Privacy Policy

Effective Date: December 12, 2025

West Concord Animal Clinic (“we,” “us,” or “our”) is committed to protecting the privacy and security of our clients’ personal information. This Privacy Policy explains how we collect, use, store, disclose, and safeguard information obtained through our website and related digital services.

1. Who We Are

Legal Business Name: West Concord Animal Clinic

Privacy Contact:
Dr. Cole
Email: ccole@westconcordanimalclinic.net

If you have questions or concerns about this Privacy Policy or how your information is handled, please contact Dr. Cole using the email above.

2. Information We Collect

We may collect the following types of information when you visit our website or interact with our digital services:

Personal Information

  • Name
  • Email address
  • Phone number
  • Mailing address
  • Pet information (such as name, species, breed, age)
  • Appointment and service requests
  • Payment-related information (processed securely by third parties)

Communications

  • Messages submitted through online forms
  • Emails, texts, or phone call communications
  • Appointment confirmations and reminders

Technical Information

  • IP address
  • Browser type
  • Device information
  • Website usage data (via cookies or similar technologies)

3. How We Use Your Information

We use the information we collect to:

  • Schedule and manage appointments
  • Create and maintain client, patient, and medical records
  • Communicate with you regarding your pet’s care
  • Send appointment reminders and follow-up communications
  • Process payments securely
  • Provide customer support
  • Send marketing and educational communications (with opt-out options)
  • Improve our website, services, and client experience

You may opt out of non-medical communications at any time.

4. Marketing Communications

Marketing and client communications may include:

  • Email messages
  • Text messages
  • Phone calls

These communications are managed through Covetrus Pulse and related systems. You may opt out of marketing communications at any time by following the instructions in the message or contacting us directly. Please note that opting out of marketing messages does not affect essential medical or service-related communications.

5. Third-Party Services and Tools

We use trusted third-party providers to support our operations, including:

  • Covetrus Pulse – Practice management and medical records, client communication, reminders, and online booking
  • Stripe (via Covetrus Pulse) – Secure credit card processing
  • PetDesk – Integrated phone and communication system

These vendors may process information on our behalf and are required to maintain appropriate security and confidentiality standards.

6. Data Storage and Security

All client and patient information is stored securely in cloud-based systems provided by reputable vendors. We take reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, disclosure, or misuse.

While no system can be guaranteed to be 100% secure, we work with vendors that follow industry-standard security practices.

7. Data Retention

  • Information submitted through client forms is used to create client and patient accounts.
  • Client records remain active unless you request that your account be inactivated or indicate that you are seeking veterinary care elsewhere.
  • Emails containing client forms or related information may be stored in our secure email system (such as Gmail) for operational, legal, and medical record purposes.

We retain information for as long as reasonably necessary to provide care, comply with legal obligations, resolve disputes, and enforce our policies. If you have questions about retention or wish to request account inactivation, please contact us.

8. Sharing of Information

We do not sell your personal information.

We may share information:

  • With service providers necessary to operate our practice
  • To comply with legal or regulatory requirements
  • To protect the rights, safety, or property of our practice, clients, or others

9. Cookies and Website Tracking

Our website may use cookies or similar technologies to improve functionality and analyze website usage. You may adjust your browser settings to refuse cookies, though some features of the website may not function properly.

10. Children’s Privacy

Our website is not intended for children under the age of 13, and we do not knowingly collect personal information from children through the website.

11. Your Rights and Choices

Depending on applicable laws, you may have the right to:

  • Request access to your personal information
  • Request correction of inaccurate information
  • Request account inactivation or data deletion (subject to medical and legal requirements)
  • Opt out of marketing communications

Requests can be made by contacting Dr. Cole at ccole@westconcordanimalclinic.net.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

13. Contact Us

For privacy-related questions or concerns, please contact:

Dr. Cole
West Concord Animal Clinic
Email: ccole@westconcordanimalclinic.net