Privacy Policy

Last updated: November 2025

VetShadow Ltd (“we”, “our”, “us”) informs you of this Privacy Policy regarding the collection and processing of personal data of users and clients that may be gathered while browsing, purchasing a product, or contracting a service through our website: www.vetshadow.com.

At VetShadow, we are committed to safeguarding your personal data and ensuring your privacy. This Privacy Policy explains how we collect, use, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and, where applicable, the EU General Data Protection Regulation (EU GDPR).

VetShadow Ltd is registered with the Information Commissioner’s Office (ICO) under registration number ZC016282.

Using this website implies the acceptance of this Privacy Policy and the terms included in the Legal Notice.

Data Controller

Name: VetShadow Ltd

Company No: 16788958
Registered in: England and Wales

Registered Office: 71–75 Shelton Street, London WC2H 9JQ, United Kingdom

Email: compliance@vetshadow.com

Website: www.vetshadow.com

Principles applied in data processing

VetShadow Ltd commits to apply the following principles when processing personal data:

Lawfulness, fairness and transparency: We will always request consent for the processing of personal data for one or more specific purposes that will be informed in advance with absolute transparency.

Data minimisation: Only data strictly necessary for the purpose(s) will be collected.

Storage limitation: Data will be kept only for the time necessary for the purpose for which it is processed. For subscriptions, we will periodically review inactive records and delete them as appropriate.

Integrity and confidentiality: Personal data will be processed in such a way as to ensure adequate security and confidentiality. We adopt appropriate technical and organisational measures to ensure data security and prevent unauthorised access, alteration or disclosure.

Collection of personal data

You are not required to provide any personal data to browse the website. You may voluntarily provide personal data in the following cases:

When purchasing a product or service.

When subscribing to a newsletter or filling out a contact form (managed via MailerLite).
Register as part of a client clinic team using our secure, self-hosted communication platform (Element).

Your rights

You have the right to:

Request access to your stored data.

Request correction or deletion.

Request restriction of processing.

Object to processing.
Lodge a complaint with the Information Commissioner’s Office (ICO) in the UK or the Agencia Española de Protección de Datos (AEPD) in Spain.

The right to data portability does not apply.

To exercise your rights, you must send a request with a copy of your identification document to: compliance@vetshadow.com

These rights do not apply to data that must be retained for legal, security or administrative reasons.

You also have the right to file a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been violated.

Purpose of processing personal data

When you contact us via the website, subscribe to a newsletter, or purchase a product/service, you are providing personal data, which may include: IP address, full name, postal address, email, phone number, and payment details. By providing this information, you consent to its use for the following purposes:

Information collection purposes:

We may collect and process personal data for the following purposes:

Service contracts: Full name, contact details, billing information — to manage commercial relationships, deliver services and handle invoicing.
Newsletter subscriptions: Name and email — to manage subscriptions and send professional updates or promotions (via MailerLite).
Client platform registration: Basic professional data to enable secure collaboration within clinic teams through our self-hosted Element platform running on private EU-based VPS servers.
Administrative and legal compliance: To comply with tax, accounting, or data protection obligations.
Website improvement: To analyse traffic and user behaviour for optimisation purposes.

We do not process or store data directly identifying clients or animal owners of veterinary practices. Any clinical information shared for support purposes remains within your private Element channels and is not stored or extracted by VetShadow. Clinical data used during consultations is anonymised (e.g., species, breed, age, sex, diagnosis, test results, etc.).

Other purposes:

Ensure compliance with legal conditions and website policies.

Improve and maintain service quality.

Manage the Owner’s social media presence (Facebook, LinkedIn, Instagram, etc.). In these cases, your data will be handled according to the respective social media’s privacy policies.

We do not process data directly identifying clients of veterinary practices. Clinical information is anonymised and only used for support purposes (e.g., species, breed, age, sex, diagnosis, test results, etc.).

Legal Basis for Processing

We process personal data on the following legal bases:
Your explicit consent (e.g., newsletter subscription).
Performance of a contract or pre-contractual measures (e.g., client support).
Legal obligation (e.g., invoicing or record keeping).
Legitimate interest (e.g., professional communication within client teams).

Data security

Vetshadow Ltd takes appropriate industry-standard precautions to protect your personal data against loss, misuse, unauthorised access, or alteration.

All operational systems—including Element, ERPNext, OnlyOffice, Nextcloud, n8n and Keycloak—are hosted on our own private VPS servers located in the European Union (IONOS). Communications through Element are end-to-end encrypted, and no third parties have access to your channels or content. We do not store identifiable clinical information on our servers.

Your data will be included in a mailing list file, managed by us, and will be used solely for the stated purposes. Vetshadow Ltd will not transfer personal data to third parties, unless legally obliged or contractually required (e.g. third-party service providers), and only with your express consent.

Occasionally, collaborations with other professionals may take place. In such cases, you will be informed and your consent will be requested.

External content and cookies

Pages on this website may include embedded content (e.g. videos, images, articles). Embedded content behaves the same way as visiting the original source.

These external sites may collect data, use cookies, embed third-party tracking, and monitor your interaction.

This website uses cookies. You can learn more in our Cookie Policy.

Legal basis for processing

The legal bases for processing your data are:

Your consent.

Execution of a contract or pre-contractual measures.

Compliance with legal obligations.

Categories of personal data collected

Identification data only.

No special categories of sensitive data are processed.

Data retention

Data is retained only for as long as necessary for the intended purpose or legal requirement:

Subscription or contact data: Until you unsubscribe or request deletion.
Billing data: As required by tax and accounting law (typically 5–6 years).

Inactive or obsolete data will be reviewed and securely deleted when no longer necessary.

Third-party data processors

Data Sharing and Third Parties

We only share data with third parties when strictly necessary and with proper safeguards:

Stripe: Secure online payments.
MailerLite / MailerSend: Newsletter and email distribution (servers in the EU or USA with adequate protections).
IONOS: hosting provider for our private VPS servers.
Google reCAPTCHA: Spam prevention on forms.
Google Analytics / DoubleClick: Website analytics and advertising cookies.

All internal services (Element, ERPNext, Nextcloud, OnlyOffice, Keycloak, n8n) are self-hosted on our EU-based VPS infrastructure. No third parties have access to clinical communications.

All providers are required to comply with data protection regulations and provide adequate protection.

International Transfers

As our communication and operational tools are fully self-hosted on EU-based servers, we do not transfer clinical communications or personal data to countries outside the UK/EU. Limited third-party transfers may occur for payment processing (Stripe) or email services (MailerLite/MailerSend), which rely on appropriate safeguards such as Standard Contractual Clauses (SCCs).

Google Analytics

Google LLC, USA
Used to analyse site usage via cookies. Data may be transmitted to Google servers in the USA.
More info: https://analytics.google.com

DoubleClick by Google

Google LLC, USA
Used to improve ad relevance.
More info: https://www.doubleclickbygoogle.com

Google Privacy Policy: https://policies.google.com/privacy
Cookie details: https://policies.google.com/technologies/cookies

Cookies and Tracking

Our website uses cookies to enhance user experience and collect analytical data.You can find full details and manage your preferences in our Cookie Policy.

Cookies may include:

Functional cookies (essential for website operation).
Analytical cookies (to measure traffic and performance).
Advertising cookies (only with consent).

You can manage your preferences or withdraw consent at any time via our Cookie Policy and the Complianz consent banner.

Social Media and External Links

VetShadow manages its social presence on platforms like Facebook, LinkedIn, or Instagram. If you interact with us on these platforms, your data will be subject to their privacy policies.

Our website may include embedded content (e.g., videos or articles), which behaves as if the visitor has visited the source website.

Security Measures

VetShadow uses industry-standard technical and organisational measures to protect data, including:

Encrypted communications (SSL/TLS).
Role-based access control in Element and ERPNext.
Regular security audits and restricted access to data.

All team members are trained in confidentiality and data protection.

Browsing behaviour

When browsing the site, non-identifiable data may be collected, such as IP address, location, pages visited, and user behaviour patterns. This data is used for statistical purposes and to improve the user experience.

Accuracy of data

You are responsible for the accuracy and validity of the data you provide. The Owner is not liable for any inaccuracies.

Acceptance and consent

By using this website, you acknowledge that you have been informed of this Privacy Policy and consent to the processing of your data.

To contact us, subscribe, or comment, you must accept this policy.

Changes to this Privacy Policy

Vetshadow Ltd reserves the right to update this policy to reflect changes in legislation or industry practices. Changes will be published and effective upon posting.