Privacy Policy

Controller

The controller within the meaning of the GDPR for data collected on this website is:

No Data Protection Officer has been appointed at this time; the conditions of Art. 37(1) GDPR and § 38 BDSG are not met. EasyPointment does not process special categories of personal data within the meaning of Art. 9 GDPR (no human health data). An appointment will be made promptly if the relevant thresholds are reached.

Role split: clinic and EasyPointment

When you as an animal owner book an appointment at an affiliated practice, the practice is the controller responsible for processing your appointment data. EasyPointment processes these data exclusively on behalf of the practice on the basis of a data processing agreement (Art. 28 GDPR). For the management of the practice account and EasyPointment's own business data (e.g. billing), EasyPointment itself acts as controller.

1. When you visit this website

When you load easypointment.com, your browser transmits technical data to the servers of our hosting provider Hetzner Online GmbH (Germany). The processed data includes IP address, browser type, operating system, referring URL, and the date and time of access. This data is used to deliver the website and to maintain the security and stability of the service. The legal basis is Art. 6(1)(f) GDPR (legitimate interest). Server access logs are deleted after 90 days.

2. When you book an appointment online

When you book an appointment via a booking page, we process the following data on behalf of the selected practice:

• First and last name
• Email address (for confirmation, reminder, and cancellation notice)
• Optional phone number (only if you provide it)
• Selected service, appointment time, and status (pending / confirmed / reminded / cancelled / completed)

The legal basis is Art. 6(1)(b) GDPR (initiation of a contract with the practice). No diagnoses, notes or veterinary medical records are collected. Confirmation and reminder emails are sent via the email service provider Resend (USA).

Retention: appointment data is automatically and permanently deleted 6 months after the appointment end time. The clinic may request earlier deletion at any time.

3. When you use the dashboard as a clinic

Clinic accounts are managed via Firebase Authentication (Google Ireland Limited). The processed data includes email, display name, a technical identifier, and sign-in timestamps. The legal basis is Art. 6(1)(b) GDPR (performance of contract). Data is deleted 30 days after termination of the contract; backups are cleaned within 90 days.

Recipients / processors

EasyPointment uses the following processors, each governed by a data processing agreement under Art. 28 GDPR:

• Google Ireland Limited (Firebase Authentication, Firestore) — authentication and profile storage. Seat: Ireland; data processing also takes place in the USA.
• Resend Inc. — delivery of transactional emails (confirmation, reminder, cancellation). Seat: USA.
• Hetzner Online GmbH — application and database hosting. Seat: Germany (data centre in Germany).

Transfers to third countries

Transfers to the USA (to Google and Resend) take place on the basis of the EU-US Data Privacy Framework (Art. 45 GDPR) and additionally on the basis of standard contractual clauses pursuant to Art. 46(2)(c) GDPR. We transfer only data necessary for the respective function.

Cookies and local storage

We do not use tracking or advertising cookies and no web analytics. Firebase Authentication stores a session token in your browser's local storage or IndexedDB solely to keep you signed in. This is strictly necessary for the service to function (§ 25(2) No. 2 TDDDG); no consent is required.

Your rights

You have the following rights under the GDPR:

• Access to the data we hold about you (Art. 15 GDPR)
• Rectification of inaccurate data (Art. 16 GDPR)
• Erasure of your data (Art. 17 GDPR)
• Restriction of processing (Art. 18 GDPR)
• Data portability (Art. 20 GDPR)
• Objection to processing based on Art. 6(1)(f) GDPR (Art. 21 GDPR)

If you wish to exercise your rights as an animal owner regarding data processed during a booking at an affiliated practice, please contact the relevant practice directly (as controller). For matters relating to your practice account or EasyPointment's own processing, you can reach us at [email protected].

You also have the right to lodge a complaint with a data protection supervisory authority. The competent authority for EasyPointment is the Landesbeauftragte für den Datenschutz und für das Recht auf Akteneinsicht Brandenburg, Stahnsdorfer Damm 77, 14532 Kleinmachnow, Germany — [email protected].

Changes to this policy

We update this privacy policy as the service evolves or as legal requirements demand. The date at the top of this page indicates the current version. We encourage you to revisit it from time to time.