Privacy Policy

Responsible Party

Vet Clinical Consulting

Danja Grehn

Thurgau, Switzerland / Hamburg, Germany

Email: [email protected]

Legal Bases for Processing

Where the GDPR applies, we process personal data on the following legal bases (Art. 6 GDPR); the equivalent principles under the Swiss FADP apply in parallel:

• Performance of a contract (Art. 6(1)(b)): to carry out the case review or consultation you request.
• Consent (Art. 6(1)(a)): for example when you submit case materials, accept non-essential cookies, or consent to the international transfer of your data.
• Legitimate interests (Art. 6(1)(f)): to operate and secure this website, respond to enquiries, and keep records necessary to defend against potential legal claims.
• Legal obligation (Art. 6(1)(c)): where we are required to retain certain data under applicable law.

Collection and Processing of Personal Data

When visiting this website, technical information may be automatically collected, including:

• IP address
• Browser type
• Operating system
• Date and time of access
• Pages visited

This data is used exclusively for the technical provision and security of the website.

Contact and Case Submissions

When you contact us by email or contact form, the data you provide will be used exclusively to process your enquiry and, where applicable, to deliver the requested case review.

Case materials you submit (such as medical records, laboratory results, imaging, and correspondence) may contain personal data relating to you and to the animal’s owner, including name, contact details, and occasionally financial information. We process this data solely for the purpose of the requested service and apply the principle of data minimization.

By submitting such materials, you confirm that you are authorized to share them and, where the records concern another person (for example the animal’s owner), that you have obtained their consent. This data will not be shared with third parties without your explicit consent, except with the service providers described below who process data on our behalf.

Cookies and Consent

This website uses only strictly necessary cookies by default. Non-essential cookies (for example analytics) are set only after you provide consent through our cookie banner.

You can review or change your choice at any time via the “Cookie settings” link in the footer, and your consent is recorded for compliance purposes. You can also disable cookies in your browser settings.

Analytics and Third-Party Tools

Where used, services such as web analytics or embedded fonts may process data. Such non-essential tools are activated only with your consent.

The privacy policies of the respective providers apply in addition to this policy.

Service Providers (Sub-Processors)

We use a limited number of carefully selected service providers who process personal data on our behalf under appropriate data-processing agreements. These include:

• Website and file hosting / cloud storage (used to operate the website and store submitted materials; servers may be located in Switzerland, the EU, or the United States).
• Email service providers (used to receive and respond to your enquiries).
• Digital and AI-based tools used strictly for supportive functions (see “Data Processing & Security” below).

A current list of relevant service providers and their processing locations is available on request at [email protected].

International Data Transfers (including the USA)

Because we serve clients internationally and use service providers that may store or process data outside Switzerland and the EEA — including in the United States — your personal data may be transferred to countries that do not provide a level of data protection equivalent to Swiss or EU law.

Where such transfers occur, we rely on appropriate safeguards as required under the FADP and GDPR, which may include:

• the European Commission’s Standard Contractual Clauses (SCCs) and the Swiss addendum recognized by the Swiss Federal Data Protection and Information Commissioner (FDPIC);
• reliance on the EU–U.S. and Swiss–U.S. Data Privacy Framework where a provider is certified;
• your explicit consent to the transfer, where required.

If you submit a case from the United States or another country, you acknowledge and consent that your data may be processed in Switzerland and in other jurisdictions in order to deliver the requested service.

SSL Encryption

This website uses SSL/TLS encryption to protect confidential content.

Data Processing & Security — Digital and AI Tools

Personal data contained in submitted records may be processed using selected digital, cloud or AI-based tools where necessary to provide the requested service, including document organization and scientific literature research.

Vet Clinical Consulting remains responsible for the processing of personal data and applies appropriate technical and organizational measures to protect confidentiality and security.

• Human Clinical Oversight: AI-supported processing is limited to supportive functions. Final clinical assessments and recommendations are made by a veterinarian.
• Model Training: Where AI services are used, Vet Clinical Consulting uses available contractual and technical settings intended to prevent client data from being used to train general-purpose or public AI models.
• External Providers: Service providers are selected with regard to applicable data-protection requirements and confidentiality obligations.
• International Data Transfers: Where personal data are processed outside Switzerland or the EEA, appropriate safeguards are applied as described in the section above.

Data Retention

We retain personal data only for as long as necessary for the purposes described in this policy:

• Case files and reports: retained for up to 10 years after completion of the case, consistent with professional record-keeping and the period during which potential liability claims may arise, unless a shorter period is agreed or a longer period is legally required.
• Contact enquiries that do not lead to a case: retained for up to 12 months and then deleted.
• Technical website logs: retained for a short period for security purposes and then deleted or anonymized.

When data is no longer required, it is securely deleted or anonymized.

Your Rights

Subject to applicable law, you have the right to:

• Access your stored data
• Correct inaccurate data
• Delete your data
• Restrict processing
• Object to processing based on legitimate interests
• Receive your data in a portable format (data portability)
• Withdraw consent at any time, without affecting the lawfulness of prior processing

You also have the right to lodge a complaint with a supervisory authority — in Switzerland, the Federal Data Protection and Information Commissioner (FDPIC); in the EU, your national data protection authority.

Please direct enquiries to: [email protected]

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version published on this website applies. Material changes will be indicated by updating the “Last updated” date above.