Legal

Privacy Notice

Last updated: 12-07-2026

This Privacy Notice explains how MaxVet (“we”, “us”, “our”), the clinic portal of the MaxPet platform accessible at maxvet.co.uk, collects, uses, shares and protects personal data, and the rights you have. We handle information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It should be read together with our Cookie Policy and Terms & Conditions.

On this page Who we are Who this is for Data we collect How we use it Client & patient data Who we share with Transfers Retention Security Your rights

1. Who we are

MaxVet is the veterinary-clinic portal of the MaxPet platform, operated by MaxPet Limited, a company registered in England and Wales. For the personal data described in this notice, MaxPet Limited is the “data controller” in respect of clinic accounts and the running of the service. Our company registration number, registered office address and Information Commissioner’s Office (ICO) registration number will be published here once available. If you have any questions, or wish to exercise your rights, contact us at [email protected].

2. Who this notice is for

This notice is primarily for the veterinary professionals and practice staff who hold a MaxVet clinic account (clinic owners, veterinary surgeons, nurses and reception staff). It also explains how we handle the client and patient information a clinic can access through the platform. Pet owners (clients) using the MaxPet app should read the MaxPet Privacy Notice.

3. The personal data we collect

Category	What it includes	Why
Clinic account	Your name, work email address, a securely hashed password, and your role in the clinic (owner, manager, vet, nurse, reception).	To create and secure your account and let you sign in.
Clinic details	Your practice name, and any address and phone number you choose to enter.	To set up your clinic workspace and label appointments you send.
Client & patient records you access	For pets whose owner has added your clinic to their care team: the owner-logged health record (e.g. weight, diet, symptoms, medication, activity) and the owner’s name and contact details.	To let your clinic review the record and send appointments — see section 5.
Client invitations	The email address (and any name) you enter when you invite a new client, plus any appointment details you propose.	To send the invitation you request.
Technical / connection data	Your IP address, approximate country, the pages you request, date and time, and your browser/device type — processed at the network edge by our provider Cloudflare.	To route requests, deliver the site securely and prevent abuse.

We do not seek to collect special-category personal data about you, and ask that you do not enter such data into free-text fields.

4. How we use your data and our lawful bases

To provide the service (your account, your clinic workspace, viewing connected patients, sending appointments) — lawful basis: performance of a contract with you, and our legitimate interests in providing a clinic tool.
To keep the service secure and working (security logging, bot and abuse prevention, diagnosing problems) — lawful basis: our legitimate interests in a safe, reliable service.
To send service emails (team invitations, client invitations and password resets you request) — lawful basis: performance of a contract / legitimate interests.

5. Client and patient data

A clinic can only see a pet’s record after the pet’s owner has added that clinic to the pet’s care team in the MaxPet app. Access is granted by the owner, is limited to what the owner shares, and the owner can revoke it at any time. We provide access under the owner’s instruction; we do not sell client or patient data or use it for advertising.

When your clinic accesses or uses a client’s information for your own professional purposes (for example, preparing for a consult or contacting a client), your clinic acts as a data controller in its own right and is responsible for handling that information lawfully and in line with your professional obligations. When you invite a new client, you confirm you have a proper basis to contact them.

6. Cookies

MaxVet uses only strictly necessary cookies to keep you signed in and to protect forms — it does not use advertising or analytics cookies, and shows no cookie banner because no optional cookies are set. Full details are in our Cookie Policy.

We do not sell your personal data or share it with advertisers. We share it only as follows:

Within your clinic — colleagues you or your clinic owner add to the clinic can see the clinic workspace and connected patients, according to their role.
Service providers (processors) acting on our instructions: Cloudflare (website and application hosting, database, content delivery, and bot/abuse protection), and Resend (to deliver service emails such as invitations and password resets).
If required by law — to comply with a legal obligation or to protect our rights or the safety of others.

8. International transfers

Our hosting is UK/EU-based. Some providers (such as Cloudflare and Resend) may process limited data, for example your IP address, on servers outside the UK. Where that happens, the transfer is protected by appropriate safeguards recognised under UK law, such as the UK International Data Transfer Agreement / Addendum or an adequacy decision.

9. How long we keep your data

We keep your clinic account and clinic details for as long as your account is active. If you close your account, or ask us to, we will delete or anonymise your personal data within a reasonable period, except where we must keep limited information to meet a legal obligation. Records belonging to a client’s pet remain the client’s and are governed by the MaxPet Privacy Notice; your access ends when the client removes your clinic from the care team.

10. How we protect your data

The site is served only over encrypted connections (HTTPS with HSTS); passwords are stored only in hashed form; sessions use Secure, HttpOnly cookies; forms are protected against cross-site request forgery; a strict Content Security Policy is enforced; and access to any pet’s record is controlled server-side by owner-granted care-team permissions. No system can be guaranteed 100% secure, but we take reasonable technical and organisational measures to protect your information.

11. Your rights

Under UK data protection law you have the right to: access a copy of your data; have inaccurate data corrected; have your data erased; restrict or object to certain processing; data portability; and withdraw consent where we rely on it. To exercise any of these, contact [email protected].

If you are unhappy with how we handle your data, you can complain to the UK regulator, the Information Commissioner’s Office (ICO), at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first.

12. Children

MaxVet is a professional tool intended for adults working in veterinary practice. We do not knowingly collect personal data from children.

13. Changes to this notice

We may update this Privacy Notice from time to time. Any changes will be posted on this page with a revised “last updated” date.

14. Contact

For any privacy questions or requests, contact us at [email protected].