Privacy Policy

GemHadar Software and Data Privacy Policy

This document sets forth the privacy policy (the “Privacy Policy”) of GemHadar Software Ltd. (together with other services provided by GemHadar Software, the “Services”), Vet-One Veterinary Practice Management System (together with all prior and subsequent versions, and all patches and updates thereto, the “Software”), and the Web site,  www.vet-one.com ; www.vet-one.co.uk; www.vet-one.net  (including all subpages thereto, the “Site”). The Privacy Policy forms part of the Terms of Service.

If you have objections to the Privacy Policy, you should not access or use the Site nor should you sign up for the Services offered by GemHadar Software.

                                                                          

 GemHadar Software’s Privacy Principles

 

  • Your Information is your own and you decide who will have access to it.
  • You maintain ownership rights to Your Information, even if there is a business transition or policy change.
  • You may add, delete, or modify Your Information at any time.
  • GemHadar Software will not update or modify Your Information without your permission.
  • GemHadar Software will not sell, exchange, or otherwise share Your Information with third parties, unless required by law or in accordance with your instructions.
  • GemHadar Software does not send spam, maintain spam mailing lists, or support the activities of spammers.
  • GemHadar will keep regular security copies of your data so that in extreme situations your data can be restored to a previous point in time.

 

Information Collection and Use

GemHadar Software —Your Information.

When you begin using Vet-One you provide the Vet-One system with “Your Company and Staff Information”, “Your Client and Animal Information”(if available) and “Product and Service pricing/strategy” each described in detail below (together, “Your Information”).

  1. Your Account Information: Your name and your e-mail address are required by GemHadar Software in order to provide you with an administrator account for your data. GemHadar Software will also ask you to provide a list of users whom you will authorise to use the system. These details will become part of Your Information.
  2. Your Client data: When a Vet-One system is initialised, data may have been transferred from a previous system. We will have used our best endeavours to transfer the data where the original data is corrupt or faulty.
  3. Your Pricing data: If available, your Product and Service pricing can be transferred to Vet-One.  The product pricing component of this data can also be initialised from your wholesale supplier pricing list or a list of recently supplied products as required.
  4. Legal Requirements: When you hold information about your clients you may be required by law to register with a Data Protection Agency. GemHadar Software can not register your data for you. You should seek professional advice if you are unsure about any legal obligations you have.

We never use Your Information for any marketing purposes. Specifically:

  1. Your Personal Information: This information is stored on GemHadar Software’s secure servers and is not shared with any outside parties. If you forget your password, you should consult your administrator. If it is the administrator password you have forgotten you should contact GemHadar support who will create a new password for you.
  2. Your Client Information: You maintain your Data using the Vet-One Software and Site. You specify the information that is contained on each of Your Client and animal records and also control how and who uses Your Information by your staff.

In the course or certain processes, for example, sending client vaccination reminders you may be required to download information from Vet-One to a local PC in order to mailmerge letters to a client. GemHadar Software has no responsibility for the loss or corruption of data held locally having been transferred or downloaded to your own PC.

Additionally, we may use Your Account Information:

  • For license reporting and assessment of service levels;
  • To better understand on an aggregated basis how our products are used, gauge traffic patterns and determine what types of content and functionality are most popular with users of our products and services;
  • To verify access rights to content, services or software;
  • To provide you with information about GemHadar Software products, services, news and events through the Software, the Site or e-mail;
  • To allow you to purchase and download GemHadar Software products and services; and/or
  • To provide you with personalized content programming, instructions and services.

Limited Data Sharing with Third Parties

GemHadar Software is committed to protecting your privacy. We will only share Your Information with third parties in accordance with your instructions and in order to provide you specific services. We may share aggregated and anonymous demographic information with our business partners but no such information can be linked directly to Your Account Information, Your Clients or other personally identifiable information.

Although we will use every reasonable effort to preserve your privacy (and that of your clients), we may need to disclose Your Information, including personally identifiable information, when required by law if we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order or legal process served on GemHadar Software and/or the Site (see “Government Authority” below for more information). We will notify you of such actions where reasonable and permitted by law.

Personally Identifiable Information of Others (Your Client List)

Your Information may include contact and other personal information in Your Client List. GemHadar Software is committed to protecting the privacy rights of these individuals. Your Information will be used in accordance with your instructions and will not be shared with any third-parties without your permission.

We may receive requests from certain individuals to remove their personal information from Your Client List under a right of access given by Data Protection law. In such event, we may encourage them to contact you directly or, as a courtesy, we may also contact you on the behalf of such parties to inform you that:

  • such individual does not recognize you as their Vet;
  • such individual does not wish you to provide products or services to them; and/or
  • such individual would like to be removed from your client list; and/or
  • further communication by letter, email, SMS Text or other to such individual may be reported as abuse to abuse@GemHadar.com and may result in your removal from the Service.

We will not alter or remove any information regarding such individuals from Your Client List without your prior consent.

Rights to Your Information

You have the right to access, correct, update, and/or delete Your Information at any time. You can do so by using the Vet-One Software and logging into your Site with your username and password. You will retain these rights even in the event of a business transition (see “Change of Ownership or Other Business Transition” section for more information).

Changes to your information are executed immediately. For example, if you delete a client, the client immediately becomes inaccessible and all Animal Information within that Client Information is completely removed from the GemHadar Software Servers.

Change of Ownership or Other Business Transition

In the event GemHadar Software goes through a business transition, such as a merger, acquisition or the sale of all or substantially all of its assets (a “Business Transition”), your membership in the GemHadar Software Network (Vet-One.net) and the GemHadar Software server hosting containing Your Information will, in most instances, be part of the assets transferred. In such event, you will be notified via e-mail and/or through a notice on our Web site and any other appropriate methods prior to the Business Transition, and GemHadar Software’s custody of Your Information will be transferred subject to all the terms and restrictions in this Privacy Policy.

Following a Business Transition, GemHadar Software or its successors will continue to respect Your Information in accordance with the Privacy Policy under which the information was collected. If, however, we plan to use Your Information in a manner different from that stated at the time of collection we will notify you via e-mail and/or through a notice on our Web site and any other appropriate methods. You will have a choice as to whether or not we use Your Information in this different manner. Whether or not you wish to have Your Information used in this different manner, you will retain ownership rights to Your Information and the ability to delete Your Information at any time.

Vet-One source code is held in escrow. In the event of the company ceasing to trade the source code will become open source and available to clients. The hosting of Vet-One with the then hosting company will be transferred to clients subject to the agreement of the hosting company to ensure continuation of service.  All rights of access to the Vet-One application and data including backups will be available.

Cookies

In order to improve the Services and the Site, we may use cookies when you are logged into the Site. A cookie is a piece of data that is transferred to your browser by a Web server and can only be understood by the server that gave it to you. It functions as your computer’s identification token and enables GemHadar Software to personalize your experience when you are signed in to the Site.

Most browsers are initially set to accept cookies. You can set your browser to notify you when you receive a cookie, giving you the chance to decide whether to accept it. (For some Web pages that require an authorization, cookies are not optional. Users choosing not to accept cookies will probably not be able to access those pages.)

While GemHadar Software uses cookies to enable you to use the Services and the Site, and our Web servers automatically log the Internet Protocol (IP) address of your computer, GemHadar Software does not use this information to identify you personally except to provide you with the features of the Services.

Log Files and Backups

Like most Internet services, we use log files, both Server and client side. The data held in log files includes your IP address, browser type, referring/exit Web pages and date/time stamp. GemHadar Software uses server log data to analyse trends, administer the Services and the Site, track down problems and improve service levels. IP addresses are not tied to any Personally Identifiable Information.

The Vet-One Software has no associated log and temporary files that are stored on your local hard drive apart from those commonly associated with the particular web browser you use. Such files store your account Information, web pages visited and preference settings.  Apart from when you download your information, or a subset thereof, to a local PC, you designate to work with the Services, the Software, as well as the GemHadar Software’s servers.

Your Information may also exist temporarily within regularly performed server backups. These backups are normally every 24 hours but could be more frequently by arrangement.  GemHadar Software retains such backups for a period no greater than 12 months before deleting them.  A copy of your data can be provided at any time on suitable media or transferred to a PC/server at your premises for which there is a small administrative charge. A further copy of your data is recorded on a separate server in a separate location.

On a regular basis (every 3 months) GemHadar Software support staff will restore data from a backup copy to a test server to ensure that the data recorded in the backups is both an accurate representation of the live system and can be restored to the live system if required.  This verification process validates the integrity of the backup process.  Once verified the data is removed from the test server

Data Migrations for test purposes and movement of data from an old system.

As a service to Clients we may undertake to migrate data from an older or less functional system. During the data migration we will use best endeavours to transfer the data. Where the original data is found to be missing or corrupt we may find it impossible to repair the data but will use best endeavours to do so. Typically we would seek to migrate information pertaining to their Clients, Animals, Clinical History, Reminders, Products, Services and existing users.

We would normally make a test migration and allow the Client to check they are satisfied the data has been migrated correctly.  Following this, a date for final migrate would be agreed, a new data dump from the old system would be taken and transferred quickly to the new system.  Typically this would take 24 hours.  This process minimises the loss of data during the migration period.

If we are asked to test migrate any data, the data remains the property of the Client and at any time, should we be asked to destroy or return the data, preferably in writing, we will do so.  While in our possession, we will take ever precaution to keep the data safe and treat it in commercial confidence.

Communications

We may send all new Clients confirmation e-mails verifying the ownership of their Account Information. We also communicate with you to provide requested services and in regard to issues relating to your account.

Members may occasionally receive information on GemHadar Software products, services, news and events. Out of respect for your privacy, we present you with the option to not receive these communications. You may change your current status by notifying us.

On rare occasions it is necessary to send out a strictly service-related announcement which is not promotional in nature. This announcement may notify you of changes to the Privacy Policy and/or Terms of Service Agreement, as well as planned service suspensions and outages. These notifications will generally be sent to a validated e-mail address for your account.

Links

The Site contains, and the Software may present, links to other sites. Please be aware that GemHadar Software is not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave the Site or otherwise link to other sites, to read the privacy policies of each and every site that collects personally identifiable information. GemHadar Software’s Privacy Policy applies solely to information collected by the Services, the Software or the Site.

The Site also contains links to GemHadar Software’s Community Forums. These provide interactive venues for members and others to learn more about GemHadar Software, receive support from other members, and send us feedback. To use these venues, you do not have to be a GemHadar Software member, but may be required to provide user registration information (Login name, password, and email) in order to post to these sites. All other profile information is optional.

If you use a bulletin board or chat room on this site, you should be aware that any personally identifiable information you submit there can be read, collected, or used by other users of these forums, and could be used to send you unsolicited messages. We are not responsible for the personally identifiable information you choose to submit in these forums

Children’s Privacy

GemHadar Software is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities and interests. GemHadar Software’s Services, Software and Site are not intended for and may not be used by children under the age of 13. GemHadar Software does not knowingly collect information from children under the age of 13 and GemHadar Software does not target its Services, Software and Site to children under 13.

Government Authority

You should be aware that, as with all legal contracts, our Terms of Service and this Privacy Policy could be amended, terminated or modified without the consent of you and/or GemHadar Software by judicial proceeding, court order, in connection with bankruptcy or other insolvency proceedings, or pursuant to other government action. When reasonable and lawful, we will notify you if this occurs.

Security and Confidentiality

  • If you forget your administration password, you should contact GemHadar Software support, answer a security question and we will issue a new password.  Your Web-based access to Your Information is protected by this password. We recommend that you do not disclose your password to anyone and can not be held responsible if you do.
  • You will issue your staff, or whoever will use Vet-One with a username and password.  They should be made fully aware of the security and confidentiality policy or your organisation,  GemHadar Software and in particular that they should not reveal their username and/or password to anyone verbally, written or in any communication form.  GemHadar Software is not responsible for unauthorised access to your data specifically following such a breach or suspected breach.  If you believe that anyone’s username and/or password is compromised or known to others, as administrator, you should change both immediately.
  • The Services use Secure Socket Layer (“SSL”) for all client-server communication using Your Information.  This encrypts the data so that your data remains confidential during transmission to and from the Vet-One servers.
  • Additionally, Your Information resides on a firewall-protected server that only selected GemHadar Software personnel and selected staff from our hosting partner, have access to via password. GemHadar Software strives to prevent unauthorized parties from viewing Your Information.

Changes to the GemHadar Software Privacy Policy

If we change the Privacy Policy, we will post the new Privacy Policy on the Site with a link from the Site’s homepage, so that you are always aware of what information we collect, how we use it, and under what circumstances—if any—we disclose it. Any substantive changes to the GemHadar Software Privacy Policy will be posted 30 days prior to taking effect.

Contacting Us

If you have any questions or suggestions regarding the Privacy Policy, please contact us.