What personal data we collect and why we collect it


Timeless Veterinary Systems Inc.

EFFECTIVE DATE: June 08, 2018


Timeless Veterinary Systems Inc (We, Our, Us or Timeless) is a Canadian Corporation, incorporated under the laws of Canada, with head office located at 614 North River Road, Suite E, Charlottetown, Prince Edward Island, Canada, C1E 1K2. Our full contact details are set out at Section K below.

We are committed to safeguarding your privacy in relation to the Personal Information that We collect about you or which you provide to Us when you access or use (collectively referred to as “use”) our Timeless Veterinary Management System™, Timeless Veterinary Cloud PACS™, Timeless Vet Drug Index™ and Our website. (All of which is referred to as the “Programs”)

For the purposes of this Policy, We, Our, Us or Timeless refers to Timeless Veterinary Systems Inc and any of our corporate affiliates.

This Privacy Policy (the “Policy”) applies to the Timeless Programs and Timeless websites that reference and/or Link to this Policy. It describes how We handle your Personal Information and the choices that are available to you in relation to the collection, access, use, and how to update and correct your Personal Information. Additional Information on our Personal Information practices may be provided to you prior to, during or at the time of data/information collection. Any supplementary notices relating to the manner in which we deal with or handle your Personal Information shall, in the event of a conflict, prevail over the contents of this Policy.

Use of Our Programs is in accordance with the terms of this Policy. If you do not agree with Our use of your Personal Information in accordance with this Policy, you may ask Us to stop processing your Personal Information. However, if you do so, you will not be able to access or use Our Programs or interact with any other aspect of Our business.


We collect Personal Information about you when you provide it to us, when you use our Programs and when other sources provide it to Us. The Personal Information about you that Timeless may collect, store and use, includes, but is not limited to, the following kinds of Personal Information:

A.) Information that you provide to Us in preliminary discussions relating to your potential use of the Programs, and in negotiating an agreement for the use of the Programs;

B.) Information that We obtain when you visit or interact with any of Our Programs, including information that you provide to Us to enable you to use the programs;

C.) Information that you provide to Us through our license Agreement, Terms of Service Agreement, End User License Agreement and any other documentation that you sign or agree to in relation to your use of the Programs;

D.) Information that you provide to Us when using the Programs, or that is generated through your use of the Programs;

E.) Information that you provide to Us when you are accessing our professional servicers, maintenance and support and submitting information regarding an issue or problem you are experiencing with the Programs;

F.) Certain payment and billing information such as your banking and credit card information which is used to collect the fees that you owe Us, and which fees and any other amounts of monies that you owe Us are collected through secure payment processing services;

G.) Information contained in or relating to any oral or written communication that you send to Us for your use of the Programs;

H.) Any other personal information that you choose to send to Us, or which we may access or acquire from other sources such as other Program users, from third party services, from our related companies and from Our business partners, or which We receive about you when you integrate or link a third-party service with Our Programs. You should always check the privacy policy in these third-party services to understand what data may be disclosed to Us or shared with Our Programs.

Before you disclose to Us the Personal Information of another person, you must obtain that person’s consent to both the disclosure to Us and the processing (where applicable) by Us of that Personal Information for the purposes set out below in accordance with this Policy.

using personal information

The way in which We use Personal Information that We collect about you will depend in part on which Programs you use, how you use them, and any instructions that you have conveyed to us. Personal information submitted to Us through your use of the Programs will be used for the purposes specified in this Policy, as stated on the relevant pages of Our website or as otherwise communicated to you by Us.

We may use your personal information to:

A.) Administer the Programs and all business related to the Programs including: to process transactions with you, authenticate you when you log in, provide service and support to you, and operate and maintain the Programs.

B.) Personalize the Programs to enable you to better utilize the Programs;

C.) Refer you to information and/or resources in relation to the Programs

D.) Send you email notifications that you have specifically requested or which We send to you in relation to Our Programs.

E.) Send you product information and updates and information relating to the Programs. (You can inform Us at any time if you no longer wish to receive certain information from Us, but We may no longer be able to update our Programs so your user experience is likely to be impaired.);

F.) Send you marketing communications relating to Our business which We think may be of interest to you (You can inform Us at any time if you no longer require marketing communications);

G.) Enable Timeless to allow you to use the Programs, and to provide you with on-going maintenance and support for the Programs;

H.) Deal with enquiries, comments and/or complaints made by or about you in relation to the Programs;

I.) Keep the Programs secure and prevent fraud in relation to the Programs;

J.) Verify compliance with the terms and conditions governing your Use of the Programs;

K.) Supply to our commercial partners for the purposes of analysis and research in order to enable us to improve our Programs and Our business;

L.) To protect our legitimate business interests and rights.

Where required by law or where We believe it is necessary to protect Our legal rights, interests and the interests of others, We may use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.

We will get your express opt-in consent before We share your Personal Information with any third party for marketing purposes.

We collect and process information about you only where we have the legal basis for doing so under applicable laws. The legal basis depends on the Programs you use and how you use them. This means We collect and use the information only where:

A.) The processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract. This information is required to provide the Programs to you, including the use of the Programs, to provide service and support and customized or personalized features and to protect the safety and security of the Programs;

B.) It satisfies a legitimate interest (which is not overridden by your interests or fundamental rights and freedoms which require personal data protection), such as for research and development, to market and promote the Programs and to protect our legal rights and interests;

C.) We need to process your data to comply with a legal obligation; or

D.) You have given Us consent to process your personal data for one or more specific purposes.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any use or processing that has already taken place. Where We are using your information because We or a third party have a legitimate interest in doing so, you have the right to object to that use though, in some cases, this may mean no longer using the Programs.


We disclose or share Personal Information that We collect about you in the ways set out below, including in connection with possible business transfers, but We will not sell Personal Information about you to advertisers or other third parties.

We may disclose your personal information to any of Our group of companies (this means Our subsidiaries, Our ultimate holding company and all of its subsidiaries), and including the employees, officers, professional advisors, agents, suppliers, commercial partners or subcontractors of such companies, insofar as reasonably necessary for the purposes set out in this Policy;

We may disclose your Personal Information to a third-party:

A.) To the extent that We are required to comply with any applicable law, regulation, legal process or government request, including to meet any applicable national security requirements;

B.) In connection with any ongoing or perspective legal proceedings;

C.) In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

D.) To protect the security or integrity of our Programs and any other services We provide;

E.) To enforce Our Agreements, Policies and Terms of Service;

F.) To protect Us, Our customers or the public from harm or illegal activities;

G.) To respond to an emergency which We believe in good faith requires Us to disclose information to assist in preventing serious bodily injury or the death of any person.

H.) To third parties that help Us develop, operate, provide, improve, integrate, customize, support, maintain, and market our Programs, and without limiting the generality of the foregoing, to third party service providers for various purposes such as hosting and/or storage of your Personal Information, payment processing, customization or development of Programs, analysis and other services that are provided to Us, which may require them to access or use Personal Information about you. If a service provider needs to access or use information about you to perform services on Our behalf, they do so under close instruction from Us, including policies and procedures to protect the security and integrity of your Personal Information.

I.) Our Programs may include references or links to other applications, websites or other services whose privacy practices may be different from Ours. If you submit information to any of those third-party sites, your information is governed by their privacy policy, not this one. You should carefully read the privacy policy of any third-party sites which you access or visit.

J.) With your consent, We share information about you with third parties. Examples of this would be when We ask you for testimonials about the Programs that We provide to you and make these testimonials public, or when We refer prospective or existing customers to you to inquire about the suitability and quality of Our Programs. You may withdraw your consent to further use of your Personal Data in this away at any time by contacting Us.


Depending on your location and subject to applicable law, you may have the following rights with regard to the Personal Information we control about you:

A.) The right to be informed about the collection and use of your Personal Information, subject to certain limitations such as if you already have the information, or if it would involve a disproportionate amount of time to provide to you;

B.) The right to access your Personal Information and supplementary information. A copy of this Personal Information will be provided to you free of charge. Notwithstanding the foregoing, a reasonable fee can be charged in certain circumstances including when a request is manifestly unfounded or excessive, particularly if it is repetitive;

C.) The right to have inaccurate Personal Information rectified; or completed if it is incomplete. In certain circumstances, a request for rectification can be refused;

D.) The right to have Personal Information erased, this is not an absolute right and only applies in certain circumstances;

E.) The right to request the restriction or suppression of your Personal Information, this is not an absolute right and only applies in certain circumstances;

F.) The right to data portability which allows you to obtain and reuse your Personal Information for your own purposes across different services. Notwithstanding the foregoing, this ability may apply to some but not to all of your personal Information. Upon request and subject to any limitations, We will provide Personal Information in a commonly used electronic format.

G.) The right to object to processing by Us based on Our legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling); direct marketing (including profiling) and processing for purposes of scientific/historical research and statistics;

H.) Certain Rights related to automated decision making including profiling;

Your request and choices may be limited in certain cases: for example, if fulfilling your request would disclose information about another person, or if you request Us to delete information which We are permitted by law, or have compelling legitimate interests, to keep. Your access to and control of Personal Information will also depend on your location and applicable law. If you have unresolved concerns, you may have the right to complain to a data protection or other applicable authority in the country where you live, where you work or where you feel that your rights are being or have been infringed.

If you wish to access, correct, update your Personal Information or otherwise deal with your Personal Information, please utilize the services available through Our Programs, or contact us with your request using our contact details set out in this Policy.


We intend to protect the Personal Information entrusted to Us and treat it securely in accordance with this Policy. We implement physical, administrative and technical safeguards designed to protect your Personal Information from unauthorized access, use, or disclosure. We also require Our third party service providers to protect your Personal Information from unauthorized access, use, or disclosure.

We will store all the Personal Information you provide on the secure (password and firewall-protected) servers that are used by Us or by the third-party service provider that We use for the processing and storage of your Personal Information. The service provider that We use for processing your personal Information in your location has approved protocols in place enabling the transfer of Personal Information from outside your location to any country. As such, Personal Information can be transferred from your location to other regions outside of your location with the knowledge that this is compliant with data protection requirements.

You acknowledge that the transmission of information over the internet is inherently insecure, and We cannot guarantee the security of Personal Information sent over the internet.

You are responsible for keeping the password you use for accessing and using our Programs confidential.

Where We transfer to another business the information that you supply through any of Our requests for information, We will do securely.


This Section 7 sets out Our data/information retention policies and procedures which are designed to help ensure that We comply with Our legal obligations in relation to the retention and deletion of Personal Information.

Personal Information that We possess for any purpose or purposes shall not be kept longer than is necessary for that purpose or those purposes.

Notwithstanding the other provisions of Section 7, We will retain documents (including electronic documents) containing Personal Information:

A.) To the extent We are required to do so by law;

B.) If We believe that the documents/information may be relevant to any ongoing or prospective legal proceedings;

C.) In order to establish, exercise or defend Our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and

D.) To comply with Our business requirements, resolve disputes, protect Our assets, and enforce Our agreements.


Information that We collect may be stored and processed in and transferred between any of the countries in which we and those listed in Section 4 operate in order to enable Us to use the personal Information in accordance with this Policy.

We use Amazon Web Services, Inc (AWS) in the United States, United Kingdom and Australia as the data hosting service provider to host the data/information that We collect, and We use technical measures to secure your data/Personal Information. While We implement safeguards designed to protect your Personal Information, no security system is impenetrable and due to the inherent nature of the internet, We will take reasonable and proportionate steps to ensure that data/Personal Information, during transmission through the internet or while stored on Our systems, or those of Our service providers, is safe from intrusion by others. If you have reason to believe that your interaction with Us is no longer secure, please contact Us immediately.

Our web applications for Our Programs that require entry of your private or Personal Information are secured using Hypertext Transfer Protocol (HTTPS), a communications protocol for secure communication. You can verify that Our application is secure by clicking the icon box in the address bar, and a pop-up will appear, displaying security certificate information and other significant details. This Section is subject to the comments on security in Section 8.2 above.

If any of the transfers of Personal Information described in this Section, which transfers are required for the performance of the services you require through your use of Our Programs, require that we collect and process special category (sensitive) Personal Information, We will ask you expressly to agree and consent to its collection and use.


We may change or update this Policy from time to time by publishing amendments or a new version on the Our website, or by providing the amendments or the new version of this Policy to you by email or other electronic means.

Assuming that you continue to use Our Programs, or any other services or products supplied by Us, We will notify you of any such changes or updates.


Our website and the Programs may include hyperlinks to, and details of, third-party websites.

We have no control over, and are not responsible for, the privacy policies and practices of third parties.


The Programs (including Our website) are owned by Timeless Veterinary Systems Inc, a Canadian Corporation, duly incorporated under the laws of Canada with its head office located at 614 North River Road, Suite E, Charlottetown. Prince Edward Island, Canada, C1E 1K2.

Please let Us know if the Personal Information that We hold about you needs to be corrected or updated.

We have appointed a data privacy manager (DPM) to be responsible for dealing with all queries relating to the Policy and Our use and processing of Personal Information. If you wish to access, correct, update or otherwise deal with your Personal Information, You can contact Our DPM by writing to the business address given above, or by sending Us an email at