Privacy Policy

EverFlow Veterinary Codes, LLC ("EVC," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our veterinary coding platform and related services.

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide to us, including:

• Account registration information (name, email, company details)
• Contact information and communication preferences
• Payment and billing information
• Support requests and correspondence
• Feedback, surveys, and user-generated content

1.2 Information Automatically Collected

When you use our Service, we automatically collect certain information:

• Usage data (features accessed, time spent, frequency of use)
• Technical information (IP address, browser type, device information)
• API usage logs and performance metrics
• Cookies and similar tracking technologies

1.3 Veterinary Practice Data

Through our coding system, we may process:

• Coded procedure data (anonymized and aggregated)
• Practice management statistics
• Usage patterns and coding trends

2. How We Use Your Information

We use the collected information for the following purposes:

Purpose	Data Types Used	Legal Basis
Provide and maintain our Service	Account, usage, technical data	Contract performance
Process payments and billing	Billing and payment information	Contract performance
Customer support	Contact and communication data	Contract performance
Service improvement and analytics	Usage data, feedback	Legitimate interest
Research and development	Aggregated, anonymized data	Legitimate interest
Legal compliance	All data as necessary	Legal obligation

3. Information Sharing and Disclosure

3.1 We Do Not Sell Your Information

We do not sell, rent, or trade your personal information to third parties for monetary or other valuable consideration.

3.2 When We May Share Information

We may share your information in the following circumstances:

• Service Providers: With trusted third-party service providers who assist in operating our business
• Legal Requirements: When required by law, court order, or regulatory authority
• Business Transfers: In connection with mergers, acquisitions, or asset sales
• Consent: When you have given explicit consent for specific sharing
• Safety and Rights: To protect our rights, safety, and the safety of others

3.3 Academic Partnerships

We may share aggregated, anonymized usage data with academic partners (such as Virginia Tech VTSL) for research purposes to improve veterinary coding standards.

4. Data Security

4.1 Security Measures

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication protocols
• Employee training on data protection
• Incident response and breach notification procedures

4.2 State Privacy Law Compliance

We comply with applicable state-level veterinary privacy laws, which require:

• Confidentiality protection for veterinary records
• Secure handling of practice data
• Proper authorization for data sharing
• Timely response to authorized data requests

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Until account deletion or termination plus 30 days
• Usage Logs: 2 years for analytics and improvement purposes
• Billing Records: 7 years for tax and audit purposes
• Legal Hold: Extended retention when required by law or litigation

6. Your Rights and Choices

6.1 Account Management

You can:

• Access and update your account information
• Change your communication preferences
• Request account deletion (subject to legal retention requirements)
• Download your data in portable formats

6.2 Privacy Rights

Depending on your location, you may have additional rights including:

• Right to know what personal information we collect and how it's used
• Right to request deletion of personal information
• Right to correct inaccurate personal information
• Right to opt-out of certain data processing activities
• Right to non-discrimination for exercising privacy rights

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

• Essential Cookies: Required for basic site functionality
• Analytics Cookies: Help us understand how you use our Service
• Preference Cookies: Remember your settings and preferences

7.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect Service functionality. For detailed information, see our Cookie Policy.

8. International Data Transfers

Our Service is operated from the United States. If you access our Service from outside the US, your information may be transferred to, stored, and processed in the United States, which may have different data protection laws than your jurisdiction.

9. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will promptly delete such information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notification to registered users
• Providing notice through our Service interface

Your continued use of our Service after such notice constitutes acceptance of the updated Privacy Policy.

11. California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to know the categories and specific pieces of personal information we collect
• Right to delete personal information we have collected from you
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

12. Contact Us About Privacy

If you have questions about this Privacy Policy or want to exercise your privacy rights, please contact us: