Privacy Policy
This Privacy Policy describes how Vet SOP collects, uses, and protects your personal information when you use our veterinary standard operating procedure management application.
Last Updated: October 1, 2025
Table of Contents
Overview
Vet SOP is committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your personal information.
Information We Collect
Account Information
- Email address (used for authentication)
- First and last name
- Role (Owner, Manager, or Staff)
- Job title
- Clinic affiliation
Clinic Information
- Clinic name
- Business hours and time zone
- Company logo and branding colors
- Billing and subscription status
Operational Data
- Procedures (SOPs) created and edited
- Tasks created, assigned, and completed
- Task completion timestamps and user signatures
- Task groups and organizational structure
- Job titles and team member assignments
- Tags for categorization
Manager's Log Data (90-Day Retention)
- Task completion records
- Staff member who completed each task
- Completion timestamp
- Device information (browser type, OS)
- IP address (for audit purposes)
- Media accessed during task completion
- Optional notes entered by staff
Media Files
- Instructional images uploaded by managers
- PDF documents for procedures
- Short instructional videos (< 25MB)
- File metadata (name, size, type)
Authentication & Session Data
- Login timestamps
- Session tokens (encrypted)
- Authentication provider data (Supabase Auth)
- Password reset requests
How We Use Your Information
Service Delivery
To provide and maintain the Vet SOP application, including task management, procedure documentation, and team coordination.
Authentication & Security
To verify user identity, maintain secure sessions, and prevent unauthorized access to clinic data.
Accountability & Compliance
To maintain audit logs for task completion, track accountability, and support compliance requirements.
Billing & Payments
To process subscription payments through Stripe, manage free trials, and enforce billing status.
Service Improvements
To analyze usage patterns (anonymized) and improve application features and performance.
Notifications
To send in-app alerts for due tasks, missed tasks, and manager reminders.
Data Storage & Security
Infrastructure
- All data stored on Supabase (PostgreSQL database)
- Files stored in Supabase Storage with per-clinic folders
- Hosted on secure, enterprise-grade cloud infrastructure
- Data encrypted in transit (TLS/SSL) and at rest
Multi-Tenancy & Isolation
- Strict Row Level Security (RLS) policies enforce data isolation
- Every record includes clinic_id for tenant separation
- Users can only access data from their assigned clinic
- Managers cannot access data from other clinics
Access Controls
- Role-based permissions (Owner, Manager, Staff)
- Staff have read-only access to procedures and media
- Only Owners/Managers can modify settings and data
- Authentication required for all application access
Data Retention
- Manager's Log: 90-day automatic retention
- Completed task instances logged before reset
- Account data retained while subscription is active
- Data deletion available upon account termination
Third-Party Services
Supabase
Stripe
Vercel
Your Rights
Access
You can view all your personal data within the application at any time.
Export
Owners and Managers can export Manager's Log data as CSV files.
Correction
You can update your profile information, clinic settings, and procedures at any time.
Deletion
Contact us to request account deletion. Data will be permanently removed within 30 days.
Portability
Request a copy of your clinic's data in a machine-readable format.
Restriction
Expired billing results in read-only access; no data is modified or deleted.
Data Breach Notification
In the unlikely event of a data breach affecting your personal information, we will notify affected users within 72 hours via email and in-app notification. We maintain incident response procedures and work with Supabase's security team to address any vulnerabilities.
Children's Privacy
Vet SOP is designed for use by veterinary professionals and clinic staff. We do not knowingly collect information from individuals under 18 years of age. If you believe we have inadvertently collected such information, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make significant changes, we will notify users via email and display a notice in the application. The "Last Updated" date at the top of this policy reflects the most recent revision.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
Email: admin@vet-ly.com
Support: support@vet-ly.com
We will respond to all privacy-related inquiries within 5 business days.
By using Vet SOP, you acknowledge that you have read and understood this Privacy Policy.