How we handle your information.

We collect as little as possible, we never sell anything, and we tell you exactly what we do with it. This is the plain-language version that has the same legal weight as a longer policy.

1. Who we are

RecaptVet is a procedure-recovery service for independent veterinary practices. We write personalized 3-message recovery sequences for clinic clients who received an estimate over $1,000 and didn't book within 7 days. The clinic sends the messages from its own existing tools.

RecaptVet is operated as a sole proprietorship in the United States. "RecaptVet" is a trade name. References to "we," "us," or "our" in this notice mean the individual operating under that trade name. You can reach us anytime at [email protected].

2. What we collect

From website visitors

• Contact details you give us when you book a call, email us, or fill out a form: name, email address, optional phone, optional clinic name and role.
• Basic technical data from your browser when you load the page: IP address (truncated for analytics), device type, browser type, referring page. This is standard server-log information used to keep the site working and to spot abuse.
• Calendar booking data when you book through our scheduling page. Bookings are handled by Cal.com, which has its own privacy policy. We receive only the booking confirmation (your name, email, the time slot, and any notes you wrote in the form).

From veterinary clinics that engage us

• Clinic-provided client data for the purpose of writing recovery sequences. We accept only the minimum required: client first name, client last initial, pet name, pet species, procedure recommended, estimate amount, date of consultation, and a 1–2 sentence note from the veterinarian about the recommendation.
• What we will not accept: full client names, street addresses, email addresses, phone numbers, dates of birth, payment card data, insurance information, complete medical records, diagnostic imaging, lab results, or any other sensitive personal information not listed above. If a clinic accidentally includes anything outside the accepted list, we delete it on receipt and ask the clinic to resend.

3. Why we collect it

We collect the absolute minimum needed to (a) respond to people who contact us, (b) deliver the services we agreed to deliver to a clinic, and (c) keep the website online and free from abuse. We do not collect data for advertising, profiling, machine-learning training, resale, or any purpose unrelated to the service.

If we ever need to use your information for anything beyond what's listed in this notice, we will ask you first.

4. Who we share it with

We do not sell personal information. Ever. We do not share it with advertisers, data brokers, social media platforms, or any party that would use it for their own purposes.

We use a small number of trusted service providers ("processors") to operate the business. Each one only sees the slice of data necessary to perform its function:

• Cal.com — scheduling. Receives booking name, email, and time slot.
• Cloudflare — website hosting, email routing, DNS. Routes [email protected] to a personal Gmail inbox and serves the static site.
• Google (Gmail) — receives email correspondence sent to [email protected].
• GitHub — private source-code repository for the website. Does not contain client data.

We may disclose information if we are required to by law (for example, in response to a valid subpoena), or if it's necessary to investigate fraud or protect the rights of another person. If we ever transfer the business to another operator, we will give notice through this page and through email to clinics under contract.

We do not transmit clinic-provided client data to public AI services, public APIs, or any third party other than what is strictly required to perform the service. AI-assisted drafting tools we use operate on anonymized or templated content, not on identifying client data.

5. How long we keep it

• Website contact form / email replies: kept in our inbox until they're no longer relevant (typically 12 months from last contact), then deleted.
• Clinic-provided client data: kept only as long as needed to deliver the active sequence. Deleted automatically within 30 calendar days of either (a) the end of a 14-day pilot if the clinic doesn't continue, (b) termination of any ongoing engagement, or (c) written request by the clinic.
• Server logs: retained for up to 30 days for security and debugging, then rotated out.

Written confirmation of deletion is available on request.

6. Cookies and tracking

This website uses no advertising trackers, no third-party analytics that profile visitors, and no Facebook pixel, Google Analytics, or similar services as of the version date above. We may add a privacy-respecting analytics tool (such as Plausible or a self-hosted equivalent) in the future, and if we do, we will update this section first.

The site sets only the technical cookies necessary to make the page work (for example, to remember if you've dismissed a banner). It does not require consent under GDPR or ePrivacy because no advertising or profiling cookies are set.

7. Your rights

Depending on where you live, you may have legal rights over the personal information we hold about you. Regardless of jurisdiction, we honor all of the following requests for everyone, free of charge:

• Right to know — ask us what personal information we hold about you.
• Right to access / portability — request a copy of it.
• Right to correct — fix anything that's wrong.
• Right to delete — ask us to remove it. We will comply within 30 days unless we have a legal obligation to keep it longer.
• Right to opt out of any future use — even uses we haven't anticipated yet.
• Right not to be discriminated against for exercising any of these rights.

To exercise any of these rights, email [email protected] with the subject line Privacy Request and we will respond within 30 days. We may ask you to verify your identity (for example, by replying from the email address we have on file) before completing certain requests.

For California residents: we treat the rights above as encompassing your rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), including the right to opt out of "sale" or "sharing" of personal information. We do not sell or share personal information for cross-context behavioral advertising and have not done so in the previous 12 months.

For Virginia, Colorado, Connecticut, Utah, and other state-privacy-law residents: the rights above also encompass your rights as a "consumer" under the VCDPA, CPA, CTDPA, UCPA, and equivalent state frameworks. We act as a "controller" or "processor" depending on the context, as further detailed in our pilot agreement with each clinic.

If you are a client of a veterinary clinic that uses RecaptVet: the clinic is the primary holder of your information and is your first point of contact for any privacy request. If you ask us directly and your information was provided to us by a clinic, we will route the request to the clinic and act under its instructions, then delete the data on our side once the request is resolved.

8. Security

We use reasonable, industry-standard security practices for a service of our size and risk profile:

• All data in transit is encrypted (HTTPS / TLS).
• Stored data lives in access-controlled folders with explicit permissioning.
• Access is limited to personnel who need it to perform the service. As a sole proprietorship, that is currently one person.
• We do not transmit clinic-provided client data to public AI services or public APIs.
• We use AI-assisted drafting tools only on anonymized or templated content, not on identifying client data.

No system is perfectly secure, and we cannot guarantee that data transmitted over the internet is 100% safe. In the event of a confirmed security incident affecting your information, we will notify you and, where applicable, the relevant clinic, within 72 hours of discovery, and will cooperate in investigating and mitigating the incident.

9. Children

RecaptVet's services are sold to veterinary practices, not to consumers, and certainly not to children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has submitted information to us, please email [email protected] and we will delete it immediately.

10. International users

RecaptVet operates in the United States and serves United States veterinary practices only. The website is hosted on infrastructure that may be served from edge locations around the world (Cloudflare's network), but all storage and processing of personal information happens in the United States. If you are visiting from outside the United States, you understand and agree that your information will be transferred to and processed in the United States, which may have different data-protection laws than your home country.

We are not currently set up to process the personal information of EU/EEA, UK, or Swiss residents under GDPR, and we do not actively market to those regions. If you are based in those regions and have concerns about information you've already shared with us, please email us and we will delete it.

11. Changes to this notice

If we change this notice, we will update the "Last updated" date at the top of the page and, for material changes, post a notice on the home page or notify clinics under contract directly by email. Continued use of the site or service after a material change means you accept the updated notice.

12. Contact

Questions, requests, or concerns about this notice or about how your information is handled should be sent to:

RecaptVet
Email: [email protected]
Subject line for privacy requests: Privacy Request

We respond to every legitimate request within 30 days. If you do not receive a response within that time, please send a follow-up.