Privacy Policy - VetLevel by TPH Business Consultancy Services

VetLevel ("we," "our," or "us") is operated by TPH Business Consultancy Services. We are committed to protecting your privacy and ensuring the security of your information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered veterinary practice management platform.

Data Protection Compliance: This Privacy Policy complies with the Philippines Data Privacy Act of 2012 (Republic Act No. 10173) and follows industry best practices for data protection.

1. Data Controller

TPH Business Consultancy Services

Email: [email protected]

For data protection inquiries, please contact our Data Protection Officer at the email above.

2. Information We Collect

2.1 Information You Provide

Account Information: Clinic name, your name, email address, phone number, business address
Clinic Data: Patient records (pet names, species, breeds, medical histories), client information (pet parent names, contact details, appointment history)
Payment Information: Billing address, payment method details (processed securely through third-party payment processors)
Communications: Messages sent through our platform, customer support inquiries, feedback

2.2 Information Automatically Collected

Usage Data: How you interact with VetLevel, features used, time spent on platform
Facebook Integration Data: Messages, comments, posts from your connected Facebook Business Page
Log Data: IP address, browser type, device information, access times
Cookies: Session cookies, preference cookies, analytics cookies

2.3 Information from Third Parties

Facebook API: Data from your Facebook Business Page (messages, comments, page analytics)
Payment Processors: Transaction confirmations, payment status

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Platform Functionality

Provide AI chat assistant services on your Facebook page
Automate comment moderation and responses
Create and schedule social media content
Book and manage appointments
Maintain patient and client records

3.2 AI Training & Improvement

Train AI models on veterinary-specific terminology and conversations
Improve response accuracy and relevance
Enhance platform features based on usage patterns

Note: AI training uses anonymized data. We remove personally identifiable information from training datasets.

3.3 Service Improvement

Analyze platform usage to improve user experience
Develop new features based on customer needs
Troubleshoot technical issues

3.4 Communication

Send service updates and platform notifications
Respond to customer support inquiries
Share important account or billing information
Send marketing communications (with your consent)

4. Data Security

We implement industry-standard security measures to protect your information:

Encryption: Data encrypted in transit (SSL/TLS) and at rest (AES-256)
Access Controls: Role-based access, multi-factor authentication for admin accounts
Regular Audits: Periodic security audits and vulnerability assessments
Secure Hosting: Data hosted on secure, compliant cloud infrastructure
Employee Training: Staff trained on data protection and privacy best practices

Important: While we implement robust security measures, no system is 100% secure. We cannot guarantee absolute security of your data.

5. Third-Party Services

VetLevel integrates with the following third-party services:

5.1 Facebook API

We use Facebook's Graph API to:

Read and respond to messages on your Facebook Business Page
Read and respond to comments on your posts
Create and schedule posts to your page

Facebook's Privacy Policy: https://www.facebook.com/privacy/policy

5.2 Payment Processors

We use secure, PCI-DSS compliant payment processors. We do not store your full credit card information.

5.3 Cloud Hosting

Your data is hosted on enterprise-grade cloud infrastructure with SOC 2 Type II compliance.

6. Your Rights

Under the Philippines Data Privacy Act of 2012, you have the following rights:

6.1 Right to Access

Request a copy of the personal data we hold about you.

6.2 Right to Rectification

Request correction of inaccurate or incomplete data.

6.3 Right to Erasure

Request deletion of your personal data, subject to legal retention requirements.

6.4 Right to Data Portability

Request export of your data in a machine-readable format.

6.5 Right to Object

Object to processing of your data for marketing purposes.

To exercise any of these rights, contact us at [email protected]

7. Data Retention

Active Accounts: We retain your data for the duration of your service subscription
Cancelled Accounts: Data retained for 30 days after cancellation, then permanently deleted
Backups: Backup data retained for up to 90 days
Legal Requirements: Some data may be retained longer to comply with legal obligations

8. Children's Privacy

VetLevel is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes:

We will update the "Last Updated" date at the top of this policy
We will notify you via email if changes are material
Continued use of VetLevel after changes constitutes acceptance

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact:

TPH Business Consultancy Services

Data Protection Officer

Email: [email protected]

General Inquiries: [email protected]