Privacy policy

Last updated 4 October 2026 · Applies to Pet Clinic Software by AvanceZone

What this policy covers

This policy explains what AvanceZone ("we") collects when veterinary clinics use Pet Clinic Software (the "Service"), why, how long it is kept and who processes it. It covers the public website at petclinicsoftware.com, the public certificate pages at /cert/{code} and the application used by clinics ("workspaces") and their staff.

For the records a clinic keeps about its clients and their animals, the clinic is the data fiduciary under India's Digital Personal Data Protection Act, 2023 (DPDP Act) and decides why the data is used; we process it on the clinic's instructions. For our own website, accounts and billing, we are the data fiduciary.

What we collect, and why

Category	Examples	Purpose
Clinic account data	Clinic name, GSTIN, address, staff names, work emails, phones, roles, password hashes	Running the workspace, login, permissions, billing
Pet owner (client) data	Owner name, mobile/WhatsApp number, email, city, address, preferred language, WhatsApp opt-in source and time, opt-out time	Clinic records, reminders and updates the clinic sends, consent records
Animal and clinical records	Pet or herd details, microchip or ear tag, weights, SOAP notes, vaccinations, prescriptions, dose logs, lab results, consents, admissions, boarding, breeding and milk-yield records	The clinic's veterinary care and record-keeping
Controlled-drug register	Drug, quantity, running balance, patient, vet and witness names	Supporting the clinic's own statutory record-keeping
Billing data	Invoices, GST lines, payments, UPI references	Clinic billing to owners and farmers; our billing to clinics
Messages	WhatsApp and SMS text sent to owners, delivery status, owner replies such as YES or STOP	Delivering reminders and updates, showing history, honouring opt-outs, billing usage
Certificate data	A snapshot of the pet's vaccines, the owner's name and city and a masked phone, shown publicly to anyone holding the certificate code	Letting kennels, groomers and societies verify vaccination
Usage and security data	IP address, browser, pages, actions, login attempts, audit-trail entries	Security, audit trail, troubleshooting
Website enquiries	Name, phone, email, clinic and message from contact or demo forms	Replying to you

We do not use owner or animal data for advertising, do not sell personal data and do not message clinic clients for our own marketing.

Retention

Workspace data (owner, animal, clinical, register, billing and message records): kept while the workspace is active and for 30 days after cancellation so the clinic can export it, then deleted. Encrypted backups roll off within a further 30 days.
Statutory records: the clinic decides how long it must keep clinical records, Schedule H1 and X entries and NDPS registers under the law that applies to it, and should export them before cancelling.
Certificates: a certificate page stays reachable while the workspace exists; a reissued certificate shows "Superseded".
Audit and security logs: 12 months.
Website enquiries: 24 months.
Backups: daily encrypted backups, each kept for 30 days.

Sub-processors

Category	Provider	Data involved
Hosting and backups	Amazon Web Services, ap-south-1 (Mumbai, India)	All Service data
Messaging	AvanceZone messaging gateway (our group platform), which delivers through the Meta WhatsApp Business Platform and Indian telecom operators for SMS	Owner phone numbers and message text
Email delivery	Our transactional email provider	Staff email addresses and notification text
Payments	The UPI app or payment gateway chosen by the clinic (owner payments) or by you (subscription payments)	Payment amount, reference and payer details held by that provider

The named list of providers in each category is available on request at info@radiatus.com. We tell workspace owners before adding a new category.

Consent and opt-outs

WhatsApp reminders go only to owners whose opt-in is recorded, with its source and time. Owners imported from a spreadsheet are marked with the source "csv import"; the clinic must confirm it holds their consent. An owner replying STOP is opted out at once and the time is logged.

Your rights

You may ask to access, correct, export or erase your personal data, or withdraw consent, by emailing info@radiatus.com. If you are a pet owner or farmer, please contact your clinic first; it controls your records and we will help it respond. You may also complain to the Data Protection Board of India.

Cookies

We use a strictly necessary session cookie for logged-in users and, if enabled, privacy-friendly analytics with IP anonymisation. No advertising cookies.

Security

TLS 1.2+ in transit, encrypted storage, Argon2id password hashing, role-based access, rate limiting, an audit trail and daily encrypted backups. See our Security page.

Changes and contact

We will post changes here and notify workspace owners of material changes by email. Questions: info@radiatus.com or the contact page, AvanceZone, Coimbatore, Tamil Nadu.