Privacy Policy

Here is how CompanionBooked handles information: what we take in, the uses we put it to, the people who see it besides us, and the changes you can ask for. In this policy, "we" is CompanionBooked. "You" is any person who reads our site, contacts our team or uses our service, including owners and practice managers of the vet practices on our plan, plus the CSRs, vet techs and DVMs who log in.

Pet parent and pet details that a vet practice keeps in our software are covered separately, in the section titled "Pet parent and pet details we hold for practices".

What we take in

Website forms: the fields you fill in. Most people give us a name, their practice, an email, a phone and a short note.

Demo requests and calls: your name, the way you'd like us to contact you, the slot you picked, details you mention about the practice and the notes our team writes on the call.

Messages to our team over email, text, the phone or social media: what you said and your reply details, saved so our team can answer and look back over the thread.

Practices on our plan: what our team needs to deliver it. That covers your practice's contacts, its billing details, logins for the ad, Google and social accounts our team builds or manages, and the logo, photos and wording you hand over to fill the site and ads.

Visits to our website: as you browse, some details get recorded by us and by our analytics vendors. They include IP address, browser, device type, pages viewed, time on each page and whichever site or link referred you.

Call tracking and tagged links: a UTM tag is a short label stuck on the end of a link, and a tracking number is a phone number tied to one ad or page. Ringing one of ours shows us the number you called from, the time, the call length, plus whichever ad or web page listed it. Clicking a tagged link shows us the campaign or website that sent you.

How CompanionBooked uses it

Mostly to answer you, run the demos and calls you set up, and let you know what CompanionBooked does for vet practices.

When a practice is on our plan, the same information lets our team build and run the plan, invoice the practice, support it through its account manager and send the monthly report.

Analytics data, call records from tracking numbers and tagged-link visits reveal which of CompanionBooked's own ads and pages pull their weight, which shapes how we improve the site and service.

We also rely on information to guard our site and service, spot fraud or misuse, meet our legal obligations and enforce our terms of service.

Who sees it

CompanionBooked never sells anyone's personal information, and it reaches someone else only in the cases below.

Outside vendors we pay to run parts of CompanionBooked: hosting, the software underneath our service, email and text delivery, phone service, call tracking, analytics, booking calendars and card processing. Each may use what it receives only for the job it does for us.

Google and Meta, for practices on our plan: running a practice's ads means handing those two companies what the ads require.

Legal demands and safety: we may release information when a law, a subpoena or a court requires it, to protect a person from harm, or to defend CompanionBooked's rights.

Sale of CompanionBooked: should the business be bought or merged, information can move to the new company, and this policy still applies to it.

Your say-so: in every other case, we ask first.

Texts from us

Share a mobile number, say texts are fine, and that number is used for the messages described on our texting terms page. Texting back STOP ends them whenever you like.

We never pass anyone's mobile number, or their yes to texts, to an outside company for its own marketing.

Pet parent and pet details we hold for practices

Vet practices use CompanionBooked's software to book visits, remind pet parents about vaccines and checkups, text and call them, take payments, run the practice's branded app, write SOAP notes, watch how people use the practice website and learn which ads produce new clients. Doing that means we hold details about the practice's pet parents, their pets and its website visitors, on the practice's behalf. Those details can include pet parents' names, phone numbers and email addresses, pets' names, appointments and reminders, messages, call records and visit notes.

We keep them for the practice as the company that runs its software, use them only to serve that practice and never sell them. The practice decides what happens to its pet parent and pet details, and its own privacy notice is the one that applies.

Pet parents who want to ask about, change or remove their own or their pet's details should start with their vet practice. If a pet parent writes to us, we forward the request to the practice.

Cookies

Our site puts cookies in your browser: tiny files that let a page remember things between visits. CompanionBooked relies on cookies and look-alike tools to keep pages working, hold on to settings you choose, tally visits and learn how people move around the site.

A few of those tools belong to analytics firms and ad networks, and those firms may log details of your visit under privacy rules of their own. We run Google Analytics, which tallies visits and shows which pages get read; Google's own explanation covers what happens to that data on their end.

Your browser settings let you block or delete cookies, though a few features of our site might stop working properly.

Because nobody has agreed how websites should answer a browser's "Do Not Track" request, our site doesn't act on it.

Keeping and deleting

Information leaves our systems once no reason in this policy calls for it any longer.

A practice's information stays for as many months as the practice is on our plan, and after that for any time needed for taxes, bookkeeping, legal duties or settling a dispute. If you talk to us but never sign on, your details stay through the conversation and a sensible stretch past it.

Information we no longer need is erased, or has anything pointing back to you removed. A practice's pet parent and pet details are kept, returned or erased according to the practice's agreement with us.

Security

CompanionBooked protects information with reasonable physical, technical and administrative measures, and access is limited to staff whose job calls for it.

Still, no system for storing or moving data is perfectly safe, and we can't guarantee it will always stay out of the wrong hands. If information about you is caught up in a breach, you'll hear from us within the legal deadline.

Children

CompanionBooked is made for vet practices and the grown-ups who own and staff them. Our site isn't aimed at kids under 13, and we never knowingly take personal information from them. If you learn that someone under 13 sent us details, tell us and we'll erase them.

A practice's pet parent details, whatever the age of the person, are handled for that practice as described in the pet parent and pet section.

Your privacy rights

Some US states give residents rights over their personal information. Where you live decides which of these apply: viewing the personal information we have on you, getting a copy, correcting it, deleting it, and refusing its sale or ad-targeting use.

Email requests to sales@companionbooked.com, and we'll confirm you are who you say before doing anything, then reply within your state's legal deadline. Requests can also come from an agent you've authorized.

Exercising these rights won't lead us to treat you any differently.

Turned-down requests get an explanation from us. Residents of some states can appeal that decision by replying to it, and can take an unresolved complaint to their state attorney general.

Requests that concern a practice's pet parent and pet details go to that practice, as the section above explains.

If you live in California, state law lets you learn which categories of personal information CompanionBooked collects, where those categories come from, what we use them for and the kinds of companies that receive them, along with the other rights above. This policy covers each point: the categories under "What we take in"; the sources, which are you, your device and our vendors; the reasons under "How CompanionBooked uses it"; and the recipients under "Who sees it". Nothing is sold, and no other business gets personal information from us to use in its own direct marketing. Logins, card numbers and other sensitive details are used to run and protect our service, nothing else.

Updates

This policy may change over time. Every revision carries a fresh date beside "Last updated", and bigger changes also get an email to the practices on our plan.

Contact

Write to sales@companionbooked.com with any question about this policy or about what we hold on you.