Privacy Policy

ScoobyCares ("ScoobyCares", "we", "us", "our") provides a practice-management platform for veterinary clinics, hospitals and pet-care teams ("Clinics") around the world, including appointment booking, medical records, grooming, billing and an AI assistant ("ScoobyPaw"). This Privacy Policy explains what personal data we collect, why, and how it is handled when a Clinic or a pet parent uses ScoobyCares, wherever they are based.

Each Clinic that signs up for ScoobyCares is a separate, isolated tenant on our platform. If you are a pet parent, your pet's records and appointments are visible only to the specific Clinic you booked with and to ScoobyCares' own systems - never to any other clinic on the platform.

1. Who This Applies To

This Policy covers three kinds of people who interact with ScoobyCares:

• Clinic staff - clinic owners, doctors, receptionists, groomers and other team members a Clinic adds to its account.
• Pet parents - the customers of a Clinic who book appointments, grooming visits, and view their pets' records through ScoobyCares.
• Visitors - anyone browsing our public marketing site before signing up.

2. Information We Collect

Account information

Name, phone number, email address, role (pet parent, doctor, staff, groomer), and clinic/branch affiliation. Phone number is our primary login identifier, since it is what every Clinic already has on file for its customers and staff.

Pet and medical information

Pet details (species, breed, age, weight), appointment history, diagnoses, treatment notes, prescriptions, lab reports, X-rays and other medical documents your Clinic's doctor records during a consultation, and vaccination records.

Location information

For home-visit grooming and, where offered, home-visit consultations, we collect the address you provide and, only while a visit is actively in progress, the assigned groomer's live GPS location - used to show your Clinic and you that the groomer is on the way and to detect arrival. Location sharing stops automatically once the visit is marked complete or cancelled.

Payment information

Invoice and payment records (amounts, payment method, payment status) for services booked through your Clinic. ScoobyCares does not store full card numbers; payments are processed by your Clinic's chosen payment method (for example UPI) or collected directly by the Clinic in cash or card at the time of service.

Communications with ScoobyPaw (our AI assistant)

Questions you type to ScoobyPaw and the answers it gives, so that conversations can stay contextual and so your Clinic can review how the assistant is being used. See Section 5 below for how these questions are processed.

Usage and device information

Standard technical data such as IP address, browser type, device type and pages visited, collected automatically to keep the platform secure and working correctly.

Automated notifications

Booking confirmations, reminders, and status updates (appointment, grooming, invoice) are sent from no-reply@scoobycares.com - an automated address that does not accept incoming mail. For any question, write to ratnakololagi@scoobycares.com instead.

3. How We Use Information

• To provide the core service: bookings, records, billing, grooming assignment and tracking, and notifications.
• To let your Clinic's staff and doctors deliver care to your pet.
• To answer questions through ScoobyPaw using your pet's own record, your Clinic's FAQs, or general pet-care knowledge.
• To secure accounts, detect abuse, and maintain the reliability of the platform.
• To send booking confirmations, reminders and status updates (for example, "your groomer is on the way").
• To improve ScoobyCares based on aggregated, non-identifying usage patterns.

4. Who We Share Information With

We do not sell personal data. We share it only in these situations:

• Within your Clinic: staff and doctors at the specific Clinic you use can see the records relevant to their role (for example, a receptionist sees bookings; a doctor sees medical history for pets they treat).
• Service providers: infrastructure providers (hosting, database, file storage) and the AI provider described in Section 5, all bound to only use data to provide their service to us.
• Legal requirements: if required by law, regulation, or a valid legal process.
• Business transfers: if ScoobyCares is involved in a merger, acquisition, or sale of assets, with notice to affected users.

We never share one Clinic's data with another Clinic on the platform.

5. ScoobyPaw AI and Third-Party AI Processing

Some ScoobyPaw responses are generated using a third-party AI language model provider. When this happens, the text of your question (and, where relevant, non-identifying context needed to answer it) is sent to that provider to generate a response; it is processed to return an answer and is not used by ScoobyCares to build an advertising profile of you.

6. Data Security

• Passwords are stored using industry-standard one-way hashing - ScoobyCares staff cannot see your actual password.
• Access to a Clinic's data is restricted to that Clinic's own authenticated staff and the pet parents who belong to it.
• We recommend every account holder set a unique password (rather than keeping a default one) and never share login credentials.

No online system can be guaranteed 100% secure. We work to protect your information but cannot guarantee absolute security of data transmitted to or stored on our platform.

7. Data Retention

We retain account and medical records for as long as your Clinic's account is active, and afterwards for as long as needed to comply with applicable record-keeping obligations (medical records in particular are often subject to minimum retention periods) or to resolve disputes. A Clinic that closes its account can request deletion of data that isn't otherwise required to be retained.

8. Your Rights

Depending on your location, you may have the right to:

• Request a copy of the personal data we hold about you.
• Ask us to correct inaccurate information.
• Ask us to delete your data, subject to legal/medical record-keeping requirements.
• Withdraw consent for non-essential processing where consent is the basis for it.

To exercise any of these, contact your Clinic directly (they control day-to-day access to your records) or write to us at ratnakololagi@scoobycares.com. This applies equally whether your Clinic is based in India or elsewhere - data protection laws vary by country, and we aim to honor the strongest applicable standard for your request.

9. Children's Privacy

ScoobyCares is a platform for booking and managing pet care and is not directed at children. Accounts are created by adult pet parents or Clinic staff.

10. Cookies

We use cookies to keep you signed in and to keep the platform secure (for example, CSRF protection). See our Cookie Policy for details.

11. Changes to This Policy

We may update this Policy from time to time. Material changes will be announced on this page with an updated "Last updated" date above.

12. Contact Us

Questions about this Policy or your data can be sent to ratnakololagi@scoobycares.com. We work with clinics internationally, so reach out in whichever language is easiest for you and we'll do our best to help.