SMALL ANIMAL CLINIC

Privacy Policy

AAHA-Accredited Veterinary Practice
Serving Dogs and Cats
Effective Date: September 9, 2026

1. OUR COMMITMENT TO PRIVACY

Small Animal Clinic respects the privacy of our clients and is committed to protecting the confidentiality and security of client information and veterinary medical records.

As an AAHA-accredited veterinary practice, we maintain policies and procedures designed to safeguard client information, patient medical records, electronic communications, and other confidential information used in providing veterinary care.

This Privacy Policy explains the types of information we may collect, how we use and protect that information, and circumstances in which information may be shared.

2. INFORMATION WE MAY COLLECT

While providing veterinary services, operating our website, and communicating with clients, Small Animal Clinic may collect information including:

Client Information

  • Name
  • Mailing and physical address
  • Telephone number
  • Email address
  • Emergency or alternate contact information
  • Communication preferences
  • Account and billing information
  • Payment and transaction information
  • Appointment history
  • Information provided through forms, messages, emails, or other communications

Patient Information

For Patients receiving veterinary services, we may collect and maintain information including:

  • Pet name
  • Species and breed
  • Sex and reproductive status
  • Date of birth or estimated age
  • Color and identifying characteristics
  • Microchip information
  • Vaccination history
  • Medical history
  • Examination findings
  • Diagnoses and treatment plans
  • Prescriptions and medication history
  • Laboratory and diagnostic test results
  • Radiographs and other diagnostic images
  • Surgical, dental, hospitalization, and anesthesia records
  • Referral and specialty-care records
  • Communications concerning the patient’s medical care
  • Other information necessary to provide appropriate veterinary care

3. HOW WE USE INFORMATION

Small Animal Clinic may use client and patient information for legitimate veterinary and business purposes, including:

  • Scheduling and managing appointments
  • Providing veterinary medical care
  • Maintaining complete and accurate medical records
  • Communicating examination findings, diagnoses, treatment recommendations, and follow-up instructions
  • Processing prescription and refill requests
  • Providing vaccination and preventive-care reminders
  • Communicating laboratory and diagnostic results
  • Coordinating referrals or treatment with other veterinary professionals
  • Processing payments and maintaining account records
  • Responding to client questions and requests
  • Sending appointment confirmations and reminders
  • Sending important practice announcements
  • Improving the quality and efficiency of our services
  • Meeting professional, accreditation, regulatory, and legal requirements

4. VETERINARY MEDICAL RECORDS

Veterinary medical records maintained by Small Animal Clinic are treated as confidential practice records and are maintained in accordance with applicable professional standards, clinic policies, and legal requirements.

Access to veterinary medical records is limited to individuals who require access to perform authorized duties or provide services on behalf of the practice.

Reasonable safeguards are used to protect records against unauthorized access, alteration, disclosure, loss, or destruction.

5. RELEASE AND TRANSFER OF VETERINARY RECORDS

Small Animal Clinic may provide or transfer relevant patient information to another veterinary hospital, veterinarian, specialty facility, emergency hospital, diagnostic laboratory, pharmacy, or other veterinary service provider when authorized or otherwise appropriate or permitted by applicable law.

Records or information may also be disclosed when required or permitted by law, regulation, court order, subpoena, governmental authority, professional or regulatory requirement, or other legally valid process.

When appropriate, Small Animal Clinic may require authorization from the client or other person legally authorized to act on behalf of the patient before releasing records to a third party.

6. PRACTICE MANAGEMENT SYSTEMS AND THIRD-PARTY SERVICE PROVIDERS

Small Animal Clinic may use third-party companies and technology providers to assist with the operation of the practice. These may include services used for:

  • Practice management and electronic medical records
  • Online appointment requests or scheduling
  • Client communications
  • Appointment confirmations and reminders
  • Text messaging
  • Email communications
  • Prescription requests and pharmacy services
  • Laboratory and diagnostic services
  • Payment processing
  • Client portals or mobile applications
  • Data storage, backup, and information technology services
  • Website hosting and maintenance

Information may be transmitted to or processed by these service providers when reasonably necessary for them to perform services for Small Animal Clinic.

We expect service providers that handle confidential information on our behalf to maintain appropriate safeguards consistent with the nature of the information and services being provided.

7. TEXT MESSAGES, EMAILS, AND ELECTRONIC COMMUNICATIONS

Clients may provide telephone numbers and email addresses for communications regarding their pets and their accounts.

Small Animal Clinic may use these contact methods for purposes such as:

  • Appointment confirmations and reminders
  • Preventive-care and vaccination reminders
  • Prescription notifications
  • Laboratory or diagnostic communications
  • Follow-up communications
  • Account-related communications
  • Practice announcements
  • Other communications related to veterinary services

Electronic communications can carry privacy and security risks. Although Small Animal Clinic takes reasonable measures to protect client information, no method of electronic transmission can be guaranteed to be completely secure.

Clients are responsible for maintaining accurate contact information with the practice.

8. PAYMENT INFORMATION

Small Animal Clinic takes reasonable precautions to protect payment and financial information.

Payment-card transactions may be processed through third-party payment processors. The information collected and retained by those companies may also be governed by their own privacy and security policies.

Small Animal Clinic does not intentionally disclose client payment information except as necessary to process transactions, maintain appropriate business records, resolve payment matters, prevent fraud, or comply with legal requirements.

9. WEBSITE INFORMATION

When visiting our website or using online services associated with Small Animal Clinic, certain technical information may be collected automatically by the website or its service providers.

This may include:

  • Internet Protocol (IP) address
  • Browser type
  • Device type
  • Operating system
  • Date and time of website access
  • Pages visited
  • General website usage information
  • Cookies or similar technologies

This information may be used to maintain website functionality, improve our online services, understand website usage, and protect the security of our systems.

10. PHOTOGRAPHS AND SOCIAL MEDIA

Photographs, videos, testimonials, case information, or other information that could reasonably identify a client or patient will not be intentionally used for public marketing, educational materials, social media, or similar public-facing purposes without appropriate permission when permission is required.

Information may be appropriately de-identified when used for legitimate educational, training, quality-improvement, or professional purposes.

11. DATA SECURITY

Small Animal Clinic uses reasonable administrative, technical, and physical safeguards designed to protect confidential information.

Depending upon the system and type of information involved, safeguards may include:

  • Individual user accounts
  • Password protection
  • Role-based or limited access
  • Automatic system timeouts
  • Secure electronic record systems
  • Device security
  • Data backup procedures
  • Appropriate restrictions on access to client and patient information
  • Staff confidentiality and information-security procedures

While we take reasonable measures to protect information, no electronic system, network, website, or method of data storage can be guaranteed to be completely secure.

12. INFORMATION RETENTION

Small Animal Clinic retains veterinary medical records, client account information, and related information for periods necessary to provide veterinary services, maintain appropriate medical and business records, meet professional and accreditation standards, comply with applicable laws and regulations, resolve disputes, and protect the legitimate interests of the practice and its clients.

Information that is no longer required may be securely deleted, destroyed, or otherwise disposed of in accordance with applicable record-retention requirements and practice procedures.

13. CLIENT ACCESS AND CORRECTIONS

Clients may contact Small Animal Clinic regarding their contact information or information associated with their pet’s veterinary record.

If you believe your contact information is incorrect, please notify us so it can be updated.

Requests for copies, transfers, amendments, or release of veterinary medical records will be handled in accordance with applicable laws, professional requirements, and Small Animal Clinic policies.

14. DISCLOSURES REQUIRED BY LAW OR FOR SAFETY

Small Animal Clinic may disclose information when reasonably necessary or legally required, including in response to:

  • Valid court orders, subpoenas, or other legal processes
  • Requests from veterinary regulatory authorities
  • Public-health or animal-health reporting requirements
  • Rabies reporting or exposure requirements
  • Animal-control or other governmental requirements when disclosure is legally authorized or required
  • Suspected animal abuse, neglect, or cruelty when reporting is authorized or required
  • Situations involving threats to public or animal health or safety
  • Other circumstances in which disclosure is required or permitted by applicable law

Only information reasonably necessary for the applicable purpose will be disclosed when practical and appropriate.

15. CHANGES TO THIS PRIVACY POLICY

Small Animal Clinic may revise this Privacy Policy periodically to reflect changes in our services, technology, legal requirements, or privacy and security practices.

The current version of this Privacy Policy may be posted on our website, client portal, or practice management system. The effective date shown at the beginning of the policy identifies the current version.

Continued use of our website or services following an update is subject to the then-current Privacy Policy.

16. QUESTIONS OR PRIVACY CONCERNS

Clients who have questions about this Privacy Policy, the handling of their information, or the privacy of their pet’s veterinary medical records may contact:

Small Animal Clinic
615 N. Peart Rd.
Casa Grande, AZ 85122
Phone: (520) 836-0929

Small Animal Clinic is committed to maintaining the trust of our clients by protecting confidential information while providing high-quality veterinary care to dogs and cats.