Privacy Policy

Last updated: July 2026

This Privacy Policy explains how Watchdog (“Watchdog”, “we”, “us”, or “our”) collects, uses, stores, and shares information when you visit https://watchdogvet.com, request a free audit, contact us, or use our veterinary clinic billing audit service.

We handle personal information in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth), where applicable. This policy is written in plain English for practice managers and clinic owners.

Who we are

Watchdog provides software and related services that help veterinary clinics identify missed billable items by comparing consult notes with invoices. Our website is operated at https://watchdogvet.com.

For privacy requests, contact privacy@watchdogvet.com.

What information we collect

Depending on how you interact with us, we may collect:

Website and contact information

• Name, clinic name, work email, phone number, and other details you submit via contact forms, free audit requests, or email
• Practice management system (PMS) name and other operational details you choose to share
• Messages and correspondence you send us

Account and product information (when you use Watchdog as a customer or trial/audit participant)

• Login and account details for authorised clinic users
• Clinic configuration and preferences
• Usage and support interactions related to the service

Clinic / PMS data (when you authorise access for an audit or subscription)

• Consult notes, invoice and billing records, and related operational data needed to detect potential missed charges
• Access is intended to be read-only. Watchdog does not automatically change invoices or write charges back to your PMS

Clinic and patient-related records you provide or authorise us to access may include sensitive operational information. We use this data only to deliver and improve the Watchdog service for your clinic, as described below.

Technical and analytics data

• IP address, browser type, device information, and pages visited
• Cookies or similar technologies, if enabled on our site (see “Cookies and analytics”)

We do not require you to provide personal information to browse most of the website. If you choose not to provide information we need for an audit or account, we may be unable to provide that service.

How we use information

We use information to:

• Provide, operate, and support Watchdog (including free audits and paid subscriptions)
• Compare consult notes with invoices and produce reports or flags of potential missed charges
• Communicate with you about requests, onboarding, support, and service updates
• Improve our product, website, and documentation
• Maintain security, prevent abuse, and troubleshoot issues
• Comply with legal obligations and enforce our terms

We do not sell your personal information.

Read-only PMS access

Where Watchdog connects to your practice management system, access is configured as read-only so we can analyse notes and invoices. Flags and reports are advisory. Your clinic remains responsible for reviewing suggestions and deciding whether to update any invoice or charge.

How we share information

We may share information with:

• Service providers who help us run the website and product (for example hosting, email, analytics, or customer support tools), under obligations to protect the information and use it only for services to us
• Professional advisors (such as lawyers or accountants) where reasonably necessary
• Authorities or other parties when required by law, legal process, or to protect rights, safety, or security

We do not sell personal information to third parties for their marketing.

If we are involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to appropriate privacy protections.

Retention

We keep information only as long as reasonably needed for the purposes above, including to provide the service, resolve disputes, maintain security, and meet legal or accounting requirements. Retention periods may vary by data type and relationship (for example, a one-off free audit versus an ongoing subscription). When information is no longer required, we take reasonable steps to delete or de-identify it.

Security

We take reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse, or alteration. No method of transmission or storage is completely secure; if you become aware of a suspected security issue related to your account or clinic data, please contact us promptly.

International transfers

Our service providers may store or process information in Australia or other countries. Where information is handled outside Australia, we take reasonable steps so that recipients handle it in a way consistent with this policy and applicable Australian privacy law, where required.

Your privacy rights

Depending on applicable law (including the Australian Privacy Principles), you may have the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete personal information
• Request deletion or de-identification in certain circumstances
• Ask questions about how we handle your information
• Make a complaint about our privacy practices

To exercise these rights, email privacy@watchdogvet.com. We may need to verify your identity and, where you act for a clinic, confirm you are authorised to make the request. If we cannot fulfil a request in full, we will explain why where we can.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (https://www.oaic.gov.au).

Cookies and analytics

Our website may use cookies or similar technologies for basic site function, preferences, or analytics (for example to understand which pages are visited). You can control cookies through your browser settings. Disabling some cookies may affect site functionality. Google Tag Manager or similar tools may be configured in future; any material change will be reflected in this policy or site notices where appropriate.

Children’s privacy

Watchdog is directed at veterinary businesses and their staff, not children. We do not knowingly collect personal information from children.

Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the website or service after an update constitutes acceptance of the revised policy, except where applicable law requires otherwise. For significant changes, we may provide additional notice (for example by email or a site notice).

Contact

Privacy requests and questions: privacy@watchdogvet.com

General enquiries: via our Contact page or legal@watchdogvet.com

Website: https://watchdogvet.com