Privacy policy

This policy explains how TailPlan (“we”) handles personal data on tailplan.vet and when we contact veterinary clinics by email. It does not cover the data of pet owners that clinics share with us to send reminders. For that data the clinic is the controller and we act as processor under a data processing agreement; see Data and GDPR. When a pet owner links one pet card to several TailPlan clinics, TailPlan is the controller of that shared card; pet owners can read how we handle it in the privacy notice for pet owners.

Who we are

TailPlan, Limassol, Cyprus. Contact for all privacy questions: info@tailplan.vet.

What we collect and why

The seven-question estimate

Your answers are calculated in your browser and are not sent to us unless you request an audit. If you do, the answers are sent together with the audit request.

Audit requests and emails you send us

When you request an audit or write to us, we receive the details you provide (name, clinic, email, phone, and your answers to the seven questions). We use them to send your upload link, prepare your audit and reply. Legal basis: steps taken at your request before entering into a contract, and our legitimate interest in answering business enquiries.

Customers

For clinics that subscribe, we keep account and billing details. Card payments are processed by Stripe; we never see or store full card numbers.

Support assistant in the clinic cabinet

When clinic staff use the support chat in the cabinet, the question is sent to Anthropic, our AI model provider, to write an answer from the TailPlan help center. Phone numbers, email addresses, microchip, IBAN and card numbers and links are removed before sending; please do not type clients’ names or other details. We keep the questions, without those details, to improve the help center, and delete them when the clinic’s account is deleted. If you choose “Talk to a human”, the conversation goes to the TailPlan team by Telegram and email, and we reply by email. Legal basis: performance of our contract with the clinic and our legitimate interest in supporting its staff.

Business contact with clinics

We may email veterinary clinics at business addresses they publish themselves, for example on their website or business listings, to introduce TailPlan. We keep the clinic name, the business email address, the public source and any reply. Legal basis: our legitimate interest in offering a relevant service to businesses. Each email includes a way to tell us to stop, and we then stop contacting that address.

Website

The site uses no advertising or analytics cookies. Our hosting provider processes technical data such as IP addresses in server logs to deliver and protect the site. Fonts are served from our own site; no third-party font or script service receives your IP address.

Who we share data with

Only with providers that help us run the service: website hosting and form handling (Netlify), email (Google Workspace), email outreach (Instantly), payments (Stripe), AI answers in the support chat (Anthropic) and support messages to our team (Telegram). We do not sell personal data.

Some of these providers are based outside the European Economic Area. In those cases transfers rely on the safeguards the GDPR provides, such as the EU–US Data Privacy Framework or standard contractual clauses.

How long we keep it

Audit requests and correspondence: up to 24 months after our last contact, unless we start working together. Outreach records: until you ask us to stop, after which we keep only the address on a do-not-contact list so that we don’t email it again.

Your rights

You can ask us for access to your data, correction, deletion, restriction, portability, or object to our use of it, including for direct marketing. Write to info@tailplan.vet. You can also complain to the Cyprus Commissioner for Personal Data Protection.

Changes

If we change this policy, we will update the date at the top of this page.