Last Updated: 8/11/26
This Privacy Policy explains how DVMiQ Technologies LLC. ("Company," "we," "us," or "our") collects, uses, discloses, and otherwise processes information about you when you access or use our website, mobile application(s), and related services (collectively, the "Platform"), including when you create an account, post or view externship listings, apply for or arrange externships, communicate with other users, or otherwise interact with the Platform.
This Privacy Policy applies to information we process as a business/controller through the Platform. It does not apply to information processed by Hosts (veterinary practices/hospitals/organizations) outside of the Platform or pursuant to their own privacy practices.
By using the Platform, you agree to the collection, use, and disclosure of information as described in this Privacy Policy.
If you have questions about this Privacy Policy or our privacy practices, contact us at:
Email: support@vet-match.com
Mail: DVMiQ Technologies, Attn: Privacy, 5900 Balcones Dr STE100 Austin, Texas 78731
We collect information in three main ways: (a) information you provide, (b) information collected automatically, and (c) information from third parties.
Depending on how you use the Platform, you may provide:
Account information (e.g., name, email, phone number, password, profile photo).
Extern profile information (e.g., school/program, graduation year, interests, availability, prior experience, resume/CV, cover letters, references, evaluations, documentation required by schools).
Host profile and listing information (e.g., practice name, location, services, scheduling, supervision expectations, requirements, housing/stipend details, contact details, and other listing content).
Communications (e.g., messages sent through the Platform, support requests, feedback).
Transaction information (e.g., booking details, amounts paid/received, refunds, and related records).
Identity/verification information (if enabled) (e.g., school enrollment verification, licenses/certifications, background check status/attestations, vaccination/health documentation). We recommend you do not upload sensitive medical information unless specifically required by a Host or school and explicitly requested through a secure workflow.
When you use the Platform, we and our service providers may automatically collect:
Device and usage data (e.g., IP address, device identifiers, browser type, operating system, pages/screens viewed, links clicked, session duration, referring URLs, crash logs).
Cookies and similar technologies (e.g., cookies, pixels, local storage). See Section 7 (Cookies & Analytics).
Approximate location derived from IP address. If you enable device permissions, we may collect more precise location information.
We may receive information from:
Payment processors (e.g., confirmation of payment status, partial card details such as last four digits, billing zip/postal code). We do not receive full payment card numbers from most processors.
Identity verification, background check, or compliance vendors (if used) in connection with verification features.
Service providers that help us operate the Platform (e.g., hosting, communications tools).
Other users (e.g., a Host may submit evaluations or notes about an Extern, or an Extern may submit feedback about a Host).
To the extent Externs voluntarily submit or share educational records — including enrollment verification, transcripts, academic standing documentation, or program requirement letters — through the Platform, such records are provided by the Extern in their individual capacity. Company does not receive educational records from educational institutions and does not act as a school official or institutional representative under the Family Educational Rights and Privacy Act ("FERPA"). Externs are responsible for ensuring that any educational records they share through the Platform comply with FERPA and applicable institutional policies. See our Terms of Use, Section 9.3, for additional information regarding educational records and FERPA.
We use information to:
Provide and operate the Platform, including creating accounts, displaying profiles and listings, facilitating applications/bookings, and enabling messaging.
Process payments and related activities, including refunds, fraud prevention, and dispute management.
Verify information and maintain trust and safety, including investigating suspicious activity, enforcing our Terms, and protecting users.
Personalize and improve the Platform, including developing features, troubleshooting, and analytics.
Communicate with you, including service-related messages (e.g., confirmations, updates) and responding to support inquiries.
Send marketing communications where permitted by law and your preferences (you can opt out as described below).
Comply with legal obligations and respond to lawful requests.
We may disclose information as follows:
The Platform is designed to facilitate externships. This means:
Extern profile information and application materials may be shared with Hosts you apply to, communicate with, or book with.
Host listing information and certain Host account details may be shared with Externs who view, apply, communicate, or book.
Messages sent through the Platform are shared with the recipients.
Reviews/ratings you submit may be publicly displayed (as configured) along with limited account information (e.g., first name and last initial, school/program or practice name, and date), subject to our moderation.
You understand that when you share information with another user, that user may further disclose it outside the Platform. We encourage users to share only what is necessary.
We disclose information to vendors that provide services on our behalf, such as hosting, customer support tools, email/SMS communications, analytics, fraud prevention, and payment processing. Service providers are permitted to process information only to provide services to us.
We may disclose information if we believe in good faith that disclosure is necessary to:
comply with applicable law, regulation, legal process, or lawful government request;
enforce our Terms of Use and other agreements;
protect the rights, property, or safety of Company, our users, or the public;
detect, prevent, or address fraud, security, or technical issues.
We may disclose information in connection with a corporate transaction, such as a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets.
We may disclose information for other purposes you specifically authorize.
Depending on where you live, we process information based on one or more of the following:
Performance of a contract (to provide the Platform you request).
Legitimate interests (e.g., to secure and improve the Platform, prevent fraud, and develop features).
Compliance with legal obligations.
Consent (e.g., where required for certain marketing communications or optional data collection).
You may access and update certain account information through your account settings. You may request account deletion by contacting legal@vet-match.com
You may opt out of marketing emails by using the unsubscribe link in our emails. You may still receive transactional or service-related messages.
You can control cookies through your browser settings. Some features of the Platform may not function properly if you disable cookies.
If you are a resident of certain U.S. states, you may have rights such as:
to know/access the categories and specific pieces of personal information we collected;
to correct inaccurate personal information;
to delete personal information (subject to exceptions);
to obtain a copy of your information in a portable format;
to opt out of certain disclosures/uses that constitute “selling” or “sharing” personal information under applicable law;
to limit the use and disclosure of sensitive personal information (where applicable);
to not be discriminated against for exercising your rights.
How to exercise rights. You (or an authorized agent) can submit a request by emailing legal@vet-match.com with the subject line “Privacy Rights Request”.
Verification. We may verify your identity before fulfilling a request.
Do Not Sell or Share. We do not sell personal information in exchange for money. However, some analytics/advertising activities may be considered “sharing” under certain state laws. You can opt out of cross-context behavioral advertising (where applicable) via cookie preference tools, if available.
Nevada residents may opt out of certain sales of personal information by contacting us at legal@vet-match.com.
We use cookies and similar technologies to:
keep you logged in and maintain sessions;
remember preferences;
understand how the Platform is used;
measure and improve performance.
We may use third-party analytics providers such as Google Analytics. These providers may collect information about your use of the Platform over time and across different websites/apps.
If we use advertising cookies, you may be able to opt out through browser settings and industry opt-out tools (e.g., the Network Advertising Initiative and Digital Advertising Alliance), and through our cookie preference settings where available.
We retain information for as long as necessary to provide the Platform and for legitimate and essential business purposes, such as:
maintaining account records;
processing transactions;
complying with legal obligations;
resolving disputes;
enforcing agreements;
preventing fraud and ensuring safety.
Retention periods may vary depending on the type of information and why it is collected.
We use administrative, technical, and physical safeguards designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
These safeguards include, among others:
Encrypted transmission. The Platform is served over HTTPS/TLS, and access to our systems is restricted to our own authorized domains.
Password protection. Passwords are never stored in plain text; they are hashed using industry-standard cryptographic methods.
Authenticated sessions. Access to accounts is controlled through time-limited authentication tokens, with stricter limits for administrative access.
Abuse and intrusion monitoring. Login, signup, password-reset, and other sensitive endpoints are rate-limited, and unusual activity triggers internal security alerts.
Secure account-recovery links. Password-reset, email-verification, and invitation links use single-use, cryptographically random tokens rather than predictable identifiers.
Activity logging. We maintain internal logs of security-relevant platform activity to help detect and respond to potential incidents.
File-upload safeguards. Documents uploaded to the Platform (e.g., resumes, clinic materials, reference letters) are subject to file-type and size validation before storage.
Despite these measures, no system is completely secure, and we cannot guarantee the absolute security of information transmitted to or stored on the Platform.
The Platform is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child provided us information, contact us and we will take appropriate steps. The Platform is intended for users who are 18 years of age or older. If you are between 13 and 17 years of age, you may not use the Platform without the consent of a parent or legal guardian. We do not knowingly collect personal information from users under the age of 18 without verifiable parental consent.
We are based in the United States. If you access the Platform from outside the U.S., you understand that information may be transferred to, stored, and processed in the U.S. and other countries where our service providers operate.
The Platform may contain links to third-party websites or services (including Host websites). We are not responsible for the privacy practices of third parties.
We may update this Privacy Policy from time to time. We will post the updated version and update the “Last Updated” date above. If changes are material, we will provide additional notice as required by law.
This section provides additional disclosures for California residents.
In the past 12 months, we may have collected the following categories of personal information (as defined by California law): identifiers; customer records information; commercial information; internet/network activity; geolocation (approximate); professional or education information; and inferences.
We collect personal information from: you; devices automatically; service providers; and other users.
We collect and disclose personal information for the business and commercial purposes described in Sections 3 and 4.
We may disclose personal information to: other users (as described); service providers; payment processors; analytics providers; compliance and safety vendors; and legal authorities.
We do not use or disclose sensitive personal information for purposes of inferring characteristics about you. Where sensitive information is processed (e.g., certain verification documentation), we use it only as needed to provide the Platform, comply with law, and maintain safety and integrity.
This Section provides additional disclosures required under the Texas Data Privacy and Security Act (“TDPSA”), Tex. Bus. & Com. Code § 541.001 et seq., effective July 1, 2024, and applies to Texas residents whose personal data we process. In the event of a conflict between this Section and other provisions of this Privacy Policy, this Section controls with respect to Texas residents.
We process the following categories of personal data about Texas residents, as defined under the TDPSA:
Identifiers — name, email address, phone number, IP address, device identifiers, account credentials, and similar identifying information.
Professional and educational information — school or program enrollment, graduation year, clinical interests, prior experience, resume or CV, references, externship evaluations, and related profile information.
Commercial information — booking records, transaction history, payment status, and platform activity related to externship listings and applications.
Communications data — messages sent through the Platform, support inquiries, and feedback submitted to Company.
Internet and network activity — pages viewed, features used, session duration, referring URLs, browser type, operating system, and similar usage data collected automatically.
Approximate geolocation data — derived from IP address. Precise geolocation is collected only with your explicit permission.
Sensitive personal data — where provided by users, certain verification documentation — including health or vaccination records and background check-related information — may constitute sensitive data under the TDPSA. We process such data only as necessary to provide the Platform, maintain trust and safety, and comply with applicable law. We do not process sensitive personal data for purposes of inferring characteristics unrelated to the purpose for which it was submitted. We do not sell or share sensitive personal data.
We process personal data of Texas residents for the purposes described in Section 3 of this Privacy Policy, including:
providing, maintaining, and improving the Platform and its features;
facilitating connections between Externs and Hosts, including profile display, listing discovery, application processing, and messaging;
processing payments, managing transactions, and preventing fraud;
verifying user information and maintaining Platform trust and safety;
communicating with users regarding their accounts, bookings, and Platform updates;
sending marketing communications where permitted by law and your preferences;
complying with applicable legal obligations and responding to lawful requests; and
conducting internal analytics and product development.
We do not process personal data for purposes that are incompatible with the purposes disclosed above without your consent or as otherwise permitted by law.
We may share the categories of personal data listed in Section 15.1 with the following categories of third parties:
Other users — Extern profile and application materials are shared with Hosts you interact with through the Platform. Host listing information is shared with Externs who view or apply to listings. See Section 4.1 of this Privacy Policy.
Service providers — vendors that process personal data on our behalf to provide hosting, payment processing, communications, analytics, fraud prevention, identity verification, and customer support services. Service providers are contractually prohibited from processing personal data for purposes other than providing services to Company.
Payment processors — limited transaction-related information as described in Section 2.3.
Verification and compliance vendors — where verification features are enabled, limited information is shared with vendors providing background check, identity verification, or immunization record services.
Legal authorities — as required by law or to protect rights, safety, and property as described in Section 4.3.
Successor entities — in connection with a corporate transaction as described in Section 4.4.
We do not sell personal data to third parties in exchange for monetary consideration. We do not share personal data with third parties for cross-context behavioral advertising purposes without providing you the opportunity to opt out as described in Section 15.4.
If you are a Texas resident, you have the following rights with respect to your personal data, subject to certain exceptions under applicable law:
(a) Right to Know and Access. You have the right to confirm whether Company processes your personal data and to access the personal data we hold about you, including a portable copy in a format that is reasonably usable and transferable to the extent technically feasible.
(b) Right to Correct. You have the right to correct inaccuracies in your personal data, taking into account the nature of the data and the purposes for which it is processed.
(c) Right to Delete. You have the right to request deletion of personal data you have provided to us or that we have collected about you, subject to exceptions where retention is required by law, necessary to complete a transaction, necessary to detect or prevent fraud or illegal activity, or otherwise permitted under the TDPSA.
(d) Right to Opt Out of Sale or Sharing. You have the right to opt out of the processing of your personal data for purposes of: (i) targeted advertising; (ii) the sale of personal data; or (iii) profiling in furtherance of decisions that produce legal or similarly significant effects concerning you.
We do not currently sell personal data or use personal data for profiling in furtherance of decisions that produce legal or similarly significant effects. To the extent we engage in targeted advertising using third-party analytics or advertising tools, you may opt out through our cookie preference controls where available, or by contacting us at legal@vet-match.com with the subject line “Texas Opt-Out Request.”
(e) Right to Appeal. If we decline to act on your rights request, you have the right to appeal our decision. To submit an appeal, contact us at legal@vet-match.com with the subject line “Texas Privacy Appeal” within a reasonable time after receiving our response to your original request. We will respond to your appeal within 60 days of receipt. If we deny your appeal, you may submit a complaint to the Texas Attorney General at https://www.texasattorneygeneral.gov.
Texas residents may submit rights requests by:
Email: legal@vet-match.com with the subject line “Texas Privacy Rights Request”
Mail: DVMiQ Technologies LLC, Attn: Privacy — Texas TDPSA Request, 5900 Balcones Dr STE100, Austin, Texas 78731
We will respond to verifiable rights requests within 45 days of receipt. If additional time is needed, we will notify you within the initial 45-day period and may extend our response by an additional 45 days, for a maximum total response period of 90 days. We will not charge a fee for responding to requests unless they are manifestly unfounded, excessive, or repetitive, in which case we may charge a reasonable fee or decline to act, with written explanation.
We may verify your identity before processing a rights request. Verification may require you to confirm information associated with your account. We will not require you to create a new account to exercise your rights. You may designate an authorized agent to submit a request on your behalf; we may require verification of the agent’s authority.
Consistent with our obligations under the TDPSA, Company conducts or maintains data protection assessments for processing activities that present heightened risk to Texas residents, including: processing sensitive personal data; processing personal data for targeted advertising; selling personal data; and processing personal data for profiling purposes that produce legal or similarly significant effects. These assessments are internal documents and are not required to be publicly disclosed but are available to the Texas Attorney General upon request pursuant to a civil investigative demand.
We will not discriminate against you for exercising any rights described in this Section 15. We will not deny you the Platform, charge you different prices, provide a different quality of service, or suggest that you will receive different treatment because you exercised a privacy right, unless the difference is reasonably related to the value of the data you have asked us not to process.
We may process, disclose, and use deidentified or aggregated data derived from personal data of Texas residents for any lawful purpose. We maintain deidentified data in deidentified form and do not attempt to reidentify it. We contractually require recipients of deidentified data to maintain it in deidentified form.
Contact us at legal@vet-match.com with any questions or concerns about this Privacy Policy.