Privacy Policy
Effective date: May 13, 2026 · Last updated: May 13, 2026
1. Introduction
VetLocum Inc. ("VetLocum," "we," "our," or "us") operates the VetLocum platform, a service that connects veterinary clinics ("Clinics") with locum veterinarians ("Locums") in Ontario.
This policy describes how we collect, use, disclose, retain, and protect personal information in the course of our activities. It complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada and is informed by Canadian best practices in privacy protection.
By using the VetLocum platform, you acknowledge that you have read this policy. Your consent to the collection, use, and disclosure of your personal information is obtained on the terms described below.
2. Privacy Officer
In accordance with PIPEDA, we have designated a Privacy Officer:
Maxime Meunier
Privacy Officer
VetLocum Inc.
20 Bay St, 11th Floor
Toronto, ON, M5J 2N8
Any question, access request, rectification request, portability request, or complaint relating to your personal information can be sent directly to our Privacy Officer.
3. Information We Collect
3.1 Information about Clinics and their representatives
- Contact identity
- name, title, email address, phone number
- Clinic information
- address, equipment, working methods, particularities of the practice
- Billing email
- email address to which invoices are sent
- Platform usage data
- connection logs, application interactions, preferences
3.2 Information about Locums
- Identity and contact details
- name, email address, phone number, mailing address
- Professional information
- curriculum vitae, diplomas, licence number, professional experience
- Availability and preferences
- availability periods, types of practice sought, geographic preferences
- Banking information
- void cheque (institution number, transit number, account number) solely for the purpose of remitting compensation
- History
- locum assignments completed through the platform
3.3 Information collected automatically
When you use the VetLocum application, certain technical information is collected automatically: IP address, browser type, pages viewed, timestamps of actions.
We collect only the information reasonably necessary for the purposes described in Section 4.
4. Why We Collect This Information
4.1 Primary purposes (necessary to provide the services)
- Provide matching services between Clinics and Locums
- Assess compatibility between a Clinic's needs and a Locum's profile (analysis performed manually by our team)
- Facilitate billing and payment for services
- Remit compensation to Locums
- Communicate with you regarding your account, locum assignments, and changes to the platform or these terms
- Comply with our legal and regulatory obligations
- Prevent fraud and protect the security of the platform
4.2 Secondary purposes (separate consent required)
With your separate consent, we may also use your information to:
- Improve the platform by analyzing usage trends
- Send you promotional communications (newsletters, updates, promotions) — you may unsubscribe at any time via the link in each email or by contacting us
Declining consent to secondary purposes does not affect your access to the primary services.
5. Consent
5.1 At account creation
When you create your account, we obtain your explicit consent to the collection, use, and disclosure of your personal information for the purposes described in Section 4.
5.2 Withdrawal of consent
You may withdraw your consent at any time, subject to legal and contractual obligations. Withdrawing consent to primary purposes may result in the suspension or closure of your account. Withdrawing consent to secondary purposes (marketing, analytics) does not affect your access to the services.
To withdraw your consent, contact our Privacy Officer (see Section 2) or use your account settings.
6. Disclosure to Third Parties
We do not sell or rent your personal information. We may, however, disclose it in the following circumstances:
6.1 Between platform users
To enable matching, certain information is shared between Clinics and Locums. For example, a Locum's professional profile is visible to interested Clinics, and a Clinic's information is visible to Locums considering an assignment.
6.2 With our service providers
We work with service providers who assist us in our operations, notably for data hosting, sending emails and SMS messages, and analyzing platform usage. All our providers are selected based on their data protection safeguards and are contractually required to protect your information and use it only for the intended purposes.
A detailed list of our providers can be obtained upon request from our Privacy Officer (see Section 2).
6.3 For legal reasons
We may disclose your information when required by law (warrant, court order, regulatory investigation) or to protect our rights, your safety, or the safety of others.
6.4 In the context of a business transaction
In the event of a sale, merger, reorganization, or transfer of assets of VetLocum, your personal information may be transferred to the acquiring entity, provided that it commits to protecting it in accordance with this policy.
7. Data Hosting and Location
All VetLocum data is hosted in Canada. We have made this deliberate choice to ensure that your personal information remains under the protection of Canadian laws at all times.
8. Data Retention
We retain your personal information for as long as your account remains active and for the purposes described in Section 4.
Upon closure of your account, we retain certain information for the following durations:
- Billing information and assignment history: 7 years (tax and accounting obligation)
- Other information: deleted or anonymized within a reasonable timeframe
You may at any time request the deletion of your information, subject to legal retention requirements.
9. Security
We implement reasonable physical, technical, and organizational security measures to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.
These measures include:
- Encryption of data in transit (HTTPS/TLS)
- Encryption of sensitive data at rest
- Role-based access control following the principle of least privilege
- Access monitoring and logging
- Staff training on personal information protection
- Periodic review of our security practices
No method of electronic transmission or storage is completely secure. We are nevertheless committed to applying industry best practices.
10. Security Breach
In the event of a breach of security safeguards involving a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as soon as feasible, in accordance with PIPEDA.
We also maintain an internal register of any security incidents involving personal information.
11. Your Rights
You have the right to:
- Access your personal information that we hold
- Rectify inaccurate, incomplete, or ambiguous information
- Withdraw your consent to the collection, use, or disclosure
- Request deletion of your information (subject to Section 8)
- Portability: receive, in a structured and commonly used technological format, the computerized information you have provided to us
- File a complaint with our Privacy Officer (Section 2), or with the Office of the Privacy Commissioner of Canada (www.priv.gc.ca)
To exercise these rights, contact our Privacy Officer. We will respond to your request within 30 days of receipt.
12. Cookies and Similar Technologies
The VetLocum website and application use cookies and similar technologies for:
- Essential cookies
- ensure authentication, security, and proper functioning of the platform (these cookies do not require consent)
- Analytical cookies
- we use Google Analytics to understand how users interact with our platform and improve it. Google Analytics may collect information such as your (anonymized) IP address, pages viewed, and visit duration. This information is used in aggregated form.
You can manage your cookie preferences through your browser settings. You can also opt out of Google Analytics by installing the browser add-on provided for this purpose: https://tools.google.com/dlpage/gaoptout
13. Changes to This Policy
We may amend this policy from time to time. Any material change will be communicated to you by email or by notice in the application at least 30 days before it takes effect. The date of the last update is indicated at the beginning of the document.
Continued use of the platform after the effective date of the changes constitutes acceptance of the amended policy.
14. Contact Us
For any question regarding this policy or our personal information protection practices:
Maxime Meunier
Privacy Officer
VetLocum Inc.
20 Bay St, 11th Floor
Toronto, ON, M5J 2N8