At Aspen Veterinary Medical Imaging (AVMI), we are committed to ensuring the responsible handling, processing, and storage of all data entrusted to us. This Data Treatment Policy outlines how we collect, use, process, and safeguard data, including personal, professional, and diagnostic information, in compliance with applicable laws and regulations.
1. Scope of the Policy
This policy applies to all data processed by AVMI, including:
- Personal information of veterinary professionals and clients.
- Diagnostic data (e.g., imaging files such as X-rays, CT scans, MRIs).
- Usage data collected from our website or services.
It governs how data is treated at every stage, including collection, transmission, storage, and deletion.
2. Data Collection
We collect data from users to provide teleradiology services and support veterinary practices. This includes:
a) Personal Data
- Contact details (name, email, phone number).
- Professional credentials and affiliations.
- Payment information (securely processed).
b) Diagnostic Data
- Images and reports submitted for analysis (e.g., X-rays, ultrasounds).
c) Technical Data
- IP addresses, browser types, operating systems, and interaction logs.
3. Purpose of Data Processing
Data collected is used exclusively for the following purposes:
- Delivering accurate diagnostic and teleradiology services.
- Communicating with clients about their cases or service updates.
- Maintaining operational records and improving service quality.
- Ensuring compliance with regulatory requirements and legal obligations.
We ensure that all data processing is lawful, transparent, and limited to these purposes.
4. Legal Basis for Data Processing
We process data based on:
- Consent: When you submit data voluntarily for diagnostic purposes.
- Contractual Obligations: When data is required to provide agreed-upon services.
- Legitimate Interests: To improve our services and ensure operational efficiency.
- Legal Compliance: To meet obligations under applicable laws (e.g., HIPAA compliance for patient confidentiality).
5. Data Sharing and Transfers
Data is shared only under the following circumstances:
- Internal Use: Accessible only to authorized personnel (e.g., radiologists, technical staff).
- Third-Party Vendors: For essential services such as secure payment processing or data hosting.
- Legal or Regulatory Authorities: When required by law, court order, or regulatory compliance.
We do not sell or share data with unauthorized third parties for commercial purposes.
6. Data Security Measures
To protect your data, we implement the following safeguards:
- Encryption: All data is encrypted during transmission and storage.
- Access Control: Only authorized personnel can access sensitive data.
- Secure Infrastructure: Our systems comply with industry standards for security and data protection (e.g., HIPAA and GDPR).
- Regular Audits: We periodically review our security practices to address emerging threats.
7. Data Retention Policy
We retain data only as long as necessary to fulfill its purpose or comply with legal and regulatory requirements. Retention periods are as follows:
- Personal Data: Retained for the duration of our business relationship and as required for legal or operational purposes.
- Diagnostic Data: Stored securely until the diagnostic process is complete and/or the retention period specified by law has elapsed.
After the retention period, data is securely deleted or anonymized.
8. Your Rights
As a data subject, you have the following rights:
- Access: Request a copy of the data we hold about you.
- Correction: Request corrections to inaccurate or incomplete data.
- Deletion: Request the deletion of your data, subject to legal obligations.
- Restriction: Limit how your data is processed.
- Portability: Request that your data be transferred to another provider.
- Objection: Object to specific types of data processing.
To exercise these rights, contact us at privacy@aspenvetimaging.com.
9. Cross-Border Data Transfers
If data is transferred outside your jurisdiction (e.g., to international servers), we ensure that appropriate safeguards are in place to protect your data, such as:
- Compliance with applicable privacy laws (e.g., GDPR, HIPAA).
- Use of secure and accredited third-party hosting providers.
10. Compliance with Regulations
AVMI complies with all relevant regulations, including but not limited to:
- HIPAA (Health Insurance Portability and Accountability Act): For the secure handling of patient-related data.
- GDPR (General Data Protection Regulation): For users in the European Union, ensuring compliance with strict data protection standards.
11. Policy Updates
This policy may be updated periodically to reflect changes in legal or operational requirements. Any updates will be published on our website, and users will be notified of significant changes.
12. Contact Information
For questions or concerns regarding this Data Treatment Policy, please contact us:
Thank you for trusting Aspen Veterinary Medical Imaging with your data. We are dedicated to handling it responsibly and securely.
