Privacy Policy

Telok Ayer LLC d/b/a Vet Warehouses

This Policy explains how we collect, use, disclose, protect, retain, and delete personal information about visitors, account holders, customers, and people who contact us. It does not govern the public government records about business entities and facilities that we publish through VetWarehouses.

1. Information we collect

Account and identity information: name, work email, company, role, telephone number if provided, account identifiers, authentication events, and account preferences.
Authentication information: our authentication provider processes credentials for password or one-time email sign-in. VetWarehouses does not receive or store your plaintext password.
Subscription and payment information: selected plan, trial and subscription status, billing history, legal-consent receipts, and processor identifiers. Stripe processes card details; we do not receive or store full card numbers.
Customer content: watchlists, alert settings, screening-order details, submitted facility rows or files, and related delivery records.
Contact and support messages: early-access requests, support messages, facility-record disputes, privacy requests, appeals, and other correspondence.
Technical information: IP address, device and browser details, pages requested, timestamps, security events, and aggregate or privacy-preserving usage analytics.

We may also receive transaction and subscription events from Stripe, authentication and database events from Supabase, analytics from Vercel, email-delivery events from our email providers, and publicly available business information.

2. How we use information

We use personal information to:

create and secure accounts, authenticate users, and provide requested features;
operate watchlists, alerts, subscriptions, billing, exports, and screening services;
respond to support, facility-record disputes, privacy requests, and legal notices;
detect fraud, abuse, scraping, unauthorized access, and security incidents;
maintain, analyze, troubleshoot, and improve the Services;
comply with legal, tax, accounting, contractual, and regulatory obligations;
send requested marketing messages and required account, billing, security, or legal notices.

3. How we disclose information

We do not sell personal information, share it for cross-context behavioral advertising, or use it for profiling that produces legal or similarly significant effects. We disclose information only as reasonably necessary to service providers that operate the Services, including Supabase (database and authentication), Vercel (hosting and analytics), Stripe (payments and billing), and Titan and Resend (email). We may also disclose information to professional advisors, during a business transaction, to comply with law, or to protect rights, safety, and security.

4. Cookies and analytics

We use strictly necessary technologies for authentication, security, and service operation. Vercel Analytics provides aggregate or privacy-preserving usage information. We do not use third-party advertising cookies or track you across unrelated sites. Browser controls may let you refuse or delete cookies, but disabling necessary cookies can prevent sign-in or other account functions. Where required, we honor applicable opt-out signals such as Global Privacy Control.

5. Marketing communications

You may opt out of marketing email by using its unsubscribe link or contacting us. While you maintain an account, you may still receive transactional and administrative messages about authentication, billing, security, service operation, and legal terms.

6. Data retention

We retain personal information only as long as reasonably necessary for the purposes in this Policy and to meet legal, tax, accounting, security, fraud-prevention, dispute, and enforcement obligations. Unless a longer period is required by law, a dispute, or a documented legal hold, our current retention schedule is:

Seven years: access and consent receipts, billing and transaction records, facility-record dispute logs, compliance records, and records needed to establish, exercise, or defend legal claims.
Life of the account plus three years: account profile, preferences, watchlists, and alert configuration.
Up to twenty-four months: ordinary contact and support messages, unless a longer period is needed for a dispute, legal obligation, or documented retention hold.
Twelve months after delivery or closure: customer screening uploads, working files, and delivered screening files, unless the written scope provides a shorter period.
Up to twenty-four months: identifiable analytics, application logs, authentication events, and security logs, subject to provider controls.
Up to ninety days after scheduled deletion: residual copies in encrypted backups, which are removed through the ordinary backup rotation.

When retention is no longer required, we delete or de-identify the information. Aggregated or de-identified information that cannot reasonably identify a person may be retained indefinitely.

7. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, logging, and periodic review. No transmission or storage method is completely secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will provide notice as required by applicable law.

8. Your privacy rights

Depending on where you live, you may have rights to know and access personal information, correct inaccuracies, request deletion, obtain a portable copy, withdraw consent, opt out of sale, sharing, targeted advertising, or qualifying profiling, and appeal a denied request. We do not sell or share personal information for targeted advertising and do not engage in qualifying profiling.

Submit a request to info@vetwarehouses.com. We will verify your identity and ordinarily respond within forty-five days, with an extension where reasonably necessary and permitted by law. An authorized agent may submit a request with proof of authority. To appeal a denial, email the same address with the subject "Privacy Appeal." We will not discriminate against you for exercising a right.

9. State-specific disclosures

California residents may request the categories and specific pieces of personal information collected, sources, purposes, and recipient categories, and may request correction or deletion subject to legal exceptions. In the preceding twelve months, we have collected the categories described in Section 1 for the purposes in Section 2 and disclosed them only to service providers and other recipients described in Section 3. We have not sold or shared personal information and do not disclose it to third parties for their direct marketing.

Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, Rhode Island, Nevada, and other jurisdictions retain all non-waivable rights provided by their applicable law, regardless of the Texas governing-law provision in our Terms.

10. Children

The Services are for business use and are not directed to anyone under eighteen. We do not knowingly collect personal information from children. If we learn that we have done so, we will delete it.

11. Facility records and third-party sources

Public facility records come from government databases and are outside the scope of this Policy. If you believe a record is inaccurate or misattributed, email disputes@vetwarehouses.com. Third-party databases and linked sites have their own privacy practices, which we do not control. Our methodology explains how facility assessments are built.

12. Changes to this Policy

We may update this Policy by posting a revised version and effective date. We will provide additional notice or obtain consent when required by applicable law.

13. Contact

Telok Ayer LLC d/b/a Vet Warehouses

Privacy inquiries, rights requests, and appeals: info@vetwarehouses.com

Facility-record disputes: disputes@vetwarehouses.com