Version: 2.0.0
Status: In force
Effective date: 2026-01-04
Data Controller: DIGIVET Sp. z o.o.

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1. General information

This Privacy Policy sets out the rules for processing and protecting personal data provided by Users in connection with the use of the DigiVet.pl website and veterinary services provided by DIGIVET Sp. z o.o.

We process personal data in accordance with the GDPR (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016). Providing personal data is generally voluntary; however, in certain cases it is necessary in order to make a booking and provide services.

2. Data Controller

DIGIVET Sp. z o.o.
ul. Krakowskie Przedmieście 132B, 32-087 Zielonki, Poland
Tax ID (NIP): 5130294907
REGON: 528874351

Contact for data protection matters:
Email: RODO@digivet.pl

3. Purposes and legal bases for processing

A. Booking and provision of veterinary appointments

Legal basis: Article 6(1)(b) GDPR (performance of a contract / taking steps at the request of the data subject prior to entering into a contract)

Scope of data:

• Name and surname
• Email address (required)
• Contact phone number (required)
• Address (optional, if provided)
• Pet data (e.g., species, breed, age, sex, name, microchip/tattoo number – if provided)
• Information necessary to provide the appointment (e.g., visit history at DigiVet)

Purpose: enabling online bookings via the DigiVet Booking System, communication related to appointments (confirmations, reminders, changes), scheduling and delivery of veterinary services.

B. Records related to veterinary services

Legal basis: Article 6(1)(c) GDPR (legal obligation) and Article 6(1)(f) GDPR (legitimate interest – continuity and quality of care, defence against claims)

Purpose: maintaining and storing records required by law, and ensuring continuity of care for animals.

C. Booking history and breaches of booking rules (No-Show)

Legal basis: Article 6(1)(f) GDPR (legitimate interest)

Purpose: protecting the availability of appointments for other patients and enforcing the rules of the DigiVet Booking Terms (including deposit requirements for clients with a No-Show history).

D. Client contact (inquiries, contact requests)

Legal basis: Article 6(1)(f) GDPR (legitimate interest – responding to inquiries and maintaining correspondence)

Scope of data: data voluntarily provided in the message or contact form (e.g., name, email, phone, content of the inquiry).

E. Newsletter / marketing communications

Legal basis: Article 6(1)(a) GDPR (consent)

Scope of data: email address.

You can withdraw your consent at any time (e.g., via the “unsubscribe” link in the email or by contacting: RODO@digivet.pl).

4. Data recipients (processors)

To operate the website and provide services, we may use external service providers (data processors), in particular for hosting, email delivery, telecommunications, and SMS notifications.

Examples of recipient categories:

• hosting and IT infrastructure providers (e.g., servers and website maintenance),
• email service providers,
• telecommunications providers (e.g., call handling),
• SMS delivery providers,
• analytics tool providers (if enabled and based on consent – see “Cookies”).

We do not sell personal data. Data may be shared only to the extent necessary to provide services and in accordance with applicable law.

5. Transfers outside the EEA

As a rule, we process data within the European Economic Area (EEA). If, in exceptional situations, personal data were to be transferred outside the EEA, we will ensure legally required safeguards (e.g., adequacy decisions or Standard Contractual Clauses).

6. Data retention

We retain personal data no longer than necessary for the purposes for which it is processed, including for the period required by law or until potential claims expire.

Data category	Example retention period
Bookings and appointment-related communication	as long as necessary to provide the appointment, settle payments and handle complaints/claims
Sales documents (e.g., invoices)	for the period required by tax and accounting regulations
No-Show history (deposit status)	generally up to 12 months from the last event, unless longer retention is required for claims
Newsletter	until consent is withdrawn
Contact inquiries	until the matter is handled plus a reasonable correspondence archiving period (e.g., for follow-up contact or defence against claims)

7. Your rights under the GDPR

You have the rights provided by the GDPR, in particular:

• the right of access (Article 15 GDPR),
• the right to rectification (Article 16 GDPR),
• the right to erasure (Article 17 GDPR) – subject to legal exceptions,
• the right to restriction of processing (Article 18 GDPR),
• the right to data portability (Article 20 GDPR),
• the right to object (Article 21 GDPR) – where processing is based on legitimate interest,
• the right to withdraw consent at any time – where processing is based on consent (without affecting the lawfulness of processing before withdrawal).

To exercise your rights, please contact: RODO@digivet.pl

You also have the right to lodge a complaint with the supervisory authority:
Personal Data Protection Office (UODO), ul. Stawki 2, 00-193 Warsaw, Poland.

8. Cookies

The website uses cookies to ensure proper operation and – optionally – for analytics purposes.

A. Necessary cookies

These cookies are required for the website to function properly (e.g., session handling, security) and do not require consent.

B. Analytics cookies (optional)

If enabled, they are used to analyse website traffic and improve the service. Depending on applicable regulations, they may require your consent. You can change cookie settings in your web browser at any time.

9. Data security

We apply technical and organisational measures to protect personal data that are appropriate to the risks of processing, including (where applicable) HTTPS encryption, access controls, backups, and incident response procedures.

10. Links to external websites

The website may contain links to other websites. These websites operate independently of DigiVet and may have their own privacy policies. We encourage you to review them.

11. Changes to this Privacy Policy

We may update this Privacy Policy due to changes in law, the development of the website, or organisational changes. The current version is always published on DigiVet.pl.

12. Contact

For any questions regarding personal data processing, please contact:
RODO@digivet.pl