1. Roles of the parties
For data entered by the clinic about its organization, staff, animal owners, patients, appointments, payments, inventory, documents and communications, the clinic usually determines the purposes and legal basis of processing. Zoxis acts as the service provider and technical processor of such data within Zoxis Cabinet functions.
For data processed by Zoxis for its own security, site administration, support, billing, product quality analytics and legal protection, Zoxis may act as an independent controller.
2. Data that may be processed
- Clinic data: name, contacts, branches, settings, plan, subscription status, payment history, clinic domain or website.
- Staff data: name, role, position, contacts, access rights, system actions, schedule, tasks, payroll rules and payroll amounts.
- Animal owner data: name, phone, email, address where needed, appointment history, discounts, communications and consent records.
- Patient data: name, species, breed, sex, date of birth, weight, vaccinations, lab tests, diagnostics, visits, prescriptions, documents, files and medical history.
- Operational data: cash desk, inventory, medicines, deductions, stocktakes, supplier orders, prescriptions, inpatient records, tasks, reports, journals and printable forms.
- Technical data: IP address, device type, browser, login logs, cookies, security events, errors, performance and diagnostic logs.
3. Why we process data
- to provide and maintain Zoxis Cabinet;
- to create appointments, medical records, documents, prescriptions, inventory and financial operations;
- to manage users, roles, access rights, branches and security;
- to process subscriptions, payments, invoices, plans and support requests;
- to perform backups, recovery, action audits and protection against unauthorized access;
- to improve the product, fix errors, analyze stability and develop modules;
- to comply with legal obligations and protect the rights of Zoxis, clinics and users.
4. Legal bases
Depending on the situation, processing may be based on performance of a contract or steps before entering into a contract, legitimate interest in security and product development, legal obligations, consent or another lawful basis permitted by applicable law.
The clinic is responsible for obtaining required consent from animal owners and staff members if such consent is needed for Zoxis Cabinet use in the clinic's jurisdiction or workflow.
5. Beta version and critical data
Zoxis Cabinet is in beta testing. We apply technical and organizational security measures, but during testing there may be outages, synchronization errors, incorrect reports or loss of some data.
The clinic must keep external copies of critical information, including medical documents, prescriptions, financial data and regulated logs.
6. Sharing data and service providers
To operate the service, Zoxis may use hosting, databases, backups, email or SMS providers, payment services, monitoring tools, analytics and support tools. Such providers receive access only to the data needed for their function and must apply appropriate protection measures.
We do not sell personal data of clinics, staff, animal owners or patients.
7. Retention and deletion
Data is retained for the period of service use, subscription term, necessary backup period, legal obligations, dispute resolution and protection of the parties' rights.
After access ends, the clinic may request export or deletion of data. Some technical logs, payment records and backups may be retained for a limited time according to security requirements and law.
8. Security
Zoxis uses encrypted data transmission, access control, user roles, action logs, backups, error monitoring and restrictions on administrative access. No service can guarantee absolute security, so the clinic must also protect passwords, devices, internal access and backup copies.
9. Data subject rights
Depending on applicable law, a person may have rights to access, correct, delete, restrict processing, object, transfer data and withdraw consent. If a request relates to data controlled by a clinic, Zoxis may direct the person to that clinic or help the clinic complete the request technically.
10. Cookies, changes and contact
Cookie use is described in the separate Cookie Policy. The current version of this Policy is always available on this page. We may update it when features, laws or security processes change.
Questions about Zoxis Cabinet privacy may be sent to support-petcarediary@gmail.com.