Privacy Policy
We collect information you give us to book and deliver your appointment. We do not sell your data. We share it only with the partners needed to deliver your service — our reading service, payment processor, and scheduling platform. Your pet's report is shared with your veterinarian only with your active consent. You can request deletion of your data at any time.
1. Information We Collect
1.1 Information You Provide Directly
| Category | Data Collected | When Collected |
|---|---|---|
| Owner Information | Full name, email address, phone number, home address, ZIP code | At booking |
| Pet Information | Pet name, species, breed, age, weight, sex, microchip ID | At booking |
| Medical History | Known conditions, current medications, allergies, chief complaint, prior imaging, behavioral history | At booking |
| Payment Information | Payment method details — processed by Stripe; we do not store card numbers | At checkout |
| Veterinarian Information | DVM name, clinic, email address (if provided) | At booking — optional |
| Consent Records | Acknowledgment of fur shaving, terms, not-for-diagnostic use, report sharing consent | At booking |
| Donation Information | Contribution amount and optional beneficiary story consent | At checkout — optional |
| Communications | Emails, messages, or calls you send to us | When you contact us |
1.2 Information Collected Automatically
- IP address and browser type when you visit our website
- Pages visited, time spent, and links clicked via Squarespace analytics
- Appointment history and booking patterns
- Email open and click data via our email service provider
1.3 Imaging Data
Ultrasound images acquired during your appointment are transmitted to our reading service partner for radiologist interpretation. A copy may be retained in our secure archive for prior comparison on future visits. Imaging data is associated with your booking record, which includes your name, address, and pet information. Images are linked to your account and are not anonymized.
2. How We Use Your Information
| Purpose | Data Used | Type of Use |
|---|---|---|
| Book and deliver your appointment | Owner info, pet info, medical history, payment | Necessary to perform the service |
| Send confirmation and reminder communications | Email, phone, appointment details | Necessary to perform the service |
| Deliver your radiologist report | Email, pet info, imaging data | Necessary to perform the service |
| Share report with your veterinarian | DVM email, report | Your affirmative consent only |
| Process your payment | Payment information via Stripe | Necessary to perform the service |
| Annual recall and follow-up communications | Email, pet info, appointment history | Optional — you may opt out at any time |
| Donor follow-up and beneficiary story sharing | Email, donation record | Your separate, affirmative consent only |
| Community Care program administration | Donation amounts, case records | Necessary for program operation |
| Improve our services | Anonymized appointment and outcome data | Internal operational use |
| Legal compliance and dispute resolution | All records as required | Legal obligation |
We do not use your information for automated decision-making, profiling, or artificial intelligence training. We do not sell, rent, or trade your personal information.
3. How We Share Your Information
We do not sell, rent, or trade your personal information. We share data only as described below.
3.1 Reading Service Partners
Your pet's imaging data, medical history, and relevant demographic information (species, breed, age) are shared with our veterinary radiologist reading service partner for the purpose of report interpretation. Our reading service partners operate under data confidentiality agreements.
3.2 Payment Processor
Payment information is processed by Stripe, Inc. We share only the information necessary to process your transaction. Stripe's privacy policy is available at stripe.com/privacy.
3.3 Scheduling Platform
Appointment booking data is processed through our scheduling platform. Your name, email, phone number, and appointment details are stored in that platform. We will update this section if our scheduling platform changes.
3.4 Website Platform
Our website is hosted on Squarespace. Basic analytics and form data may be processed by Squarespace. Squarespace's privacy policy is available at squarespace.com/privacy.
3.5 Email Service Provider
We use Mailchimp to deliver marketing and recall communications. Your email address is processed through Mailchimp for delivery purposes. Mailchimp's privacy policy is available at mailchimp.com/legal/privacy. Transactional emails (booking confirmations, report delivery) are sent through Squarespace.
3.6 Your Veterinarian
Your pet's radiologist report will be shared with your veterinarian's office only if you actively consent by checking the opt-in box during booking. Providing your veterinarian's email address alone does not authorize report sharing. You may withdraw this consent before your appointment by contacting us at hello@solarapetimaging.com. Withdrawal cannot retract reports already delivered under your prior consent.
3.7 Legal Requirements
We may disclose your information if required by law, court order, or government authority, or to protect the rights, property, or safety of Solara Pet Imaging, our customers, or others.
4. Data Retention
| Data Type | Retention Period | Reason |
|---|---|---|
| Booking and appointment records | 3 years from last appointment | Business records and dispute resolution |
| Pet medical history and intake forms | 3 years from last appointment | Prior comparison and continuity of care |
| Imaging studies (in archive) | 3 years from exam date | Prior comparison; aligned with Florida veterinary recordkeeping requirements |
| Consent records | 3 years from booking date | Legal compliance |
| Payment records | 7 years | Tax and accounting requirements |
| Email communications | 2 years | Customer service and dispute resolution |
| Donation records | 7 years | Financial record requirements |
| Marketing preferences | Until opt-out or deletion request | Communication management |
Retention periods may be extended where required by law, active legal proceedings, or insurance claims. Suppression lists (opt-outs) are retained indefinitely to honor your preferences.
5. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encrypted data transmission (HTTPS/TLS) for all website communications
- Encrypted storage for sensitive data at rest
- Access controls limiting data access to authorized personnel only
- Secure cloud infrastructure and regular security reviews
Veterinary imaging data handled by Solara Pet Imaging is not subject to HIPAA, as it relates to animals and not human patients. We handle all patient data with the same care and security standards we would apply to sensitive health-adjacent information.
No method of electronic transmission or storage is 100% secure. In the event of a data breach affecting your personal information, we will notify you as required by the Florida Information Protection Act (Fla. Stat. § 501.171) — within 30 days of discovery for affected individuals, and within 10 days for required vendor notifications.
6. Your Rights
You have the following rights regarding your personal information:
- Access — request a copy of the personal information we hold about you and your pet
- Correction — request correction of inaccurate or incomplete information
- Deletion — request deletion of your personal information, subject to legal retention requirements
- Opt-Out of Marketing — unsubscribe from marketing emails at any time using the unsubscribe link in any email or by contacting us
- Data Portability — request your data in a portable format
- Withdraw Consent — withdraw consent for optional data uses including DVM report sharing and marketing communications
To exercise any of these rights, contact us at privacy@solarapetimaging.com. We will verify your identity before processing your request and respond within 30 days. Some rights may be subject to legal exceptions — we will explain any applicable limitations when we respond.
7. Cookies and Tracking
Our website uses cookies and similar tracking technologies through Squarespace, our website platform. These include:
- Essential cookies — required for website functionality and booking flow
- Analytics cookies — help us understand how visitors use our site; data is aggregated and anonymized
You can control cookie settings through your browser preferences. Disabling cookies may affect website functionality including the booking process.
8. Children's Privacy
Our services are intended for adults (18+) booking on behalf of their pets. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected such information, we will delete it promptly. If you believe we may have collected information from a child, please contact us at privacy@solarapetimaging.com.
9. Florida Privacy Rights
Florida residents have privacy rights under applicable Florida law, including the Florida Information Protection Act (Fla. Stat. § 501.171). If you are a Florida resident and wish to exercise any privacy rights, contact us at privacy@solarapetimaging.com. We will respond to verified requests within the timeframe required by applicable law.
Solara Pet Imaging does not meet the controller thresholds of the Florida Digital Bill of Rights (Fla. Stat. § 501.703) and is not subject to those provisions at this time.
10. Changes to This Policy
We may update this Privacy Policy periodically. For material changes — including changes to what data we collect, how we use it, or who we share it with — we will notify active customers by email at least 14 days before the changes take effect.
For non-material updates (such as contact information or formatting changes), the revised policy will be posted on our website with an updated effective date. Your continued use of our services after the effective date constitutes acceptance of the updated policy for future bookings.
11. Contact
Privacy questions and data requests may be directed to:
Solara Pet Imaging LLC
Privacy Email: privacy@solarapetimaging.com
General: hello@solarapetimaging.com
Website: solarapetimaging.com