Declaração de privacidade da agenda online

With the Vet-Files online agenda, you book an appointment with your vet and manage your details and those of your animals. This statement explains which data is processed in doing so, by whom and why.

1. Who is responsible?

The practice where you book an appointment or have an account is responsible for your data (the controller). Your data is stored in that practice’s database, and the practice decides what happens to it and how long it is kept.

MillerFox BV, the supplier of Vet-Files, runs the online agenda on behalf of the practice (the processor). MillerFox only uses your data to make the agenda work for the practice. You will find the details of MillerFox BV in the legal information.

If you have questions about your data, contact your practice.

2. What data?

• When you create an account or update your profile: surname, first name, title, address, country, phone and mobile numbers, email address, language, and your preferences for the newsletter and for reminders by email or text message. Optionally your national register number: the practice uses it to identify you (for example with your eID) and for documents in which it is required, such as when a dog or cat changes owner.
• When you book an appointment as a guest: surname, first name, address, country, phone, email address, and for your animal its name, sex, date of birth and breed.
• For an appointment: the practice, the vet, the type of appointment, date and time, the animal, and the reason for your visit as you type it yourself.
• About your animals: name, species, breed, sex, date of birth, coat type and colour, microchip number, passport number, and a photo if you upload one.
• If the practice offers them: your orders in the webshop, and the messages you send to the practice (these are only emailed, not stored).
• Technical: the time of your last login and, for certain events, a short line in the practice’s log (for example a booking attempt or a failed login, with your name, client number or email address).

In the reason for your visit, only type what the practice needs to prepare the appointment.

3. What for?

• making, rescheduling and cancelling your appointments, and confirming them by email;
• managing your account and your details at the practice;
• reminding you of an appointment by email or text message, if you allowed this;
• handling orders and messages to the practice, if the practice offers them;
• securing the agenda and preventing misuse.

As a rule, the practice does this to carry out the appointment with you (Art. 6(1)(b) GDPR), and for reminders and the newsletter on the basis of your choice in your profile, which you can change at any time.

4. Who receives your data?

• The practice and its staff.
• MillerFox BV, as processor. The agenda runs on MillerFox servers in Belgium, at Combell.
• Service providers engaged by MillerFox:
  • MessageBird (Netherlands), for text message reminders: mobile number, name, practice, date and time, name of the animal;
  • bpost (Belgium) and PDOK (Netherlands), to complete your address: only what you type in the address field.
• Services the practice connects itself: if your practice connects the agenda to other software or services, for example its own calendar or telephony, the necessary data also goes there. This is set out in the practice’s privacy statement.
• No one else during an ordinary visit: the agenda does not load fonts, maps, statistics or other files from third parties. If you click "Show on map" for the practice, you open Google Maps in a new window; from then on, Google’s rules apply.

Your data is not sold and not used for advertising.

5. How long?

The practice decides how long your data and appointments are kept. The agenda’s log is automatically erased after 12 months. MillerFox keeps technical server logs for about 3 months.

6. Cookies and storage in your browser

• Session cookie (JSESSIONID): keeps you logged in; expires after 65 minutes of inactivity. Necessary.
• Practice key (local storage, vet_id): remembers which practice you opened, so the agenda shows it again next time. Contains no personal data.

The agenda does not use cookies for statistics or advertising, and no third-party cookies.

7. Appointments through an AI assistant

If you book an appointment through an AI assistant (for example Claude or ChatGPT), you use the "Vet-Files afspraken" connector. What happens then is described in the connector’s privacy statement (in Dutch).

8. Your rights

You can access your data, have it corrected or erased, object to or restrict its processing, and request your data to take it elsewhere. You can change most of your profile and your animals yourself in the agenda. For everything else, contact your practice; MillerFox helps the practice with this.

If you disagree with how your data is processed, you can lodge a complaint with the Belgian Data Protection Authority (www.dataprotectionauthority.be).

9. Changes

This statement may change, for example when the agenda gets new features. The date at the top shows the version in force.