Data Handling Statement — VetPulse
This document explains how VetPulse stores, processes, secures, and deletes customer data.
1. Data Storage
- Customer data is stored in secure cloud infrastructure.
- Primary storage and backups are located in Australia (or the region specified in your agreement).
- Stored data includes rosters, shifts, timesheets, staff details, and configuration settings.
2. Backups
- Automated backups occur regularly.
- Backups are encrypted and stored separately from primary systems.
- Backups are retained for a defined period to support recovery.
3. Data Security
- Data is encrypted in transit using HTTPS/TLS.
- Data is encrypted at rest.
- Access is restricted to authorised VetPulse personnel.
- Access is logged and monitored.
- Security patches and updates are applied regularly.
4. Data Access
- VetPulse personnel may access data only when required for support or maintenance.
- All access is logged and controlled through role-based permissions.
5. Data Retention and Deletion
- Clinic data is retained while your clinic uses VetPulse, and for a reasonable period after cancellation, for legal and operational purposes.
- When an individual deletes their account, their personal information (login credentials, name, email, phone, and profile details) is permanently and irreversibly deleted.
- Work records created during employment (such as timesheets and pay records) are retained by the clinic in anonymised form that no longer identifies the individual, to meet employment, payroll, and tax obligations.
- When a clinic cancels its subscription, clinic data is retained for a reasonable period unless earlier deletion is requested, after which permanent deletion is performed securely and irreversibly.
6. Incident Response
- VetPulse investigates all data incidents promptly.
- Affected customers are notified if their data is impacted.
- VetPulse complies with the Notifiable Data Breaches (NDB) scheme.
7. Integrations and Third Parties
- Data may be shared with third-party providers only when required to operate the service.
- All third parties must meet security and privacy standards.
- Data is never shared with advertisers.
8. Contact
For data handling enquiries:
Ludamiis Pty Ltd (ABN 40 699 017 466)
support@vetpulse.cloud