Last updated: 16 October 2026
Scoobycares ("Scoobycares", "we", "us", "our") provides a practice-management platform for veterinary clinics, hospitals and pet-care teams ("Clinics") around the world, including appointment booking, medical records, grooming, billing and an AI assistant ("ScoobyPaw"). This Privacy Policy explains what personal data we collect, why, and how it is handled when a Clinic or a pet parent uses Scoobycares, wherever they are based.
Each Clinic that signs up for Scoobycares is a separate, isolated tenant on our platform. If you are a pet parent, your pet's records and appointments are visible only to the specific Clinic you booked with and to Scoobycares' own systems - never to any other clinic on the platform.
Who decides what is recorded. Each Clinic decides what information about its pet parents, pets and staff it records on Scoobycares and is responsible for that information. Scoobycares stores and processes it on the Clinic's behalf to run the service. For our own marketing site and Clinic accounts (sign-up, billing, support), Scoobycares is responsible directly.
This Policy covers three kinds of people who interact with Scoobycares:
This Policy is written to meet India's Information Technology Act, 2000 and its rules, and the Digital Personal Data Protection Act, 2023 and the DPDP Rules, 2025 as they come into force.
Name, phone number, email address, role (pet parent, doctor, staff, groomer), and clinic/branch affiliation. Phone number is our primary login identifier, since it is what every Clinic already has on file for its customers and staff.
Pet details (species, breed, age, weight), appointment history, diagnoses, treatment notes, prescriptions, lab reports, X-rays and other medical documents your Clinic's doctor records during a consultation, and vaccination records.
For home-visit grooming and, where offered, home-visit consultations, we collect the address you provide and, only while a visit is actively in progress, the assigned groomer's live GPS location - used to show your Clinic and you that the groomer is on the way and to detect arrival. Location sharing stops automatically once the visit is marked complete or cancelled.
Files your Clinic uploads, such as lab reports, prescriptions, certificates and, for grooming visits, before-and-after photos of your pet.
Invoice and payment records (amounts, payment method, payment status) for services booked through your Clinic, and, if you pay by UPI or bank transfer and upload proof, the screenshot or reference number you send so the Clinic can confirm it. Scoobycares does not store full card numbers; payments are processed by your Clinic's chosen payment method (for example UPI) or collected directly by the Clinic in cash or card at the time of service.
Questions you type to ScoobyPaw and the answers it gives, so that conversations can stay contextual and so your Clinic can review how the assistant is being used. See Section 6 below for how these questions are processed.
Standard technical data such as IP address, browser type, device type and pages visited, collected automatically to keep the platform secure and working correctly. On our public website only, and only if you click "Accept" on the cookie banner, we also use Google Analytics to count visits and see which pages are useful.
When you ask for a demo we collect your name, business name, phone, email and city, and with your consent we contact you about Scoobycares by phone, email and WhatsApp (including an automatic welcome message and a reminder before your demo). Reply "STOP" on WhatsApp or write to sales@scoobycares.com to stop these messages.
When you apply on our careers page we collect your name, phone, email, city, education, LinkedIn profile, your answers and your resume, only to consider you for roles at Scoobycares. Resumes are visible only to our hiring team. Questions about an application: hr@scoobycares.com.
Scoobycares sends booking confirmations, reminders (for example, when a vaccination is due) and status updates (appointments, grooming, invoices) inside the app and, where your Clinic has turned them on, by SMS and WhatsApp to the phone number on your account. When a Clinic adds you as a pet parent or staff member, we send you a one-time link by SMS or WhatsApp so you can set your own password. We keep a record of each message sent (recipient number, message text, delivery status) so problems can be traced. To stop non-essential reminders, ask your Clinic or write to sales@scoobycares.com.
When something goes wrong on the platform, we record technical details of the error (the page, the time and, if you were signed in, your account ID) so we can fix it. These records are used only to keep Scoobycares working and secure, and are kept only as long as needed for that.
We do not sell personal data. We share it only in these situations:
We never share one Clinic's data with another Clinic on the platform.
Scoobycares and the service providers above may store and process data on servers outside India, including in the United States, because that is where these services run. We use providers that protect data with industry-standard security, we only send them what they need to provide their service, and we will stop any transfer to a country the Government of India restricts.
Some ScoobyPaw responses are generated using a third-party AI language model provider (Groq, USA). When this happens, the text of your question and the context needed to answer it (for example your pet's name and relevant record details) is sent to that provider to generate a response. When a Clinic asks ScoobyPaw to read an uploaded lab report or X-ray, the image is sent too, and it may show details printed on it. This is used only to return an answer and is not used by Scoobycares to build an advertising profile of you.
If something goes wrong. If we discover a personal data breach, we will report it to CERT-In within 6 hours as Indian law requires, inform the affected Clinics without delay, and inform affected people and the Data Protection Board of India as required by the DPDP Act, with what happened, what it means for you and what we are doing about it.
No online system can be guaranteed 100% secure. We work to protect your information but cannot guarantee absolute security of data transmitted to or stored on our platform.
We keep personal data only as long as it is needed for the purpose it was collected for, or as long as the law requires:
Depending on your location, you may have the right to:
To exercise any of these, contact your Clinic directly (they control day-to-day access to your records) or write to us at sales@scoobycares.com. This applies equally whether your Clinic is based in India or elsewhere - data protection laws vary by country, and we aim to honor the strongest applicable standard for your request.
Scoobycares is a platform for booking and managing pet care and is not directed at children. You must be 18 or older to create an account or apply for a job with us. Clinics should register only adult pet parents; if a Clinic needs to record a child's details, it must first get verifiable consent from the child's parent or guardian.
We use necessary cookies to keep you signed in and to keep the platform secure (for example, CSRF protection). On our public website we use Google Analytics cookies only if you accept them on the cookie banner. See our Cookie Policy for details.
We may update this Policy from time to time. Material changes will be announced on this page with an updated "Last updated" date above.
Questions about this Policy or your data can be sent to sales@scoobycares.com or call / WhatsApp +91 97410 68445. We work with clinics internationally, so reach out in whichever language is easiest for you and we'll do our best to help.
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