Spotlight Privacy Policy

Effective Date: October 1, 2025

At Spotlight, we believe clinic and client data belong to the clinic and the client. We use your information only to provide the services your veterinary team has chosen—never for advertising and never for resale.

This Privacy Policy explains how iVet Marketing DBA Digital Empathy (“Digital Empathy,” “we,” “our,” or “us”) collects, uses, discloses, and protects personal information when you use the Spotlight service and website (www.spotlightvet.com) (collectively, the “Service”).

By using Spotlight, veterinary practices (“Clinics”) and pet owners (“Pet Owners”) acknowledge and agree to the terms of this Policy.

Scope and Applicability

This Policy applies to both:

  • Clinics that subscribe to Spotlight and use it to collect and manage client and patient information, and
  • Pet Owners who complete Spotlight forms at the request of their veterinary clinic.

Spotlight facilitates communication and data collection for veterinary care but is not a medical provider and does not make clinical decisions or recommendations.

Accessibility and Notice at Collection

This Privacy Policy is accessible:

  • On the Spotlight website homepage, and
  • Linked from any digital form or interface where information is collected.

When we collect information, we provide notice of:

  • The categories of information being collected, and
  • The purposes for which it will be used.

Roles and Data Responsibility

  • Clinics act as the data controllers, determining what client and patient data is collected and how it is used.
  • Digital Empathy acts as the data processor, handling data solely on behalf of Clinics and in accordance with their instructions.

When a Pet Owner completes a Spotlight form, the information is provided to the requesting Clinic. Digital Empathy does not establish a direct commercial or medical relationship with Pet Owners.

Information We Collect

a. Information from Clinics

  • Clinic name, address, and contact information
  • Staff contact names and email addresses
  • PIMS data necessary to generate customized forms (e.g., client and pet names, contact info, appointment details)

b. Information from Pet Owners

  • Pet health and behavior updates (e.g., eating, drinking, urination, bowel movements, energy level, mood)
  • Context for upcoming appointments or visit preferences
  • Optional information shared through comments or responses

c. Automatically Collected Information

  • Device type, browser, and operating system
  • Access times, pages viewed, IP address, and technical errors
  • Limited analytics data to monitor system performance and reliability

Spotlight uses cookies and similar technologies only for essential functionality and performance monitoring, not for advertising or tracking across sites.

How We Use Information

We use information to:

  • Deliver and improve the Spotlight Service
  • Prepopulate and send digital forms for Clinic use
  • Write collected data back into the Clinic’s PIMS
  • Send appointment-related or follow-up communications
  • Monitor performance, ensure security, and prevent fraud
  • Comply with applicable laws or respond to legal requests

We do not sell, rent, or use personal data for unrelated marketing purposes.

Information Sharing

We may share information:

  • With Clinics: Information submitted by Pet Owners is returned to the Clinic that requested it.
  • With Service Providers: Limited sharing with vendors (e.g., hosting, data connectors, email/SMS delivery) bound by confidentiality and security obligations.
  • For Legal Compliance: If required by law or to protect rights, safety, or property.
  • With Consent: When a Clinic or Pet Owner explicitly authorizes additional sharing.

We do not sell or trade identifiable information for any purpose.

Cookies and Analytics

Spotlight uses minimal cookies or similar technologies to:

  • Authenticate and secure the connection between users and forms, 
  • Measure system reliability and usage patterns, and 
  • Improve Service functionality.

Users can adjust browser settings to refuse cookies, but doing so may affect form performance.

Data Retention and Deletion

Spotlight retains data only as long as necessary to provide the Service.

  • Data tied to a Clinic’s PIMS record is permanently deleted upon termination of the Clinic’s Spotlight account. 
  • Backups and logs are securely purged on a rolling schedule.

Data Security

Digital Empathy maintains reasonable administrative, technical, and physical safeguards, including:

  • Encryption of data in transit and at rest 
  • Role-based access controls for authorized staff 
  • Routine internal security audits and vulnerability monitoring 
  • Secure processing and storage using Amazon Web Services (AWS) in the United States

While no system is perfectly secure, we implement measures designed to protect information against unauthorized access, loss, or misuse.

Veterinary Data Disclaimer

Spotlight supports veterinary practices only and does not collect or manage human medical information. Veterinary data is not subject to HIPAA or human healthcare privacy laws. All health-related information processed by Spotlight pertains solely to animal patients.

Communications, SMS, and TCPA Compliance

Spotlight may send emails or text messages for:

  • Transactional purposes: appointment reminders, confirmations, or updates, and 
  • Promotional purposes: service updates or educational content (only with prior consent).

We comply with the Telephone Consumer Protection Act (TCPA) and related regulations:

  • Opt-In: Clinics must ensure Pet Owners have consented before Spotlight sends messages on their behalf. 
  • Opt-Out: Recipients can reply “STOP” to opt out of SMS or follow unsubscribe links in emails.

Message frequency may vary. Standard carrier rates apply.

Your Rights

a. U.S. Residents

Residents of certain states (including California, Virginia, Colorado, and others) may have rights to access, delete, correct, or opt out of certain processing. Requests should be directed to the applicable Clinic or to Digital Empathy at support@digitalempathyinc.com.

b. Canadian Residents

Canadian users may request to:

  • Know whether we hold their personal data and how it is used 
  • Access or correct that data 
  • Withdraw consent to processing (where applicable) 

c. EU, EEA, UK, and International Users

Personal data collected internationally is transferred to and processed in the United States. By using the Service, you consent to this transfer. Digital Empathy implements safeguards consistent with applicable data-transfer requirements.

Children’s Privacy

Spotlight is not intended for use by children under 13 years old. We do not knowingly collect information from minors. If a child’s data is inadvertently provided, contact support@digitalempathyinc.com for prompt deletion.

Policy Updates

We may update this Policy periodically. The effective date above will always reflect the latest version. Clinics will be notified of material changes via email or in-product notice. Continued use of the Service after changes constitutes acceptance of the revised terms.

Contact Us

Digital Empathy
Email: support@digitalempathyinc.com
Website: www.spotlightvet.com