We – Veterinärmedizinisches Dienstleistungszentrum (VetZ) GmbH – offer a number of products in all areas of animal health. These include products such as software for practice management and image management for veterinarians, digital X-ray systems, online purchasing platforms and web applications and apps for animal owners.
You - veterinarians, animal owners, organisations and undertakings – entrust us and our products with personal data every day. We see it as a part of our corporate responsibility to use this data sparingly and transparently and to protect your personal data as effectively as possible.
We observe the principle of data minimisation. This means that when we collect data in the framework of our products or on our website, we always ensure that we only collect the personal data that is necessary to enable you to use our products or which you have given to us with your consent. We collect personal data for example when
Point (a) of Article 6(1) of the EU General Data Protection Regulation (GDPR) shall serve as the legal basis in those cases where we have obtained your consent to processing operations relating to personal data.
Point (b) of Article 6(1) of the GDPR shall serve as the legal basis when processing personal data is necessary to perform a contract to which you as the data subject are party. This shall also apply to processing operations which are necessary to execute measures prior to the contract being entered into.
Point (c) of Article 6(1) of the GDPR shall serve as the legal basis where the processing of personal data is necessary for compliance with a legal obligation to which our company is subject.
Point (d) of Article 6 (1) of the GDPR shall serve as the legal basis in the event that the processing of personal data is necessary in order to protect your vital interests as the data subject or the vital interests of another natural person.
Point (f) of Article 6(1) of the GDPR shall serve as the legal basis for the processing of personal data where such processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party and said interests of the party first mentioned are not overridden by the interests or fundamental rights and freedoms of the data subject. The legitimate interest of our company lies in conducting our business.
We use your personal data solely to ensure the smooth operation of our products and to ensure that they are simple and reliable for you to use. We treat your data responsibly in these processes.
We process your personal data for the following purposes:
Where personal data concerning you is processed for direct marketing purposes, you shall have the right to object at any time to the processing of personal data concerning you for the purposes of such marketing. This shall also include profiling to the extent that it is related to such direct marketing.
Where you have objected to processing for direct marketing purposes, the personal data concerning you shall no longer be processed for such purposes. Please also consult the section Your options for controlling personal data and your rights for further details on your options for raising an objection.
We do not transmit your personal data to third parties for commercial purposes. A sale or lease of your personal data to third parties shall not occur.
We transmit your personal data to business partners only when they are obliged to comply with our data protection standards. We transmit personal data to business partners inter alia in order to ship orders, marketing and advertising materials, process payments, announce the delivery of shipments and conduct credit checks, where applicable.
Some of our products require that personal information be transmitted to third parties in order to be able to take full advantage of the product’s functionality:
Our practice management Software product easyVET is connected to our online platforms vetsXL.com and petsXL.com and transmits personal data to third parties depending on its use. For further details please consult the subsections vetsXL.com and petsXL.com.
Our image management Software easyIMAGE is connected to our online platform vetsXL.com and transmits personal data to third parties depending on its use. For further details please consult the subsection vetsXL.com.
easyVET’s and easyIMAGE’s Remote Desktop apps are connected to our online platforms vetsXL.com (easyVET and easyIMAGE) and petsXL.com (easyVET) and transmit personal data to third parties depending on their use. For further details please consult the subsections vetsXL.com and petsXL.com. The VetZ Cloud serves the exchange of the data processed by easyVET’s and easyIMAGE’s Remote Desktop apps. It is therefore possible for other registered users of easyVET and easyIMAGE to access the VetZ Cloud.
Our online platform vetsXL.com enables an exchange of data between registered vetsXL.com users via various web applications. The following web applications transmit personal data when used:
Veterinary practices may commission their laboratories to perform examinations and receive the corresponding results on their Software via vetsXL.com laboratory management. In the process, the veterinarian’s personal data and potentially the personal data of the employees and the animal owners is transmitted to the laboratory or made available for access by the commissioned laboratory so that the laboratory order can be performed.
Veterinary practices can commission teleradiologists with the evaluation of radiological images and receive the corresponding results on their Software with the aid of vetsXL.com. In the process the veterinarian’s personal data and potentially the personal data of the employees and the animal owners is transmitted to the teleradiologists or made available for access by the commissioned teleradiologists so that the evaluation can be performed.
The Gesellschaft für Röntgendiagnostik genetisch beeinflusster Skeletterkrankungen bei Kleintieren e.V (GRSK) in Germany, the Lecteurs officielles DH/DC in France and the Fondazione Salute Animal (FSA) in Italy are dedicated to fighting congenital skeletal diseases in small animals. For this, X-rays of the hips and elbows of dogs are taken by veterinarians certified for this and are transmitted to appropriate experts for diagnostic and evaluation purposes via vetsXL.com. The veterinarian who takes the X-rays, the breeding association to which the animal owner belongs, the expert or chief expert who evaluates the images and the GRSK/Lecteurs/FSA have access to personal data which is stored at vetsXL.com. The data is evaluated by the GRSK/Lecteurs/FSA and anonymised for use in scientific research and for the improvement of animal health.
The Dortmunder Kreis (DOK), the ArbeitsKreis VeterinärOphthalmologie (AKVO) in Austria and the Swiss Association of Veterinary Ophthalmologists (SAVO) are organisations whose veterinary members examine the eyes of dogs and cats for hereditary diseases. The examination and evaluation of the animal’s eyes is performed by certified veterinarians belonging to the DOK/AKVO/SAVO. In the process the veterinarian or chief expert who examines the eyes, the breeding association to which the animal owner belongs and the DOK/AKVO/SAVO have access to personal data which is stored at vetsXL.com. The data is evaluated by the DOK/AKVO/SAVO and anonymised for use in scientific research and for the improvement of animal health.
The Collegium Cardiologicum (CC) is an organisation whose veterinary members examine the hearts of dogs and cats for hereditary diseases. The examination and evaluation of the animal’s heart is performed by certified veterinarians belonging to the CC. In the process the veterinarian or chief expert who examines the heart, the breeding association which the animal owner belongs to and the CC have access to personal data which is stored at vetsXL.com. The data is evaluated by the CC and anonymised for use in scientific research and for the improvement of animal health.
vetsXL.com makes a diversity of communications services available to veterinary practices. Veterinary practices can send messages via email or SMS from their Software via vetsXL.com. In the process, personal data of the sender and potentially of the animal owner which is stored in the Software is transmitted to vetsXL.com and is stored at vetsXL.com for the purpose of performing the contract.
vetsXL.com enables simple management of insurance claims between veterinary practices and animal health insurers. Veterinary practices and their employees can transmit invoices and treatment details which have been stored in their Software to animal health insurers via vetsXL.com. In the process personal data which has been stored in their Software is transmitted to vetsXL.com and stored at vetsXL.com for the purpose of performing the contract.
vetsXL.com is a high-performance referral platform for veterinarians, veterinary practices and veterinary clinics. Veterinary practices have the opportunity to refer animals online to other veterinarians, veterinary practices or animal clinics. The personal data required to carry out the referral and subsequent admission to the animal clinic is transmitted by the referring veterinary practice in this process and stored at vetsXL.com. If there is further communication with the referring veterinary practice during the animal’s stay or when it is discharged in order, for example, to inform the referring veterinary practice of the success of the therapy and continuing treatment, personal data will again be exchanged via vetsXL.com.
After having shown proof of eligibility, veterinary practices have the opportunity to purchase medications, animal feed and veterinarian supplies from wholesalers, producers and suppliers via vetsXL.com. In the process the veterinarian’s personal data and potentially the personal data of the employees is stored at vetsXL.com and transmitted via vetsXL.com.
vetsXL.com has a central interface to animal registration platforms so that with the aid of vetsXL.com, veterinary practices can transmit personal data of animal owners and their animal’s data to animal registration offices which are connected to vetsXL.com directly from their Software. No personal data is stored at vetsXL.com; rather, only a record of the instance itself is stored
Veterinary practices can use vetsXL.com to check the creditworthiness of their customers directly in easyVET and to transfer invoices to factoring companies. In the process, personal data from easyVET is also transmitted. Only a record of the instance itself is stored at vetsXL.com without the invoices and personal data. The data is transmitted using end-to-end encryption and vetsXL.com is not able to inspect it.
vetsXL.com is a high-performance platform for sending and receiving image data of any kind. This includes standard image formats as well as video- and DICOM formats. Veterinary practices can use vetsXL.com to send image data together with a message to any recipient. In the process, personal data of the sender and the animal owner is transmitted to vetsXL.com and stored at vetsXL.com. Image data itself, in particular DICOM formats, may also contain personal data.
External payment service providers are integrated into vetsXL.com. When using an integrated payment service provider we transmit personal data to the pertinent payment service provider.
petsXL.com, our network for animal health and communication, enables the exchange of data between registered petsXL.com users. petsXL.com transmits personal data in the following fields of application:
Animal owners who have registered with petsXL.com can connect to their veterinary practices to exchange data. In the process personal data of the animal owner is transmitted to the veterinary practices concerned.
Animal owners can schedule appointments with their veterinary practice online via petsXL.com. In the process, personal data of the animal owner is transmitted to the veterinary practice.
petsXL.com offers a diversity of communications services for registered petsXL.com users. In the process, personal data is exchanged between petsXL.com users and is stored at petsXL.com.
Animal owners have the opportunity to order and purchase medications, animal feed and supplies for animal owners from veterinary practices, wholesalers, producers and suppliers via petsXL.com. In the process personal data is stored at petsXL.com and transmitted via petsXL.com.
Animal owners can forward veterinarian invoices which veterinary practices have sent to them via petsXL.com to their animal health insurer for reimbursement of the invoice amount. In the process, personal data of the animal owner and the veterinary practice is transmitted to the animal health insurer concerned.
External payment service providers are integrated into petsXL.com. When using an integrated payment service provider we transmit personal data of the animal owner and the veterinarian to the payment service provider concerned.
Medication records such as application instructions and prescription records, antibiotic applications or electronically generated prescriptions which veterinary practices have issued to animal owners at petsXL.com can be transmitted by animal owners to government and quality assurance organisations, pharmacies or other service providers; in the process, personal data is transmitted.
The protection of your personal data is especially important to us. We have therefore implemented a number of technical and organisational measures in order to ensure the protection of your personal data.
This includes the fact that we process and store your personal data only for as long as this is needed to achieve the purpose for which the personal data was stored. Furthermore, personal data may be stored where this is foreseen by the European or national legislature in the provisions of European Regulations, laws or other legal provisions to which we are subject.
As soon as the purpose for which the personal data was stored is no longer operative or the period for saving the personal data lapses pursuant to one of the aforementioned provisions, the personal data will be blocked or erased as a matter of routine.
We employ access controls, firewalls, antivirus programs, SSL security measures and diverse data security and encryption procedures to protect your personal data.
Furthermore, our partners have been bound to treat your data confidentially and to observe our own data protection standards in accordance with the provisions of law.
If personal data of yours is processed, you are a data subject within the meaning of the General Data Protection Regulation (GDPR) and you have the following rights vis-à-vis us as the controller:
You may request confirmation as to whether we have processed personal data concerning you. If such processing has taken place you can request information from us concerning the following matters:
You have the right to request information as to whether personal data which concerns you will be transferred to a third country or to an international organisation. In this connection you have the right to be informed of the appropriate safeguards pursuant to Article 46 of the GDPR relating to the transfer.
You have the right to rectification and/or completion of your personal data where the processed personal data which concerns you is incorrect or incomplete. We shall carry out the rectification without undue delay.
You may request the restriction of processing of the personal data concerning you where one of the following applies:
Where processing of the personal data concerning you has been restricted, such personal data shall, with the exception of storage, only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State.
If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by us before the restriction is lifted.
You may request that the personal data concerning you be deleted without undue delay and we are obliged to delete this data without undue delay where one of the following grounds applies:
If you would like to initiate an erasure or rectification of the data we are still storing, please contact us in writing at firstname.lastname@example.org.
If we have made the personal data concerning you public and are we obliged to erase it, we shall take reasonable steps, including technical measures, taking into account the available technology and implementation costs, to inform controllers, which are processing the personal data, that you, as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.
The right to erasure shall not apply to the extent that processing is necessary:
If you have asserted your right to rectification or erasure of personal data concerning you or restriction of processing against us, we are obliged to communicate the rectification or erasure of such data or restriction of processing to each recipient to whom the personal data concerning you was disclosed unless this proves impossible or involves disproportionate effort.
You always have the right against us to be informed about those recipients.
You have the right to receive the personal data concerning you which you have provided to us in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller to which the personal data have been provided without hindrance from us where:
In exercising this right you shall also have the right to have the personal data concerning you transmitted directly from us to another controller, where technically feasible. The rights and freedoms of others may not thereby be adversely affected.
That right to data portability shall not apply to processing of personal data which is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.
You have the right to object at any time to processing of personal data concerning you which is based on point (e) or (f) of Article 6(1) of the GDPR, including profiling based on those provisions.
We will then no longer process the personal data concerning you unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
Where personal data concerning you is processed for direct marketing purposes, you shall have the right to object at any time to the processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.
Where you object to processing for direct marketing purposes, the personal data concerning you shall no longer be processed for such purposes.
You have the right to withdraw your consent under data protection law at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. Please direct your withdrawal to email@example.com.
Profiling means the generation, updating and use of profiles by means of the collection of data and subsequently analysing and evaluating it for the purpose of optimising (direct) marketing.
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This shall not apply if the decision:
However, such decisions shall not be based on special categories of personal data unless otherwise required by law and unless appropriate measures have been taken to protect your rights and freedoms and your legitimate interests.
In the cases referred to in points a. and c. we shall implement suitable measures to safeguard your rights and freedoms and legitimate interests, whereby this shall include at least the right to obtain human intervention on our part to express your point of view and to contest the decision.
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you are of the opinion that the processing of personal data relating to you infringes the GDPR.
The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78 of the GDPR.
If you have any questions or wish to assert one of the aforementioned data privacy rights you may contact us at firstname.lastname@example.org or email@example.com.
Dienstleistungszentrum (VetZ) GmbH
Data Protection Officer
Am Haselborn 21
Dienstleistungszentrum (VetZ) GmbH