Rolovet

ROLOVET INC ("we", "us") operates Rolovet, software that veterinary practices use to run their clinics. This Privacy Policy explains what information Rolovet handles, what we do with it, and how we protect it. A practice that uses Rolovet decides what goes into its own records; we process that information on the practice's behalf to provide the Service.

Information we process

Account information — the name, email address, role, and sign-in details of the people who use Rolovet at a practice, and the practice's business details.
Practice Data — the records a practice enters or imports: clients (names, contact details, addresses), patients and their medical records, appointments, treatments, invoices and payments, lab orders and results, photos and documents, signed forms, and messages sent to clients.
Private client documents — images such as a photo ID or a card on file, if the practice chooses to store them (see "How we protect it").
Usage and security information — sign-in events, the IP address and device type used, and an audit trail of important actions, kept to operate and secure the Service.

How we use it

The text messages and emails that clinics send to their clients through Rolovet are described in our SMS Policy and Email Policy.

Only to provide and support the Service for the practice: storing and displaying records, sending the practice's own appointment reminders, forms and invoices to its clients, producing the practice's reports and backups, keeping the Service secure, and answering support requests. We do not sell personal information. We do not share client mobile phone numbers or text message opt-in data with third parties for their own marketing. We do not use advertising trackers or analytics tools in the app or on our websites, and we do not use Practice Data to train our own models.

How we protect it

Encryption in transit. Every connection to Rolovet uses HTTPS (TLS). Certificates are issued and renewed automatically, and plain HTTP requests are redirected to HTTPS.
Passwords and PINs. Passwords are never stored in readable form. They are stored only as salted bcrypt hashes, so not even our staff can see them. Quick sign-in PINs are hashed the same way and lock out after repeated wrong attempts. Practices can also use fingerprint / face (passkey) sign-in, and sessions expire automatically.
Private client documents are encrypted at rest. Photos of IDs and cards on file are encrypted individually with authenticated encryption (Fernet: AES with an integrity check) before they are written to storage. Only staff who have been given specific permission can open them, and every view is recorded.
Encrypted backups. The database and files are backed up automatically. Backups are encrypted before they leave the server, using public-key encryption (age), and are then copied to a separate storage location. The production server holds only the public key, so it cannot read its own backups; the private key is held by us, never on the server. File names in backup storage are hashed so they do not reveal client or patient names. Backups are kept on a rolling schedule of about five weeks, after which older copies expire.
Access controls. Each practice's data is kept separate from every other practice's. Within a practice, access is role-based: staff see only what their role allows, and sensitive areas (private documents, client exports, time clock information, accounting) require specific permissions.
Who at Rolovet can see your data. We do not browse practice data. We open a practice's records only at its request for support (through a one-hour session that shows a banner in the practice's account and is recorded in its audit log), to keep the Service running and secure, or where the law requires. A practice takes its own data out through its clinic page, and nothing is handed to anyone else without the practice's request or a legal obligation.
Tamper-evident audit log. Sign-ins and sensitive actions are written to an audit log in which every entry is cryptographically chained to the one before it, so an edited or deleted entry can be detected.
Hosting and network. Rolovet runs on servers hosted by OVHcloud in the United States. The firewall allows only web traffic and administrator access; the database and application are not directly reachable from the internet, and administrator access to the servers uses cryptographic keys only (no passwords).

No system is perfectly secure. If we learn of a security incident that affects a practice's data, we will tell the affected practice without undue delay and as required by law, so it can meet its own obligations to its clients.

AI features

When a user asks Rolovet's AI copilot for help (for example a differential list, a SOAP note draft, or reading a document), the text of that request and the clinical details needed to answer it are sent to our AI provider (currently xAI) to generate the response. AI output is a suggestion to support a clinician, not a diagnosis; the veterinarian remains responsible for every decision.

Service providers

We use a small number of providers to operate the Service, and they process data only on our instructions and under confidentiality and security obligations:

OVHcloud — servers and encrypted backup storage.
Email delivery (Resend, Amazon SES) — sending a practice's emails to its clients and to its staff.
AI provider (xAI) — AI features, as described above.
Text messaging (Twilio / AWS) — only for practices that turn text messaging on, and only to clients who have opted in.
Laboratory integration (IDEXX) — only for practices that connect it, to send lab orders and receive results.
Payments (Stripe) — only when paid subscriptions are switched on, for Rolovet subscriptions; those card details go directly to the payment provider and are not stored by Rolovet.

We may also disclose information when the law requires it.

Retention, export and deletion

We keep a practice's data while its account is active and as needed to provide the Service and meet legal obligations. A practice's administrator can download a complete copy of its records at any time from the clinic's page (Settings, then Data & backups), and the practice is responsible for keeping its own copies. When a practice cancels, we keep its data for 90 days so it can still download a copy, warn it by email 30 and 7 days before the end, and then delete it permanently. It also leaves our encrypted backups as they expire, within about five weeks. A practice can ask us to delete its data sooner. Veterinary practices may have their own legal duties to keep medical records for a minimum period; that is the practice's decision and responsibility.

Your choices

The practice controls the information in its account. If you are a pet owner or other client of a practice and want to see, correct, or delete information about you, please contact the practice first; we will help the practice respond. Clients who receive text messages can opt out at any time by replying STOP.

Children

Rolovet is a business tool for veterinary practices. It is not directed to children under 13, and we do not knowingly collect their information.

Changes

If we change this policy in a meaningful way we will post the new version here with a new effective date, and notify practices when the change affects them.

Contact

ROLOVET INC, a Florida corporation — hello@rolovet.com.

Questions? Contact hello@rolovet.com.
ROLOVET INC, a Florida corporation. This document governs use of the Rolovet service by veterinary practices.