VIROMI CORP., a Washington C corporation doing business as PawQueue (“PawQueue,” “we,” “us,” or “our”), operates the PawQueue veterinary urgent care queue management platform and related services. This Privacy Policy describes how we collect, use, disclose, and protect your information when you use our platform, whether as a veterinary clinic (“Clinic”) or as a pet owner checking in for services (“Client”).
1. Information We Collect
1.1 Client Information (Pet Owners)
- Account Information — Name, email address, and phone number when you create an account or check in.
- Notification Preferences — Your choice of SMS, email, or both for queue updates.
- Digital Waiver Signatures — Electronic signatures, timestamp, and IP address when signing clinic waivers.
1.2 Pet Information
- Basic Information — Pet name, species, breed, weight, date of birth, and sex.
- Medical Information — Known conditions, allergies, current medications, spay/neuter status, and whether the pet is a previous patient.
- Symptom Information — Primary complaint, symptom categories, onset timeline, severity assessment, and vitals flags (consciousness, breathing, mobility, bleeding, vomiting, seizures).
- Photos — Images of your pet or relevant conditions uploaded during check-in.
1.3 Payment Information
Deposit payments are processed by Elavon, a PCI DSS Level 1 certified payment processor. Payment card information is entered directly into Elavon’s hosted payment interface. We never store, process, or have access to your full card numbers. We receive only a transaction identifier and payment status (succeeded, failed, or refunded).
1.4 Clinic Staff Information
- Account Information — Name, email address, and role (front desk, back of house, admin).
- Activity Data — Queue management actions, triage score adjustments, and audit trail entries.
1.5 Information Collected Automatically
- Usage Data — Pages visited, features used, timestamps, and interaction patterns.
- Device Information — Browser type, operating system, IP address, and device identifiers.
- Log Data — Authentication events, API requests, and error logs.
2. How We Use Your Information
- Queue Management — Manage check-ins, calculate triage priority scores, and track queue positions.
- Notifications — Send SMS and email updates about queue position, check-in status, and service readiness.
- Triage Prioritization — Calculate PACS (PawQueue Acuity Classification Score) based on reported symptoms and vitals.
- Payment Processing — Facilitate deposit payments through Elavon and track transaction status.
- Waiver Management — Present, collect, and store digital waivers and signatures for veterinary clinics.
- Security — Authenticate users, detect unauthorized access, and maintain audit trails.
- Improvement — Analyze usage patterns to improve platform features and performance.
- Legal Compliance — Meet regulatory and legal obligations.
3. How We Share Your Information
We do not sell your personal information.
3.1 With Your Veterinary Clinic
When you check in through PawQueue, your information (name, contact details, pet information, symptoms, and triage data) is shared with the veterinary clinic you are visiting. The clinic controls how this information is used for your pet’s care.
3.2 Service Providers
We share data with third-party service providers who assist in operating our platform, including Elavon (payments), Clerk (authentication), Telnyx (SMS), Resend (email), and Cloudflare (file storage).
3.3 Legal Requirements
We may disclose information when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
3.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.
4. Data Security
We implement technical and organizational measures to protect your information:
- Encryption in Transit — TLS 1.2 or higher for all connections.
- Access Controls — Role-based with multi-clinic isolation.
- Authentication — Clerk-managed with MFA support.
- Payment Security — PCI DSS Level 1 via Elavon.
- Audit Logging — Queue actions and access events tracked.
- File Storage — Cloudflare R2 with presigned URLs.
5. Veterinary Data
PawQueue collects and processes veterinary medical information (symptoms, vitals, medical history) to facilitate triage prioritization and queue management. Please note:
- Not a medical record system. PawQueue is not designed to serve as the official veterinary medical record. Your veterinary clinic maintains separate official records.
- HIPAA does not apply. HIPAA governs human health information only. However, we treat all veterinary and personal data with the same care and security standards.
- Triage is advisory. The PACS triage score assists staff in prioritization but does not constitute veterinary medical advice or diagnosis.
6. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations. Check-in records, triage data, and waiver signatures are retained for the duration of the clinic’s subscription. When data is no longer needed, it is securely deleted using industry-standard methods.
7. Your Rights
Depending on your jurisdiction, you may have the following rights:
- Access — Request a copy of the personal information we hold about you.
- Correction — Request correction of inaccurate personal information.
- Deletion — Request deletion of your personal information, subject to legal retention requirements.
- Data Portability — Request your data in a machine-readable format.
- Notification Preferences — Change or disable SMS and email notifications at any time through your account settings.
- Opt-Out — Opt out of non-essential data processing.
To exercise any of these rights, contact us at [email protected].
8. Children’s Privacy
PawQueue is designed for use by adults managing veterinary care for their pets. We do not knowingly collect personal information from children under 13. If a minor uses PawQueue, we assume they do so under the supervision of a parent or guardian who has accepted these terms.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on our platform.
- Sending a notification to your registered email address.
Your continued use of the platform after changes become effective constitutes acceptance of the updated policy.
10. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices: