PetSync distinguishes between clinic-controlled veterinary records and account, billing and technical information needed to operate the service. This policy explains both.
Scope and responsible parties
This Policy covers the PetSync website, Windows application, account/licensing services, checkout integration and optional cloud synchronization. Dr. Hazem Tameem operates PetSync. A veterinary clinic normally determines the purposes of its client, staff and patient records (the controller); PetSync processes cloud-synchronized clinic records to provide the service on the clinic’s instructions, as applicable.
Categories of information
We may process clinic account and contact details; login identifiers and password-derived authentication information; subscription, plan, license, activation and device identifiers; payment references and status returned by payment providers; support communications; technical, diagnostic and security logs; and clinic records entered by authorized users, such as pet histories, owner contact information, appointments, invoices, attachments and treatment notes. Payment card details are handled by the payment provider, not stored as full card numbers by PetSync.
Purposes and lawful basis
Information is used to register and authenticate users, activate licenses, enforce plan entitlements, process and reconcile subscriptions, deliver local and optional cloud features, synchronize clinic records, respond to support requests, detect misuse and security incidents, maintain audit trails and comply with legal obligations. Depending on the processing and jurisdiction, the applicable lawful basis may include performance of a contract, compliance with law, legitimate interests where permitted, consent or other lawful grounds.
Local storage, cloud hosting and international transfers
PetSync maintains a local SQLite database on clinic devices. When cloud synchronization is enabled, selected records are transmitted to PetSync-operated or contracted server infrastructure and may be processed or stored outside your country. Hosting regions and subprocessors may change; contact us before enabling cloud synchronization if your clinic requires a specific data-residency arrangement. The clinic must assess any applicable cross-border transfer restrictions and obtain required permissions.
Security and shared responsibilities
We use authentication, license/device access controls, protected synchronization channels and operational monitoring appropriate to the service. No online or local system can guarantee absolute security. Clinics remain responsible for workstation security, staff access, device encryption where appropriate, secure passwords, independent backups, authorized disclosures and reporting incidents they are legally obliged to report.
Retention, cancellation and deletion
Active account and subscription records are retained as needed to operate the service and meet legal, tax, fraud-prevention or dispute obligations. Following ordinary subscription cancellation or expiry, cloud clinic data is generally scheduled for deactivation after approximately three months from the effective cancellation date, followed by an approximately 30-day technical recovery interval before permanent deletion. These are operational defaults, not a guaranteed restoration or access window. A refund or payment reversal can cause immediate license and cloud-access revocation and accelerated cloud deactivation; the ordinary three-month waiting period may not apply. Cloud restoration, if technically possible, requires support intervention and is not guaranteed. Locally stored clinic records are not automatically erased by cloud deletion. Clinics must export and preserve records before access ends.
Clinic obligations and veterinary records
Clinics are responsible for notices to pet owners and staff, lawful collection and sharing, confidentiality, applicable record-retention periods, clinical record accuracy and responses to individuals whose data they control. PetSync is a workflow tool and does not provide veterinary diagnosis, treatment advice or a substitute for professional judgment. Applicable UAE and other privacy laws, including any sector-specific or free-zone regimes, may impose additional obligations.
Service providers and disclosures
We may share limited information with payment processors such as PayPal, infrastructure and hosting providers, security/communications vendors, professional advisers and authorities where legally required. These parties receive only information reasonably necessary for their functions, subject to applicable contractual or legal safeguards. We do not sell clinic or patient data.
Privacy requests and individual rights
Subject to applicable law, individuals may request information, access, correction, deletion, restriction, objection or data portability where available. Requests about pet-owner, employee or clinical records should first be sent to the relevant clinic, which controls those records. We will reasonably assist clinics with lawful requests where applicable. For PetSync account or website data, contact us directly. Identity verification and lawful retention exceptions may apply.
Policy updates
We may revise this Policy to reflect product, infrastructure or legal changes. We will update the effective date and provide additional notice of material changes when legally required. Continued use does not waive rights that require separate consent.
Contact and privacy inquiries
For questions, data requests or security concerns, contact Dr. Hazem Tameem at [email protected]. Please do not send confidential clinical records in an unprotected email unless necessary and appropriately secured.