Data, privacy and the DPA

Your clinic is the controller of your clients' data; TailPlan processes it for you under the Data Processing Agreement (DPA 2.0, accepted at signup). For the shared card layer (which clinics a card links, consents), TailPlan is the controller on the owner's consent. Owners can read /privacy-owners.

Owner names, phones and e-mails, booking notes, inbox messages, microchip numbers and other free texts are stored encrypted with a key per clinic. Pet names, plans and dates are not encrypted (they are needed for reminders and reports). Two-factor protects staff accounts.

The clinic owner can download a CSV export of owners, pets, microchips and care items (Settings → Close our clinic account, step 1). Every download is logged.

Supabase (database, EU), Netlify (hosting), Twilio and Meta (WhatsApp/SMS), Telegram, Apple and Google (Wallet), Stripe (billing), Resend (e-mail), and Anthropic (the support chat in the cabinet, and optional AI help with import column names). The support chat receives your question with phone numbers, e-mails, microchips, IBANs, card numbers and links removed; never client records.

TailPlan's team receives clinic-level events (sign-up, import done, first cards sent, free month ending, plan started, payment failed, closure, card link answer time, support requests): clinic name, country, plan, practice software and counts only, never pet-owner data.