Privacy Policy
How we collect, use, and protect your information
Contents
- 1. Introduction & Scope
- 2. Information We Collect
- 3. How We Use Information
- 4. How We Share Information
- 5. Cookies & Tracking
- 6. Data Retention
- 7. Automated Decision-Making
- 8. Data Security
- 9. Children’s Privacy
- 10. Your Privacy Rights
- 11. Third-Party Links
- 12. Policy Changes
- 13. Regulatory Compliance
- 14. Contact Information
Effective Date: February 26, 2026
Last Reviewed: February 26, 2026
This Privacy Policy applies to ThePoultryDoc.com and all related sites, applications, and digital services operated by The Poultry Doc, Inc. (“The Poultry Doc,” “we,” “us,” or “our”). Please read this policy carefully. By using our Site or services, you acknowledge the practices described herein.
1. Introduction and Scope
The Poultry Doc, Inc. is committed to protecting the privacy of our users. This Privacy Policy describes how we collect, use, disclose, and protect personal information when you visit our website, use our telemedicine services, purchase products, or otherwise interact with us. It also describes your rights regarding that information and how to exercise them.
This Policy applies to all users of our Site, including:
- Registered account holders
- Purchasers of products or services
- Visitors who interact with our free tools, content, or educational resources
- Parents or guardians acting on behalf of minor users
- California residents exercising rights under the CCPA/CPRA
- Texas residents exercising rights under the TDPSA
If you do not agree with this Policy, please discontinue use of the Site.
2. Information We Collect
We collect personal information in the following categories:
2.1 Information You Provide Directly
- Account and Registration Data: Name, email address, username, password, and contact information provided when creating an account
- Consultation and Health Data: Flock descriptions, bird species and breed, symptom reports, photos, test results, and any other health-related information submitted through our telemedicine, diagnostic, or triage tools
- Purchase and Payment Data: Billing address, shipping address, and payment method information (processed securely through our payment processor; we do not store full payment card numbers)
- Prescription Information: Veterinarian-issued prescription data, dispensing records, and related medical history where applicable
- Communications: Messages, emails, and submissions you send to us, including support requests and form submissions
- User-Generated Content: Reviews, posts, photos, and other content you submit to our platform
2.2 Information Collected Automatically
- Device and Usage Data: IP address, browser type, operating system, referring URLs, pages visited, time spent on pages, and clickstream data
- Cookie and Tracking Data: Data collected through cookies, pixels, and similar tracking technologies (see Section 5 — Cookies and Tracking)
- Analytics Data: Aggregated and individual usage patterns collected through Google Analytics 4 (GA4) and similar tools
- Location Data: General geographic location inferred from IP address; precise geolocation only if you explicitly grant permission
2.3 Information from Third Parties
- Social Media Platforms: If you connect or interact with us through Facebook, Instagram, TikTok, Pinterest, or LinkedIn, we may receive information consistent with your privacy settings on those platforms
- Payment Processors: Transaction confirmation and fraud-prevention data from our payment processing partners
- Diagnostic Lab Partners: Results data from mail-in or third-party diagnostic services performed in connection with your order
2.4 Sensitive Personal Information
Under California law, certain categories of personal information are classified as Sensitive Personal Information (Sensitive PI) and receive enhanced protections. We may collect the following Sensitive PI:
- Account login credentials (username and password)
- Precise geolocation data (only with your explicit permission)
- Health-related information submitted through our symptom checkers, diagnostic tools, or consultation services
- Personal information of users under the age of 16 (effective January 1, 2026, this is classified as Sensitive PI under CCPA/CPRA)
We use Sensitive PI only for the purposes of providing our services, ensuring platform security, and complying with legal obligations. You have the right to limit our use of your Sensitive PI — see Section 10.
3. How We Use Your Information
We use the personal information we collect for the following purposes:
- Providing Services: To operate our telemedicine platform, fulfill product orders, issue diagnostic results, and deliver educational content
- Veterinary Care Coordination: To enable licensed veterinarians to review submissions, issue recommendations, and manage prescription records
- Account Management: To create and maintain your account, authenticate logins, and communicate account-related information
- Communications: To respond to your inquiries, send order confirmations, provide service updates, and deliver newsletters or educational content you have opted into
- Analytics and Improvement: To understand how users interact with our Site and improve our services, content, and user experience
- Targeted Advertising: To serve relevant advertising on third-party platforms (e.g., Meta, Google, Pinterest, TikTok, LinkedIn), subject to your consent and opt-out preferences
- Legal Compliance: To comply with applicable veterinary practice laws, prescription recordkeeping requirements, tax obligations, and privacy regulations
- Security and Fraud Prevention: To detect, investigate, and prevent fraudulent transactions, unauthorized access, and other security incidents
- Automated Decision Support: To operate our AI-assisted symptom checkers and triage tools for educational purposes (see Section 7)
We do not use your personal information for purposes that are incompatible with those disclosed at the time of collection without your consent.
4. How We Share Your Information
4.1 Service Providers and Contractors
In the preceding 12 months, we have disclosed personal information to the following categories of service providers and contractors for business purposes:
| Category | Recipient | Purpose |
|---|---|---|
| Account and contact data | Platform hosting providers | Site operation and data storage |
| Payment data | Payment processors | Transaction processing |
| Account and usage data | Email marketing platforms (Brevo) | Communications and automation |
| Usage and analytics data | Analytics providers (GA4) | Site performance and analytics |
| Account and order data | E-commerce platforms (Shopify) | Order management |
| Consultation and health data | Licensed veterinary reviewers | Clinical review and prescription issuance |
| Order and shipping data | Shipping and fulfillment partners | Product delivery |
| Usage data | Advertising platforms (Meta, Pinterest, TikTok, LinkedIn) | Targeted advertising (subject to your opt-out) |
| Diagnostic data | Laboratory partners | Mail-in test processing |
4.2 Third-Party Disclosures
We do not sell your personal information for monetary compensation. We may share personal information with third parties in the following circumstances:
- With your consent: When you explicitly authorize sharing
- Legal obligations: When required by law, court order, subpoena, or regulatory authority
- Business transfers: In connection with a merger, acquisition, or sale of assets, in which case we will notify you and this Policy will continue to apply
- Safety: When necessary to protect the health, safety, or rights of you, our users, or the public
4.3 Advertising and Analytics
Our Site uses tracking technologies operated by third parties (Google, Meta, Pinterest, TikTok, LinkedIn) that may constitute the “sharing” of personal information for cross-context behavioral advertising under CCPA. California residents may opt out of this sharing at any time — see Section 10.
5. Cookies and Tracking Technologies
5.1 Types of Cookies We Use
| Cookie Type | Purpose | Essential? |
|---|---|---|
| Strictly Necessary | Site functionality, security, login sessions | Yes — always active |
| Analytics | GA4 usage tracking, performance measurement | No — requires consent |
| Marketing / Advertising | Meta Pixel, Pinterest Tag, TikTok Pixel, LinkedIn Insight | No — requires consent |
| Functional | Saved preferences, language settings | No — requires consent |
5.2 Cookie Consent
When you first visit our Site, you will see a cookie consent banner. You must click “Accept” to consent to the use of non-essential cookies. Closing the banner or navigating away from the banner does not constitute consent. You may change your cookie preferences at any time by clicking the “Cookie Settings” link in the footer of our Site.
5.3 Global Privacy Control (GPC)
We honor Global Privacy Control (GPC) browser signals. If your browser transmits a GPC signal, we will treat it as a valid opt-out request for the sale and sharing of your personal information. Upon processing your GPC signal, you will receive confirmation (“Opt-Out Request Honored”) in your account privacy settings or via email.
5.4 Do Not Track
We currently do not respond to browser-based “Do Not Track” signals other than GPC. California residents should use the GPC signal or submit a formal opt-out request as described in Section 10.
6. Data Retention
We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including legal, regulatory, and veterinary recordkeeping obligations. General retention guidelines:
- Account data: Retained for the life of your account plus 3 years following account closure
- Consultation and health records: Retained for a minimum of 3–7 years in compliance with applicable veterinary practice act requirements
- Prescription records: Retained for the minimum period required by applicable state law (typically 3–5 years)
- Transaction records: Retained for 7 years for tax and accounting compliance
- Analytics data: Retained per our analytics provider’s data retention settings (configurable; default 14 months for GA4)
- Cookie data: Retained per the expiry period of each cookie type (session to 2 years)
When personal information is no longer needed, we delete or anonymize it in accordance with our data retention schedule.
7. Automated Decision-Making Technology (ADMT)
7.1 Pre-Use Notice
Our platform uses automated tools, including AI-assisted symptom checkers and triage features, to organize and present health information based on your inputs. These tools are provided for educational and preliminary support purposes only.
- Purpose: To help poultry owners identify potential health concerns and organize information for veterinary review
- How it works: Your inputs (symptoms, species, flock size, etc.) are processed algorithmically to suggest relevant educational content or triage categories
- What it does not do: These tools do not replace licensed veterinary judgment, do not issue diagnoses, and are not used to make final clinical or treatment decisions
- Human review: All diagnostic results and prescription recommendations issued through our platform are reviewed by a licensed veterinarian
7.2 California Opt-Out Rights
California residents have the right to opt out of the use of ADMT that produces legal or similarly significant effects concerning them. To request information about our use of automated processing technology or to exercise your opt-out right, contact us at privacy@thepoultrydoc.com.
8. Data Security
We implement and maintain reasonable and appropriate technical, administrative, and physical safeguards to protect personal information against unauthorized access, disclosure, alteration, and destruction. These measures include:
- Encrypted data transmission (TLS/SSL) for all data in transit
- Encrypted storage for sensitive and health-related data at rest
- Access controls limiting personal information access to authorized personnel only
- Regular security assessments and vulnerability monitoring
- Vendor security review as part of our service provider management program
In compliance with California Business and Professions Code §§ 4826.6 and 4857, we use encrypted communication technology to protect the confidentiality of all client and animal patient information transmitted through our veterinary telemedicine platform.
No security system is impenetrable. In the event of a data breach involving your personal information, we will notify you as required by applicable law, including the FTC Health Breach Notification Rule (16 C.F.R. Part 318).
9. Children's Privacy
Our Site is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent, in compliance with the Children’s Online Privacy Protection Act (COPPA).
Users Under 16 — California Residents: Effective January 1, 2026, personal information of users under the age of 16 is classified as Sensitive Personal Information under California law. We do not knowingly collect personal information from users under 16 without verifiable parental or guardian consent. Parents and guardians of users under 16 may submit a Right to Limit request via our Privacy Rights Request Portal or by emailing privacy@thepoultrydoc.com.
If you believe a minor has provided us with personal information without appropriate consent, contact us immediately at privacy@thepoultrydoc.com and we will take prompt action.
10. Your Privacy Rights
10.1 California Residents (CCPA/CPRA)
California residents have the following rights under the CCPA/CPRA, effective January 1, 2026:
- Right to Know / Access: Request disclosure of the categories and specific pieces of personal information we have collected about you, including information collected from January 1, 2022 to the date of your request
- Right to Correct: Request correction of inaccurate personal information we hold about you
- Right to Delete: Request deletion of personal information we have collected about you, subject to legal exemptions
- Right to Opt Out: Opt out of the sale or sharing of your personal information for cross-context behavioral advertising
- Right to Limit Sensitive PI: Limit our use and disclosure of your Sensitive Personal Information to only what is necessary to provide our services
- Right to Data Portability: Receive a copy of your personal information in a portable, machine-readable format
- Right to Non-Discrimination: We will not deny services, charge different prices, or provide a different level of service based on your exercise of these rights
- Right to Appeal: If we deny your request, you may appeal our decision. If your appeal is denied, you may submit a complaint to the California Privacy Protection Agency (CPPA) at www.cppa.ca.gov
Health Data Correction Dispute: If we deny a correction request related to health information, you have the right to submit a written statement of up to 250 words contesting the accuracy of that information. We will maintain this statement in your record and make it available to any third party to whom the contested information was disclosed.
To exercise your California rights: Visit our Privacy Rights Request Portal or email privacy@thepoultrydoc.com.
We will respond to verified requests within 45 calendar days, with a possible 45-day extension for complex requests.
10.2 Texas Residents (TDPSA)
Texas residents have the right to confirm processing, access, correct, delete, and obtain portability of their personal data, and to opt out of targeted advertising and sale of personal data under the Texas Data Privacy and Security Act (TDPSA), effective July 1, 2024. Submit requests to privacy@thepoultrydoc.com.
10.3 All Users
Regardless of location, all users may:
- Update or correct their account information by logging into their account settings
- Unsubscribe from marketing emails by clicking “Unsubscribe” in any marketing email
- Request information about our data practices by emailing privacy@thepoultrydoc.com
11. Third-Party Links and Platforms
Our Site may contain links to third-party websites, social media platforms, and partner services. We are not responsible for the privacy practices or content of those third-party sites. We encourage you to review the privacy policies of any third-party site you visit before providing personal information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or regulatory requirements. For material changes, we will provide at least 14 days’ advance notice via email to your registered address or via a prominent notice on our Site prior to the change taking effect. The effective date at the top of this document will be updated with each revision.
Your continued use of the Site after the effective date of any update constitutes your acceptance of the revised Policy. If you do not agree to the revised Policy, please discontinue use of the Site and contact us to close your account.
13. Regulatory Compliance
13.1 HIPAA — Not Applicable
The Poultry Doc, Inc. is not a covered entity or business associate under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended by HITECH. Our platform handles animal health information and does not process protected health information (PHI) of human patients as defined under 45 C.F.R. § 160.103. Accordingly, HIPAA does not govern the personal information collected through our platform.
13.2 California — CCPA/CPRA
The personal information of California residents is governed by the California Consumer Privacy Act of 2018 (CCPA), as amended by the California Privacy Rights Act of 2020 (CPRA), and regulations effective January 1, 2026. California residents’ rights are described in full in Section 10.1 of this Policy.
13.3 California Veterinary Telehealth Confidentiality
Animal health and consultation records maintained through our veterinary telemedicine services are subject to applicable state veterinary practice acts. For California-based clients, our platform operates in compliance with California Business and Professions Code §§ 4826.6 and 4857, which require that veterinarians practicing via telemedicine use technology that protects the confidentiality of client and patient information to the same standard as in-person care.
13.4 Texas — TDPSA
As a Texas-incorporated company, The Poultry Doc, Inc. is subject to the Texas Data Privacy and Security Act (TDPSA), effective July 1, 2024. Texas residents’ rights are described in Section 10.2. Submit requests to privacy@thepoultrydoc.com.
13.5 FTC Act and Health Breach Notification Rule
Our data practices are governed by the Federal Trade Commission Act (15 U.S.C. § 45). As a platform offering health-related tools including symptom checkers and diagnostic services, we are subject to the FTC Health Breach Notification Rule (16 C.F.R. Part 318), as amended effective 2024. In the event of a breach involving personally identifiable health information, we will notify affected users, the FTC, and relevant media outlets as required by law.
13.6 Children’s Online Privacy — COPPA
Our platform is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13 without verifiable parental consent, in compliance with COPPA, 15 U.S.C. §§ 6501–6506. See Section 9 for full details.
13.7 International Users
Our platform is operated from the United States, and personal information is processed and stored in the United States.
European Union and United Kingdom: If you are located in the EU or UK and believe our processing of your personal data is subject to GDPR or UK GDPR, contact us at privacy@thepoultrydoc.com. We will provide information about applicable data transfer mechanisms and your rights, including the right to lodge a complaint with your local supervisory authority.
Canada: If you are located in Canada, your personal information is handled in accordance with PIPEDA. Contact our Privacy Officer at privacy@thepoultrydoc.com to request access, correction, or withdrawal of consent.
Australia: If you are located in Australia and our processing of your personal information is subject to the Privacy Act 1988 (Cth), contact us at privacy@thepoultrydoc.com. You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
13.8 State Veterinary Practice Act Compliance
The Poultry Doc, Inc. operates in compliance with the applicable veterinary practice acts and telemedicine regulations of each state in which our licensed veterinarians provide services, including VCPR requirements, prescription standards, and medical record confidentiality obligations. We do not issue prescriptions in states where a legally compliant VCPR has not been established under applicable law.
13.9 Policy Updates for Regulatory Changes
Privacy laws are evolving rapidly. We monitor federal, state, and international regulatory developments and will update this Policy as required. Material changes will be communicated with at least 14 days’ advance notice.
14. Contact Information
For general privacy questions:
The Poultry Doc, Inc.
Email: privacy@thepoultrydoc.com
Mailing Address: 3571 Far West Blvd, Austin, TX 78731
For Privacy Rights Requests (California and Texas residents):
Privacy Rights Request Portal
Email: privacy@thepoultrydoc.com
To appeal a denied privacy rights request:
Complete Section 9 of our Privacy Rights Request Form at our Privacy Rights Request Portal.
If your appeal is denied — California residents:
California Privacy Protection Agency
www.cppa.ca.gov | (833) 886-6990