Privacy statement

We, Veterinärmedizinisches Dienstleistungszentrum (VetZ) LLC, offer a wide range of products in all sectors of animal health. Among these products, there are our practice and image management software, digital X-ray systems, internet platforms, web applications and petsXL.com, our network for animal health and communication.

As an animal owner, you trust us and our products with personal data on a daily basis. We think it is our corporate responsibility to manage this data in an economical and transparent manner, and to optimally protect it.

With the present privacy statement, we describe when we collect personal data through our interactions with you and through petsXL.com, and how we manage that data. It is valid for all interactions taking place on petsXL.com, between you and us.

When do we collect personal data

We follow the principle of data minimisation. This means that during the collection of your personal data we are careful to only collect the data that is required for the use of petsXL.com or the data that you cede to us with your consent.

Our network for animal health and communication connects you with vets, veterinary practices, veterinary clinics, other animal owners, organisations and companies. petsXL.com offers you a digital treatment file for your animals, supports you with different animal health-related measures, and is your platform for communication, and your social network. petsXL.com is a website and app, it is supported on all platforms and devices. petsXL.com collects the personal data of animal owners and other natural persons. 

If you subscribed to petsXL.com as an animal owner or another natural person, we will collect your family name and first name, your date of birth, your e-mail address and your phone number. We also collect your IP address, information about your smartphones, tablets and other mobile devices, as well as the date and time of your subscription.

If your terminal device has a positioning function, we will also collect your position data, if you gave us your approval to do so. We collect your data, exclusively, to determine your location. The collected position data is not saved. 

If you want to customise your petsXL.com profile by adding a picture from your image gallery to your account, we will access your image gallery. We manage and save the image you have selected, exclusively for the individualisation of your profile. It will not be used for any other purpose and will not be passed on to third parties. You can change or delete the selected picture at any time via the corresponding function in your profile.

On petsXL.com, you can share information about yourself (including personal data) with other registered petsX.com users and send them messages. The functions on petsXL.com enable you to choose which information you want to pass on. To make these functions available to you, we process your e-mail address.

petsXL.com can connect with our software or other software and web applications (hereinafter called “Software”). Thereby, the data exchange between you and the software is significantly simplified. The personal data that is collected during the use of the software are shared according to the field of application if you have given us your approval to do so. You will find more information about the data protection of our software here.

Legal grounds

Article 6(1)(a) of the European General Data Protection Regulation (GDPR) serves as legal ground, as long as we ask for your consent regarding the processing of personal data.

GDPR Article 6(1)(b) serves as legal ground for the processing of personal data that is required for the compliance of a contract, of which you are a contracting party as the data subject. This also applies to the processing that is required for the implementation of pre-contractual measures.

GDPR Article 6(1)(c) serves as legal ground insofar as a processing of personal data is required for the fulfilment of a legal obligation that our company has to comply with.

GDPR Article 6(1)(d) serves as legal ground in case the processing of personal data is required to serve your vital interests as the data subject or as a natural person.

GDPR Article 6(1)(f) serves as legal ground for the processing if it is required for the protection of a legitimate interest of our company or of a third party, and if the interests, fundamental rights and fundamental freedoms of the data subject do not outweigh the former interest. The legitimate interest of our company lies in the conduct of our business activity.

How do we use personal data?

We use your personal data exclusively to ensure a smooth process and an easy and functional use of petsXL.com. We handle your data responsibly.

We process your personal data to provide your petsXL.com account and your unique identification. Your unique identification is a prerequisite for the exchange of veterinary information and documents of your animals with veterinarians and other service providers and for the use of petsXL.com. 

We also process your personal data to inform you about new products and functions, updates and upgrades, system expansions, special offers and everything else related to petsXL.com.  We offer you the possibility to create a personal profile, with which you can access our offers. 

In addition, we process your personal data to contact you, to answer your inquiries, to provide information, feedback and support as well as to fulfil contractual obligations and to comply with applicable regulatory requirements.

If the personal data concerning you are processed for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing. This also applies to profiling, insofar as it is related to such direct marketing.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes. For more information on your right to object, please also see, “Your control options over personal data and your rights”.

When do we transmit personal data

We do not pass on your personal data to third parties for commercial purposes. Your personal data will not be sold or leased to third parties. 

We only pass on your personal data to business partners if they are committed to our data protection standards.

petsXL.com enables the exchange of data between you and other registered petsXL.com users. We pass on personal data in the following application areas:

Connection to veterinary practices

At petsXL.com you can connect with your veterinary practices for the exchange of information and data. Personal data will be passed on to the respective veterinary practices.

Appointment scheduling

Via petsXL.com you can make online appointments with your veterinary practice. Personal data will be forwarded to the veterinary practice.

Communication

petsXL.com offers you a variety of communication possibilities with other petsXL.com users. Personal data is exchanged between you and other petsXL.com users and stored at petsXL.com.

Shopping

At petsXL.com you have the possibility to order and purchase medicines, feed and animal supplies from veterinary practices, wholesalers, manufacturers and suppliers. Personal data will be transmitted from you to the corresponding business partners.

Insurance management

You can submit vet bills that vets have provided to you at petsXL.com to your pet health insurance company for reimbursement. In doing so, your personal data will be forwarded to the respective animal health insurance company.

Payments

External payment service providers are integrated into petsXL.com. If you use an integrated payment service provider, we will forward your personal data to the corresponding payment service provider.

Medication documentation

Medical documentation such as application and dispensing receipts, antibiotic applications or electronic prescriptions that veterinary practices have provided you with, on petsXL.com, may be forwarded by you to governmental and quality assurance organisations, pharmacies or other service providers, in which case personal data about you will be transferred.

How do we protect personal data

The protection of your personal data is particularly important to us. We have therefore implemented a number of technical and organisational measures to ensure the protection of your personal data. 

This includes the fact that we process and store your personal data only as long as it is necessary to achieve the purpose of storage. Furthermore, data may be stored if this is provided for by the European or national legislator in EU ordinances, laws or other regulations to which we are subject. 

As soon as the purpose of storage ceases to apply or a storage period prescribed by the above provisions expires, the personal data shall be blocked or deleted as a matter of routine.

To protect your personal data, we use entry and access controls, firewalls, anti-virus programs, SSL security mechanisms and various data protection and encryption methods.

In addition, our business partners have been forced in accordance with the statutory provisions to treat your data confidentially and to observe our own data protection standards.

Your control options over personal data and your rights

If your personal data is processed, you become a data subject within the meaning of the General Data Protection Regulation (GDPR) and you are entitled to the following rights in relation to us as the responsible entity:

Information about the type and scope of your personal data that we process

You can request confirmation as to whether personal data concerning you is being processed by us. If such processing is carried out, you can request information from us about the following:

  • the purposes for which the personal data are processed;
  • the category of personal data that is being processed;
  • the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;
  • the planned duration of storage of personal data relating to you or, if it is not possible to give specific details, criteria for determining the duration of storage;
  • the existence of a right of rectification or erasure of personal data concerning you, a right to have the processing limited by the controller or a right to object to such processing;
  • the existence of a right of appeal to a supervisory authority;
  • all available information on the origin of the data, if the personal data are not collected from the data subject, or
  • the existence of automated decision-making, including profiling, in accordance with Article 22(1) and (4) of the GDPR and, at least in these cases, meaningful information about the logic involved and the scope and intended impact of such processing on you as the data subject.
You have the right to request information as to whether the personal data concerning you is transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate safeguards pursuant to Article 46 of the GDPR in connection with the transfer.

Correction and/or completion of your personal data

You have the right to correct and/or complete your personal data if the processed personal data concerning you is incorrect or incomplete. We will make the correction without delay.

Limiting the processing of personal data concerning you

You may request the restriction of the processing of personal data concerning you under the following conditions:

  • if you dispute the accuracy of the personal data concerning you for a period of time that allows us to verify the accuracy of the personal data;
  • the processing is unlawful and you object to the deletion of the personal data and instead demand the restriction of the use of the personal data;
  • we no longer need the personal data for the purposes of the processing, but you need it to assert, exercise or defend legal claims, or
  • if you have lodged an objection to the processing pursuant to GDPR Article 21(1) and it has not yet been established whether the legitimate reasons in our favour outweigh your reasons.
Where the processing of personal data relating to you has been restricted, such data may not be processed except with your consent or for the purpose of asserting, exercising or defending legal claims or protecting the rights of another natural or legal person or on grounds of important public interest of the European Union or a Member State.

If the restriction on processing has been restricted in accordance with the above conditions, you will be informed by us before the restriction is lifted.

Deletion of your personal data

You may request that the personal data concerning you be deleted immediately and we are obliged to delete such data immediately if one of the following reasons applies:

  • the personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed;
  • you withdraw your consent on which processing was based, under GDPR Article 6(1)(a) or GDPR Article 9(2)(a) and there is no other legal basis for the processing;
  • you object to the processing in accordance with GDPR Article 21(1) and there are no overriding legitimate reasons for the processing, or you object to the processing in accordance with GDPR Article 21(2);
  • the personal data concerning you have been processed unlawfully;
  • the deletion of personal data relating to you is necessary to comply with a legal obligation under the law of the European Union or Member States, to which we are subject, or
  • the personal data concerning you have been collected in relation to information society services offered, in accordance with GDPR Article 8(1).
If you wish to initiate a deletion or change of your other data stored with us, please contact us in writing at privacy@vetz.vet.

If we have made public the personal data relating to you and are obliged to delete them, we shall take reasonable measures, including technical measures, taking into account available technology and implementation costs, to inform the data controllers who process the personal data that you, as a data subject, have requested them to delete all links to such personal data or copies or replications of such personal data.

The right of cancellation does not exist insofar as the processing is necessary
  • on the exercise of the right to freedom of expression and information;
  • to comply with a legal obligation requiring processing under the law of the European Union or Member States to which we are subject or to perform a task carried out in the public interest or in the exercise of official authority vested in us;
  • for reasons of public interest in the field of public health pursuant to Article 9(2)(h) and (i) and Article 9(3) of the GDPR;
  • for archiving, scientific or historical research purposes in the public interest or for statistical purposes pursuant to GDPR Article 89(1), insofar as the law referred to in paragraph 1 is likely to render impossible or seriously prejudice the attainment of the objectives of such processing, or
  • to assert, exercise or defend legal claims.

Informing third parties of the assertion of the above-mentioned rights by your person, if we have passed on your personal data to third parties

If you have asserted the right to rectification, erasure or limitation of processing against us, we are obliged to notify all recipients, to whom the personal data concerning you have been disclosed, of this rectification, erasure or limitation of processing, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed about these recipients.

Transmission of your personal data in a structured, common and machine-readable format

You have the right to receive the personal data concerning you that you have provided us in a structured, common and machine-readable format. You also have the right to have this data communicated to another person in charge, without hindrance from us, to whom the personal data has been provided, provided that

  • processing is based on consent or on a contract, and
  • processing is carried out using automated procedures.
In exercising this right, you also have the right to obtain that the personal data concerning you be transferred directly by us to another responsible party, insofar as this is technically feasible. The freedoms and rights of other persons may not be affected by this.

The right to data transferability does not apply to processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

Opposition to the processing of your personal data

You have the right to object at any time to the processing of your personal data pursuant to GDPR Article 6(1)(e) or (f), including profiling based on these provisions. 

We will no longer process the personal data concerning you unless we can demonstrate compelling reasons for processing that are worthy of protection and outweigh your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you are processed for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing; this also applies to profiling, insofar as it is related to such direct mail.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

Revocation of your data protection declaration of consent

You have the right to revoke your data protection declaration of consent at any time. Revocation of your consent does not affect the legality of the processing that has taken place on the basis of your consent until revocation. You can send your revocation to privacy@vetz.vet.

Automated decision in individual cases including profiling

Profiling refers to the creation, updating and use of profiles by collecting data, subsequent analysis and evaluation for the purpose of optimising (direct) marketing. 

You have the right not to be subject to a decision based solely on automated processing, including profiling, that has legal effect on you or significantly affects you in a similar manner. This shall not apply if the decision

  • is necessary for the conclusion or performance of a contract between you and us,
  • is authorised by law of the European Union or of the Member States to which we are subject and that law contains appropriate measures to safeguard your rights and freedoms and your legitimate interests, or
  • occurs with your express consent.
However, such decisions may not be based on special categories of personal data, unless otherwise provided by law and appropriate measures have been taken to protect rights and freedoms and your legitimate interests.

In the cases referred to above, we shall take appropriate measures to safeguard your rights and freedoms and your legitimate interests, which shall include at least the right to seek an intervention by any person, to express your views and to challenge the decision.

Appeal to the competent supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your residence, place of employment or place of suspected infringement, if you consider that the processing of personal data relating to you is in breach of the GDPR. 

The supervisory authority to which the complaint has been submitted shall inform the complainant of the status and the results of the complaint, including the possibility of a legal remedy under Article 78 of the GDPR.

Third-party cookies and technologies

On petsXL.com, we use so-called Cookies. Cookies are pieces of data that are stored by the internet browser on your computer system, smartphone or tablet.

Cookies can be transmitted to a website when it is called up and thus enable the user to be identified. Cookies help to simplify the use of websites for the user. We record your IP address, your e-mail address, your browser type, the objects you clicked on, the time you spent at petsXL.com, the referring website from which you accessed petsXL.com, as well as the third-party website you access from petsXL.com. You can object to the setting of cookies at any time by changing the setting in your internet browser accordingly. Set cookies can be deleted. Please note that if you deactivate cookies, you may not be able to use all functions of petsXL.com to their full extent.

On petsXL.com we use the map service Bing Maps (operated by Microsoft Corp., One Microsoft Way, Redmond, WA 98052-6399, USA), to display geographical information.

By using Bing Maps, data about your use of petsXL.com can be transferred to Microsoft, collected and used by Microsoft. For each individual use of Bing Maps, Microsoft may set a cookie. This is how Microsoft processes your user settings and user data. This cookie will not be deleted when you quit petsXL.com, but will expire after a certain time, unless you delete it manually beforehand. You can find further information in the Microsoft Privacy Notice. If you do not agree with the processing of your data, you can deactivate the Javascript function in your internet browser so that no data is transferred to Microsoft. Please note, however, that in this case you will not be able to use Bing Maps or only to a limited extent.

We have integrated the Payment processor Stripe (operated by Stripe Payments Europe Ltd., Block 4, Harcourt Centre, Harcourt Road, Dublin 2, Ireland), so you can pay your vet bills and buy products at petsXL.com.

All data required for the payment processing is used exclusively for the execution of your payments and is transmitted via an encrypted connection (SSL). Stripe is certified according to PCI DSS. Stripe may transfer, process and store your personal data outside the EU. Stripe is subject to the Safe Harbour Agreement. As part of Stripe’s payment integration with petsXL.com, Stripe collects data on all devices that connect to Stripe. Stripe uses this information to operate and improve the services provided to us by Stripe, including fraud detection. You can find more information about Stripe in the Privacy statement.

In order to be able to analyse the use of petsXL.com by you, we use the web analysis service Google Analytics (operated by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA).

Google Analytics stores cookies on your device so that we can analyse your use of petsXL.com. The information generated by the cookie is transferred together with your IP address to a Google server in the USA and stored there. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for us and providing other services relating to website activity and internet usage. Google may transfer this information to third parties if this is required by law or if third parties process this data on behalf of Google. Google will not associate your IP address with any other data held by Google. Google has developed a browser add-on to deactivate Google Analytics. It gives you more choices about how Google Analytics collects your information. The add-on communicates with Google Analytics JavaScript (ga.js) to indicate that no information about your website visits should be sent to Google Analytics. It can be downloaded from the following website: http://tools.google.com/dlpage/gaoptout.

Turn off Google Analytics

In order to improve the performance and usability of petsXL.com, we use the web analysis service Azure Application Insights (operated by Microsoft Cooperation, One Microsoft Way, Redmond, WA 98052-6399, USA).

Azure Application Insights uses cookies. By setting the cookies, telemetry data such as your IP address, e-mail address, device data, operating systems and the browser types with which you use petsXL.com are transmitted to Microsoft. Microsoft uses this information on our behalf to evaluate your use of petsXL.com and to compile reports about your activities in petsXL.com. The evaluations serve the sole purpose of troubleshooting and optimising petsXL.com. Further information can be found in the Microsoft Privacy Notice. If you do not agree with the processing of your data, you can deactivate the Javascript function in your internet browser so that no data is transferred to Microsoft. Please note that in this case you will not be able to use petsXL.com.

Contact

If you have any questions or if you would like to exercise your data protection rights in one of the cases mentioned above, please contact us on privacy@vetz.vet.

Veterinärmedizinisches
Dienstleistungszentrum (VetZ) LLC

The Data Protection Officer

Bianca Krönig
Sattlerstraße 40
30916 Isernhagen (Germany)
privacy@vetz.vet

Body responsible for data processing:

Veterinärmedizinisches
Dienstleistungszentrum (VetZ) LLC
Sattlerstraße 40
30916 Isernhagen (Germany)