Privacy Policy — Veterinary Medical Center of the Gulf Coast
1. Introduction
Veterinary Medical Center of the Gulf Coast ("we", "us", "our") respects your privacy. This policy explains how we collect, use, disclose, and protect personal information of pet owners, clients, and related individuals when you use our services, visit our clinic, or interact with us.
2. Information We Collect
- Information you provide: client name, contact details (email, phone, postal address), billing and insurance information, emergency contact, pet information (name, species, age, medical history), clinical notes and treatment records, consent forms, and communications (appointments, emails, messages).
- Payment data: payment card details processed via third-party payment providers (we do not store full card data unless required and secured).
- Health-related information: medical records and treatment details for animals and, where necessary, limited health information about owners when required for treatment or billing.
- Automatically collected data: IP address, device/browser data, appointment logs, CCTV footage (where in use), and website analytics.
- Third-party sources: laboratory results, referral information, pet insurers, and data from partners or public sources.
3. How We Use Your Information
We use information to:
- Provide veterinary care, diagnostic tests, medications, and follow-up services;
- Schedule and manage appointments, send reminders and clinical results;
- Process payments, billing, insurance claims, and refunds;
- Maintain medical records and support continuity of care;
- Communicate about health, preventive care, recalls, and clinic updates (with opt-out for marketing);
- Protect health and safety (e.g., public health reporting), prevent fraud, and secure our premises;
- Improve services, perform analytics, and comply with legal obligations.
4. Legal Bases for Processing (where applicable)
For EU/UK users: processing is based on consent, performance of a contract, vital interests (where applicable), legal obligations, and legitimate interests (clinic operations, fraud prevention, safety), as appropriate.
5. Sharing and Disclosure
We may share information with:
- Service providers (payment processors, lab partners, diagnostic services, cloud hosting, practice management software, email/SMS providers) who act on our behalf;
- Pet insurers and referring veterinarians with your consent or as required to provide care;
- Regulatory, public health, or law enforcement authorities when required by law;
- Prospective buyers or business partners in the event of a sale or merger (with appropriate safeguards);
- With your explicit consent or at your direction.
6. Cookies and Tracking
We use cookies and similar technologies on our website for functionality, analytics, and optional advertising. You can manage cookie preferences via your browser or our cookie controls.
7. CCTV and Clinic Monitoring
If CCTV is used, footage is processed for safety, loss prevention, and clinical security. Signage will indicate camera use where required by law.
8. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect personal information. No system is completely secure; we cannot guarantee absolute security.
9. Data Retention
We retain medical records, imaging, and business records as required by law and professional guidelines. Other data is retained only as long as necessary for the purposes described, after which it is securely deleted or anonymized.
10. Your Rights
Depending on jurisdiction, you may have rights to access, correct, delete, restrict or object to processing, portability, and to withdraw consent. To exercise rights, contact us using details below. We will verify requests as required.
11. Marketing and Communications
We will only send marketing communications with your consent where required. You can opt out of promotional messages at any time via the unsubscribe link or by contacting us.
12. International Transfers
Data may be transferred to processors or partners in other countries. Where transfers occur, we use appropriate safeguards (e.g., contracts, standard contractual clauses) to protect data.
13. Children and Minors
Our services are for pet owners; we do not knowingly collect personal data from children under [applicable age]. If we learn we have collected such data, we will delete it in accordance with law.
14. Third-Party Links
Our website may link to third-party sites (e.g., pet suppliers, labs). We are not responsible for their privacy practices; review their policies before sharing information.
15. Changes to This Policy
We may update this policy. We will post the revised policy with an updated effective date and, where required, notify clients of material changes.
16. Contact Privacy Officer:
Dr. Raymond Miller
Veterinary Medical Center of the Gulf Coast
2609 N Velasco St Angleton, TX 77515
979-849-7716
Effective date: 1/1/2026