VETCIRCLE INC.

PRIVACY POLICY

Effective Date: April 2023
Last Updated: October 2026

1. INTRODUCTION

VetCircle Inc. (“VetCircle,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information in accordance with applicable Canadian privacy laws.

This Privacy Policy explains how we collect, use, disclose, store, and protect information when you access or use our:

• Website: www.vetcircle.ca

• Community Dashboard: community.vetcircle.ca

• VetCircle Community mobile application

• Membership, purchasing, rebate, educational, and consulting services

Together, these are referred to as our “Services.”

This Privacy Policy complements our Terms of Agreement, available at www.vetcircle.ca/terms-of-service, which governs membership obligations, fees, cancellations, rebates, confidentiality, and other contractual matters.

By using our Services, you acknowledge that you have read and understood this Privacy Policy. We obtain consent for the collection, use, and disclosure of personal information where required by law.

2. INFORMATION WE COLLECT

We may collect the following information to provide our Services:

Personal and Account Information

• Name, email address, telephone number, and business contact details.

• Veterinary hospital name, professional title, and account information.

• Membership, billing, and transaction information.

• Communications and inquiries submitted to VetCircle.

Business and Consulting Information

• Purchasing histories, supplier invoices, distributor reports, and inventory information.

• Revenue, expenses, profitability, and other financial information.

• Employee information, compensation, workplace policies, and HR documents.

• Staffing, scheduling, operational workflows, and management concerns.

• Other information voluntarily shared for assessments or consulting services.

Community Information

• Member profiles, posts, comments, and discussions.

• Messages exchanged between members.

• Documents, images, and files uploaded or shared.

Technical Information

• IP addresses, browser and device information.

• Login activity and usage data.

• Pages, features, and resources accessed or downloaded.

• Cookies and similar technologies used to improve functionality and security.

We collect information directly from you, automatically through our Services, or from authorized third parties, including participating suppliers and distributors.

3. HOW WE USE YOUR INFORMATION

VetCircle uses information to:

• Manage memberships, accounts, payments, and renewals.

• Provide access to our Community Dashboard, App, templates, documents, and educational resources.

• Allow members to communicate and share information.

• Review purchasing reports and calculate actual or potential supplier rebates.

• Identify purchasing consolidation opportunities and potential cost savings.

• Analyze financial performance and provide business recommendations.

• Provide HR guidance, management consulting, and operational support.

• Prepare customized assessments, reports, and consulting resources.

• Communicate membership updates, events, and educational opportunities.

• Improve our Services, maintain security, and provide member support.

We may also use aggregated or appropriately de-identified information to identify industry trends and improve our services without identifying individual members or disclosing confidential practice information.

4.COMMUNITY PARTICIPATION AND INFORMATION SHARING

The VetCircle Community Dashboard and App allow members to connect, exchange ideas, share professional experiences, and upload or download documents. Information you voluntarily share through your profile, posts, comments, messages, or uploaded materials may be accessible to other authorized members, depending on the platform’s features and access permissions. Members should be aware that other users may be able to save, download, copy, or share information posted within the Community.

Members are responsible for ensuring they have appropriate authorization before sharing confidential business information, employee records, client information, or other personal information.

VetCircle may remove content or restrict access when necessary to protect privacy, maintain community standards, or comply with applicable laws. Information shared privately with VetCircle for consulting purposes is separate from information voluntarily posted within the Community.

5. CONFIDENTIALITY OF MEMBER INFORMATION

VetCircle recognizes that members may share sensitive financial, purchasing, operational, and HR information when requesting our services. We take reasonable steps to protect this information and restrict access to authorized personnel and service providers who require it to deliver our Services. We do not share an individual member’s confidential financial reports, employee information, or private consulting discussions with other Community members without appropriate authorization. Where necessary to administer supplier programs, calculate rebates, verify purchasing eligibility, or coordinate requested services, we may share relevant information with participating suppliers, distributors, or professional service providers. These disclosures are limited to information reasonably necessary for the intended purpose and are subject to applicable privacy requirements. Our Terms of Agreement contain additional confidentiality obligations governing information exchanged between VetCircle and its members.

6. ADVISORY AND CONSULTING SERVICES

VetCircle provides purchasing analysis, rebate calculations, financial guidance, HR consulting, and veterinary practice management recommendations.

Our services are advisory in nature and do not replace professional advice from a licensed lawyer, accountant, financial advisor, or other appropriately qualified professional.

Rebate calculations and potential savings projections are estimates based on available information and applicable supplier programs, actual results may vary. Members remain responsible for their own business, financial, employment, legal, and operational decisions. Additional terms governing VetCircle’s services, warranties, and liability are outlined in our Terms of Agreement.

7. DISCLOSURE OF INFORMATION

VetCircle does not sell or rent its member lists or personal information. We may disclose information:

• To other Community members when you voluntarily share information through community features.

• To trusted service providers supporting our website, App, payments, communications, and operations.

• To participating suppliers and distributors for purchasing programs and rebate administration.

• To professional service providers involved in services requested by members.

• Where required by law or necessary to protect the rights, security, or safety of VetCircle or others.

• In connection with a business merger, acquisition, or transfer, subject to applicable legal requirements.

We may also disclose information with your consent.

8. THIRD-PARTY SERVICES AND DATA STORAGE

VetCircle may use third-party providers for website hosting, payment processing, communications, analytics, and customer support. These providers may process or store information in Canada or other countries, where different privacy laws may apply. We take reasonable steps to ensure appropriate privacy and security safeguards are maintained. Our Services may contain links to third-party websites or applications. VetCircle is not responsible for their independent privacy practices.

9. COOKIES AND DATA SECURITY

Our website and App may use cookies and similar technologies to maintain account sessions, remember preferences, improve functionality, and monitor security. You may manage cookies through your browser settings, although disabling certain cookies may affect website functionality. VetCircle uses reasonable administrative, technical, and organizational safeguards to protect personal information against unauthorized access, loss, misuse, or disclosure. However, no electronic system can guarantee complete security. Members are responsible for protecting their account credentials.

10. DATA RETENTION

VetCircle retains personal information only as long as reasonably necessary to provide our Services and meet applicable legal, accounting, and business obligations. Generally:

• Account information: Retained while your account remains active.

• Community content: Retained while your account is active, subject to available deletion options and applicable requirements.

• Technical and usage logs: Generally retained for up to 90 days, unless longer retention is necessary.

• Financial, purchasing, and consulting records: Retained as reasonably necessary to provide services, administer programs, and meet legal obligations.

Deleted information may remain temporarily in secure backups until those backups are overwritten or deleted.

11. ACCOUNT DELETION AND YOUR PRIVACY RIGHTS

You may request access to, correction of, or deletion of your personal information, subject to applicable legal requirements.

To delete your VetCircle Community account, you can fill out our Cancellation Form:

https://community.vetcircle.ca/delete-account

Or by emailing info@vetcircle.ca.

When an account is deleted, associated personal information will be removed or anonymized from active systems, subject to legal and operational retention requirements. Certain community contributions may remain where permitted, and information previously downloaded or copied by other members may remain outside VetCircle’s control.

If you cancel your membership before December 31, you will forfeit your rebates, as suppliers require a full calendar year of purchases to qualify. For more information about Membership Cancellations, please review our Membership Services Agreement.

12. MARKETING COMMUNICATIONS AND CONSENT

VetCircle may contact members about membership benefits, educational events, vendor programs, and other services where permitted by law.

You may unsubscribe from promotional emails at any time using the unsubscribe link or by contacting memberservices@vetcircle.ca.

Essential account, membership, and service-related communications may still be sent where permitted.

You may withdraw consent for certain uses of your personal information, subject to applicable legal and contractual restrictions.

13. AGE PRIVACY

VetCircle’s Services are intended for veterinary professionals and authorized users. Our Services are not intended for people under 18, and we do not knowingly collect personal information from people under that age. If we become aware that such information has been collected without appropriate authorization, we will take steps to delete it.

14. CHANGES TO THIS PRIVACY POLICY

VetCircle may update this Privacy Policy to reflect changes to our Services, business practices, technology, or applicable laws. Material changes will be communicated through our website, Community Dashboard, App, email, or another appropriate method. Where required by law, we will obtain additional consent before implementing material changes to how personal information is used or disclosed.

15. CONTACT INFORMATION

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:

VETCIRCLE INC.

Email: info@vetcircle.ca
Phone: (647) 250-0541
Website: www.vetcircle.ca

VetCircle will review and respond to privacy-related inquiries and complaints in accordance with applicable privacy laws.