Privacy Policy
Last updated: February 24, 2026
CastleVet ("we," "us," "our") provides this policy to explain what data we collect, how we use it, and how we protect it.
What we collect
- Information you provide: Anything you give us when you sign up, contact us, or use the platform — such as contact details, account information, and practice data.
- Information collected automatically: Basic analytics and usage data that help us improve the product.
How we use your data
- To power your practice: Your practice data drives the features you use every day — generating notes, sending reminders, processing invoices, and keeping everything in sync.
- To communicate with you: Service updates, security alerts, and product announcements.
- To process payments: Payment information is handled by our third-party payment processor. We do not store your full card number.
We do not sell your personal data to third parties.
Artificial intelligence
- CastleVet uses artificial intelligence to power features throughout the platform — like generating clinical notes, drafting client messages, and assisting your workflow.
- AI features work by reading the information in your account (like patient history and appointment details) to provide these capabilities.
- We may use aggregated data to improve our AI models.
- AI-generated content is a tool to assist your workflow — it is not medical advice and must be reviewed before use.
Who can access your data
- Your team: Practice staff you authorize through role-based access controls.
- CastleVet team: To provide support when you need it, maintain the service, and improve the product.
- Infrastructure providers: We use trusted cloud hosting providers to run our servers. Your data is encrypted in transit and at rest.
- Payment processor: Billing is handled securely by a trusted third-party payment processor. We do not store your full payment details.
- Legal obligations: If we're required by law or valid legal process to share information, we comply.
Your clients' data
When your clients' personal information (like contact details and appointment history) is stored in CastleVet, you remain in control of that information — just as you are with any practice management system. You're responsible for how you communicate with your clients about their data, as you would be with any tool you use in your practice.
Data security
We take security seriously. We use encryption to protect your data both when it's moving between your device and our servers, and when it's stored. We continuously review and update our security practices.
Data incidents
If a security incident affects your data, we'll notify you and any applicable authorities promptly.
Your rights
You have the right to access, correct, or delete your personal data. Email privacy@castlevet.com and we'll respond promptly. Depending on your location, you may have additional rights under applicable privacy laws. Contact us to exercise them.
Data retention
- Active accounts: We keep your data as long as your account is active.
- After cancellation: We hold your data for a limited period in case you want to come back. After that period, it's deleted.
- Inquiries: If you reach out but don't sign up, we won't hold onto your information. It's deleted within a short period.
Children's privacy
CastleVet is a business tool for veterinary professionals. We do not knowingly collect data from anyone under 18. If you believe we have, contact us and we'll address it promptly.
Changes to this policy
We may update this policy from time to time. We'll post the updated version on our website with a new effective date. We will notify you of material changes by email or through the platform.
Business transfers
If CastleVet's ownership changes (through a merger, acquisition, or similar event), your data may transfer as part of that transaction. We'll let you know if that ever happens.
Contact
Our privacy officer can be reached at privacy@castlevet.com.