TERMS OF USE AND PRIVACY POLICY

Effective Date: 02.20.2026
Clinic Name: Hermann Veterinary Clinic
Address: 2094 HWY 100, Hermann, MO 65041
Phone: 573-486-2515
Email: hermannvetreception@gmail.com

This Terms of Use and Privacy Policy (“Policy”) describes how [Clinic Name] (“Clinic,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information in connection with our website, communications, and the veterinary services we provide.

By accessing our website, communicating with us electronically, or receiving services from the Clinic, you acknowledge and agree to the terms set forth in this Policy.

1. Scope - This Policy applies to personal information collected:

Through our website;
Through electronic communications (including email, text messaging, and messaging platforms);
Through in-person, telephone, or telemedicine interactions;
In connection with veterinary services provided by the Clinic.

This Policy does not apply to third-party websites or services not operated by the Clinic, even if linked from our website.

2. Information We Collect - We collect information reasonably necessary to provide veterinary services and operate our business.

2.1 Client Information

Name
Mailing address
Email address
Telephone number
Payment and billing information
Communication preferences

2.2 Patient (Pet) Information

Pet name, species, breed, age, and sex
Medical history, examination findings, and diagnostic results
Treatment records and prescriptions
Vaccination and preventive care history

2.3 Communication and Technical Information

Appointment requests and confirmations
Messages exchanged through email, SMS/text, or communication platforms
Limited system-related information (e.g., message delivery confirmation, timestamps, and usage data)

We do not intentionally collect sensitive personal information beyond what is necessary to provide veterinary services and conduct normal business operations.

3. Purpose of Processing - We use personal information for the following legitimate business and clinical purposes:

Providing veterinary medical care;
Scheduling and managing appointments;
Communicating regarding diagnosis, treatment, follow-up care, and service updates;
Processing payments and maintaining financial records;
Operating, maintaining, and improving clinic systems and workflows;
Complying with applicable federal, state, and local laws and professional standards.

We process personal information only as reasonably necessary for these purposes.

4. Disclosure of Information - We may disclose personal information in the following circumstances:

4.1 Service Providers - We may disclose information to third-party service providers that assist in operating the Clinic, including communication platforms, practice management systems, payment processors, IT vendors, and related business support providers. These entities are contractually obligated to safeguard information and use it solely for authorized purposes.

4.2 Clinical Care Coordination - We may share relevant medical information with laboratories, pharmacies, referral hospitals, and specialists involved in your pet’s care.

4.3 Legal Compliance - We may disclose information as required by applicable law, court order, subpoena, regulatory authority, or to protect the rights, safety, or property of the Clinic, our clients, or others.

5. No Sale of Personal Information - The Clinic does not sell client or patient personal information as defined under applicable state privacy laws. We do not rent, trade, or otherwise disclose personal information to third parties for their independent marketing or commercial purposes.

6. Third-Party Communication Platform (Otto) - The Clinic utilizes a third-party customer engagement and communication platform operated by TeleVet, Inc., doing business as Otto (“Otto”). Otto acts as a service provider/processor to the Clinic and processes personal information solely on the Clinic’s behalf in order to provide services such as:

Appointment reminders and confirmations;
Two-way messaging;
Scheduling tools;
Payment facilitation support;
Client engagement services.

Otto may engage subcontractors (subprocessors) to assist in providing its services, subject to contractual data protection obligations. In accordance with its contractual agreements, Otto may create and use de-identified and aggregated data derived from information processed on the Clinic’s behalf for purposes such as maintaining, improving, and enhancing its services. Such de-identified data does not identify individual clients or patients and is not reasonably capable of being linked to a specific individual. For additional information regarding Otto’s privacy practices, please refer to Otto’s Privacy Policy available at: https://otto.vet/privacy-policy-2/

7. Text Messaging and Electronic Communications - By providing your telephone number or email address to the Clinic, you consent to receive communications related to:

Appointment reminders and scheduling;
Your pet’s medical care;
Billing notifications;
Operational or service-related notices.

Message and data rates may apply depending on your carrier. You may opt out of non-essential communications at any time by contacting the Clinic. For SMS communications, you may reply “STOP” (where supported) to unsubscribe. Opting out of certain communications may limit our ability to provide timely updates. Electronic communications may not be fully secure. By communicating electronically, you acknowledge and accept inherent risks associated with such transmissions.

8. Data Security - We implement reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. No method of transmission over the internet or electronic storage system is guaranteed to be completely secure.

9. Data Retention - Medical and financial records are retained in accordance with:

Missouri veterinary professional standards;
Applicable state and federal laws;
Legitimate business and continuity-of-care needs.

Records may be retained as necessary to resolve disputes, enforce agreements, or comply with legal obligations. When no longer required, information is securely deleted or destroyed in accordance with our data management practices and vendor capabilities.

10. Missouri-Specific Privacy Notice

10.1 Missouri Data Breach Notification Law - In the event of a breach of security involving unencrypted personal information as defined under Missouri Revised Statutes § 407.1500, the Clinic will provide notice to affected Missouri residents as required by applicable law.

10.2 Governing Law - This Policy and any dispute arising from it shall be governed by and construed in accordance with the laws of the State of Missouri, without regard to conflict of law principles.

Any legal action not subject to binding arbitration under a separate agreement shall be brought in a court of competent jurisdiction located in the State of Missouri.

11. Children’s Information - Our services are intended for adults. We do not knowingly collect personal information from individuals under 18 years of age without parental or guardian consent.

12. Website Usage - Our website may collect limited technical information (such as browser type and general usage patterns) to maintain functionality and security. This information does not include veterinary medical records. Our website may contain links to third-party sites. The Clinic is not responsible for the privacy practices or content of those sites.

13. Modifications to This Policy - We reserve the right to update or modify this Policy at any time. Updates will be posted on this page with a revised Effective Date. Continued use of our services following such updates constitutes acceptance of the revised Policy.

14. Contact Information - If you have questions regarding this Policy or our data practices, please contact:

Hermann Veterinary Clinic

2094 HWY 100, Hermann, MO 65041

573-486-2515

hermannvetclinic@gmail.com