the data from further processing until deletion is possible.
Data Subject Rights
Subject to applicable law and the constraints described below, individuals whose personal information is processed by Vetology may exercise the following rights:
- Access – request confirmation of whether we process information about you and obtain a copy.
- Correction – request correction of information that is inaccurate or incomplete.
- Deletion – request deletion of your information, subject to legal, contractual, and clinical-record retention obligations.
- Portability – request a copy of your information in a structured, commonly used, machine-readable format.
- Opt out – opt out of marketing communications at any time by clicking unsubscribe in any marketing email or by contacting us.
- Withdraw consent – where we rely on your consent to process information, you may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.
How to exercise these rights
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Users (employees of a Customer practice): exercise access, correction, and most deletion rights through your Customer-administrator console. Your practice's administrator manages your account.
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Pet owners: Vetology generally processes pet-owner identifying information only on behalf of, and under the legal authority of, the originating veterinary practice. Pet-owner requests should be directed to the veterinary practice that holds the medical record. Vetology will support the practice in fulfilling valid requests.
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Reading radiologists: contact your Vetology contracting point of contact, or write to vetology.net/contact-us.
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Other individuals (including marketing-website visitors): contact us in writing at vetology.net/contact-us.
We will verify your identity before fulfilling a request, and we will respond within the timelines required by applicable law (generally 45 days under U.S. state privacy laws, with one possible 45-day extension where permitted).
You may also designate an authorized agent to submit a request on your behalf, subject to verification. You will not be discriminated against for exercising your rights.
Cookies & Analytics
The Vetology marketing website uses a small number of cookies and similar technologies to operate the site and to understand how visitors use it. The AI Service, Teleradiology, and Prelim Tool applications themselves use cookies and tokens only as needed to maintain authenticated sessions and to remember user preferences.
| Category | Purpose | Examples |
|---|---|---|
| Strictly necessary | Sign-in, session management, load balancing, security | Authentication tokens, CSRF tokens, session cookies |
| Functional | Remember user preferences and choices | UI preference cookies (e.g., last viewed dashboard) |
| Analytics | Aggregate usage statistics for the marketing website | Google Analytics or equivalent (anonymized IP where supported) |
We may allow selected third parties to use tracking technology on the Vetology marketing website to analyze and track data, determine the popularity of content, and better understand online activity. We do not use third-party advertising cookies on the Prelim Tool, Teleradiology platform, or AI Service applications themselves. Most browsers let you control cookies through settings; disabling strictly necessary cookies will likely break the platform's sign-in flow. To learn more about interest-based advertising choices generally, you may visit http://optout.aboutads.info/.
Where required by law, the marketing website surfaces a cookie banner enabling visitors to accept or reject non-essential categories.
Third-Party Services & Integrations
Our properties may include limited integrations with third-party services. We are not responsible for the privacy practices of third parties, and you should review their policies separately.
Google Maps
Where the Vetology marketing website and customer-facing applications display maps (for example, to show practice locations or office addresses), we use the Google Maps APIs. Use of these APIs is subject to the Google Maps APIs Terms of Service and the Google Privacy Policy. Where you interact with map functionality, Google may receive limited information such as IP address and approximate location.
Embedded media and links
Our marketing website may embed video, social-media posts, or other media hosted by third parties. Loading such media may cause the third party to set its own cookies. Outbound links to third-party sites are provided for convenience; once you leave a Vetology property, you are subject to the destination's policies.
PIMS, AI Scribes, modality, and viewer integrations
The AI Service, Teleradiology Service, and Prelim Tool may integrate with practice management systems (PIMS), AI Scribes, DICOM viewers, and imaging modalities operated by Customers or by third-party vendors selected by Customers. Information exchanged through these integrations is governed by this policy on the Vetology side and by the third party's terms on its side. Customers are responsible for configuring their integrations and for the choices they make about which data to send.
Third-party advertising
We do not run third-party advertising on the AI Service, the Teleradiology platform, or the Prelim Tool. Marketing-website analytics are aggregate and not used to build advertising profiles.
Children's Privacy
Vetology services are intended for veterinary professionals and the businesses that employ them. Our services are not directed to children, and we do not knowingly collect personal information from children under 13 years of age.
If we learn that we have collected personal information from a child under 13 without verifiable parental consent, we will delete that information promptly. If you believe a child under 13 has provided us with personal information, please contact us at vetology.net/contact-us.
Compliance Posture
Vetology aligns its privacy and security program with the following frameworks and laws.
U.S. state privacy laws
Where applicable to our business and to our handling of Users' or pet owners' personal information, Vetology aligns with:
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California Consumer Privacy Act / California Privacy Rights Act (CCPA / CPRA)
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California Civil Code Section 1798.83 (“Shine the Light”) – California residents may request, once per year and free of charge, information about categories of personal information we have disclosed to third parties for their direct-marketing purposes, by submitting a request through our contact form
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Virginia Consumer Data Protection Act (VCDPA)
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Colorado Privacy Act (CPA)
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Connecticut Data Privacy Act (CTDPA)
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Utah Consumer Privacy Act (UCPA)
We do not sell or share personal information as those terms are defined under the California Consumer Privacy Act. We honor Global Privacy Control and other recognized universal opt-out signals.
U.S. federal posture
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FTC Safeguards Rule: Vetology maintains an information security program with administrative, technical, and physical safeguards consistent with the Safeguards Rule's principles.
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HIPAA: veterinary medical records are not subject to HIPAA. Vetology applies HIPAA-grade controls voluntarily.
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State veterinary record-retention laws: retention of clinical records is configured to support the practice's compliance with the veterinary record-retention period in its jurisdiction.
International posture
Vetology serves veterinary practices in any jurisdiction where doing so is lawful. If you access our services from outside the United States, including from the European Economic Area, the United Kingdom, or other jurisdictions, your information may be transferred to and processed in the United States, where data-protection laws may differ from those in your country.
If you are resident in the European Economic Area or the United Kingdom, you have certain rights under applicable data protection laws, which may include the right to request access to or a copy of your personal information, to request rectification or erasure, to restrict processing, to data portability, and to object to processing. Where Vetology relies on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal. You also have the right to lodge a complaint with your local data protection supervisory authority. To exercise these rights, contact vetology.net/contact-us.
Where a Customer's activity involves European data, Vetology will accommodate GDPR-aligned requests on a case-by-case basis under appropriate contractual terms (typically Standard Contractual Clauses). Vetology does not claim certification under the EU-U.S. Privacy Shield framework, which was invalidated in 2020. Vetology also does not currently participate in the EU-U.S. Data Privacy Framework (DPF) established in July 2023; for transfers of European personal data, Vetology relies on Standard Contractual Clauses (SCCs) adopted by the European Commission.
Security frameworks
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NIST Cybersecurity Framework – primary alignment.
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SOC 2 Type II – readiness program in flight.
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CIS Controls – technical control reference.
Changes to This Policy
We may update this policy from time to time to reflect changes in our service, our subprocessor list, or applicable law. When we do, we will:
- Update the “Effective date” at the top of this page.
- Post the revised policy at https://v2.vetology.net/doc/privacy-policy.
- Provide additional notice (for example, an in-product banner or email to Customer administrators) for material changes.
Continued use of the AI Service, the Teleradiology Service, or the Prelim Tool after the effective date of a revised policy constitutes acceptance of the revised terms.
Contact Us
For questions about this policy, to exercise a privacy right, or to report a security concern, please contact us:
Privacy inquiries: vetology.net/contact-us
Security inquiries / vulnerability reports: vetology.net/contact-us
General support: through your Customer-administrator console or your assigned account contact.
Mail:
Vetology Innovations LLC
Attn: Privacy
7522 Clairemont Mesa Blvd.
San Diego, CA 92111
United States
If a published contact address differs from the address listed above at the time you read this, please use the address shown at https://v2.vetology.net/doc/privacy-policy.
Document control. This Privacy Policy was finalized and issued by the Office of the CTO, Vetology AI on 2026-06-16. It supersedes the prior Privacy Policy last revised on 2021-08-23. It is the unified privacy policy for the Vetology AI Service, the Vetology Teleradiology Service, and the Prelim Tool radiologist-facing SaaS platform.