VETHELM

Legal

Privacy Policy

Last updated: August 4, 2026

This Privacy Policy explains how VetHelm LLC(“VetHelm,” “we,” “us,” or “our”), a Florida limited liability company with its principal place of business at 430 SW California Ave, Stuart, Florida 34994, collects, uses, shares, and protects information in connection with vethelm.com, app.vethelm.com, and related services (the “Service”).

1. Scope

This Policy covers information we process when you visit our marketing site, use the VetHelm application, join via invite, book or cancel appointments, upload files, pay invoices, or contact us. Organizations that use VetHelm (hospitals, imaging providers, specialists) may also act as controllers of their own client and patient data; their policies and agreements with pet owners may apply in addition to this Policy.

2. Information we collect

2.1 Information you or your organization provide

  • Account and contact data — name, email, phone number, role, organization affiliation, and login-related metadata.
  • Practice and operational data — hospital/org profiles, schedules, coverage areas, services, pricing configurations, invoices, and related business records.
  • Pet / patient and clinical workflow data — pet demographics and history as entered by clinics or owners, appointment details, imaging studies (including DICOM), reports, measurements, uploaded documents, and specialist review materials.
  • Communications — messages you send to support, contact forms, SMS one-time codes, and email correspondence.

2.2 Payment information

Payments are processed by Stripe. We receive payment status, amounts, invoices, and identifiers needed to reconcile transactions. Full card numbers and CVCs are not stored on VetHelm servers; they are handled by Stripe under Stripe's terms and privacy policy.

2.3 Automatically collected information

  • Device and browser type, approximate location derived from IP, pages viewed, referring URLs, and timestamps.
  • Authentication and security logs (for example, sign-in events and terms-acceptance records).
  • Usage analytics needed to operate and improve the Service (for example, feature usage sessions).

3. How we use information

We use information to:

  • Provide, secure, maintain, and improve the Service.
  • Authenticate users, enforce roles, and record Terms acceptance.
  • Schedule appointments, route cases, store imaging/reports, and facilitate specialist review and notifications.
  • Process payments, invoicing, payouts (including Stripe Connect where used), and related customer support.
  • Send transactional messages (magic links, appointment notices, invoices). Marketing messages, if any, will be optional where required by law.
  • Detect and prevent fraud, abuse, and security incidents.
  • Comply with law and enforce our Terms of Service.
  • Develop AI-assisted features. Unless we clearly state otherwise for a specific feature, we do not use identifiable Customer Data to train publicly shared foundation models for unrelated third parties. We may use de-identified or aggregated data for analytics and product improvement.

4. How we share information

We do not sell personal information. We share information only as needed for the Service, including:

  • Within the platform network — with the organizations and users you work with on a case (for example, a hospital, imaging team, and assigned specialist) as enabled by the product's permissions.
  • Service providers that process information on our behalf solely to operate the Service — for example cloud hosting, database and authentication, file storage, payment processing, transactional email and SMS, and AI model processing where those features are enabled.
  • Legal and safety — when required by law, legal process, or to protect rights, safety, and security.
  • Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality.

5. Cookies and similar technologies

We use cookies and similar technologies that are essential for authentication, security, and core functionality. Our marketing site may use privacy-preserving analytics (for example, Vercel Analytics). We do not use advertising cookies to sell your data. You can control cookies through your browser settings; disabling essential cookies may break sign-in.

6. Retention

We retain information for as long as needed to provide the Service, comply with legal and accounting obligations, resolve disputes, and enforce agreements. Organizations may request export or deletion of their Customer Data subject to legal holds, backup cycles, and records we must keep. Imaging and clinical records may be retained longer where required by professional or legal standards or by the customer organization's instructions.

7. Security

We implement administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, and restricted service-role access to storage where applicable. No method of transmission or storage is 100% secure. You are responsible for safeguarding account credentials and for configuring organizational access appropriately.

8. Your rights and choices

Depending on where you live and your relationship to the data, you may have rights to access, correct, delete, or export certain personal information, or to object to certain processing. To submit a request, email support@vethelm.com. We may need to verify your identity and, where an organization controls the relevant records, may refer you to that organization.

If you are a pet owner interacting through a clinic's booking or payment page, some requests may need to go through that clinic, because they may be the primary contact for your pet's records.

9. Children

The Service is directed to veterinary businesses and adult pet owners. It is not intended for children under 13, and we do not knowingly collect personal information from children under 13. If you believe we have collected such information, contact us and we will take appropriate steps to delete it.

10. International users

We are based in the United States. If you access the Service from outside the U.S., you understand that information may be processed in the United States and other countries where our providers operate, which may have different data-protection laws than your country.

11. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the “Last updated” date. Material changes may also be communicated by email or in-product notice. Continued use of the Service after the effective date constitutes acceptance of the updated Policy.

12. Contact

VetHelm LLC
430 SW California Ave
Stuart, FL 34994
Privacy and support: support@vethelm.com

Related: Terms of Service · Contact