Privacy Policy

Overview

Universe Freedom LLC ("we," "us," or "our"), operating as avianexotics.vet, operates the ExoHub Pro platform accessible at app.avianexotics.vet. This Privacy Policy explains what information we collect, how we use it, and your rights with respect to that information.

ExoHub Pro is a clinical reference and decision-support tool for licensed veterinary professionals. It is expressly not a patient records system — we do not collect, store, or process any patient data, client information, or clinical records.

1. Information We Collect

We collect only the information necessary to provide, maintain, and improve the Platform:

• Account information: Your name, email address, and professional credentials (e.g., license number, state/jurisdiction) provided at registration.
• Subscription & billing data: Your subscription plan and billing status. Payment card details are processed directly and securely by Stripe — we do not receive, process, or store full payment card numbers.
• Usage analytics: Aggregate, non-identifiable data about how you interact with the Platform, including which reference panels are viewed, session duration, and feature usage. This data is used solely to improve the Platform.
• Device & session data: Browser type, operating system, IP address, and session cookies necessary to operate the service.

2. What We Do NOT Collect

• Patient names, medical histories, or health records
• SOAP notes, visit records, or clinical documentation
• Client or pet owner personal information
• Any data entered by users into their practice management software

3. How We Use Your Information

We use the information we collect for the following purposes only:

• Service delivery: To authenticate your account, manage your subscription, and provide access to Platform features.
• Transactional communications: To send account confirmations, subscription receipts, renewal notices, and critical service updates. We do not send promotional email without your consent.
• Platform improvement: To analyze aggregate usage patterns, identify bugs, and improve the content and functionality of the Platform.
• Legal compliance: To comply with applicable laws, regulations, and legal processes.

We do not sell, rent, or share your personal information with third parties for marketing purposes.

4. Third-Party Services

We use a limited set of trusted third-party providers to operate the Platform. Each provider is bound by their own privacy policy, linked below:

We do not use advertising networks, social tracking pixels, or any behavioral advertising technology.

5. Data Retention

We retain your account and subscription data for as long as your subscription remains active. Following cancellation or termination of your account, we retain your data for a period of 90 days to allow for reactivation and to meet legal obligations.

After the 90-day post-cancellation period, your personal account data is deleted from our active systems. Anonymized, aggregate usage data may be retained indefinitely for analytical purposes and does not identify you personally.

6. Security

We implement industry-standard security practices to protect your information:

• Encryption in transit: All data transmitted between your browser and our Platform is encrypted using TLS (Transport Layer Security).
• Encryption at rest: Data stored in our database infrastructure (hosted on Supabase) is encrypted at rest.
• Access controls: Access to user data is restricted to authorized personnel on a need-to-know basis.
• Payment security: Payment processing is handled entirely by Stripe, which is PCI DSS Level 1 certified. We never transmit or store raw card data.

While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to use a strong, unique password for your account.

7. Your Rights & Choices

You have the following rights regarding your personal data:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of any inaccurate or incomplete personal information.
• Deletion: Request deletion of your account and associated personal data, subject to our retention obligations.
• Portability: Request an export of your account data in a commonly used format.
• Objection: Object to certain types of data processing where applicable law permits.

To exercise any of these rights, email us at info@avianexotics.vet. We will respond within 30 days.

8. Cookies

ExoHub Pro uses a minimal set of cookies strictly necessary to operate the Platform:

• Session cookies: Used to authenticate your login session and maintain your signed-in state. These are deleted when you close your browser or sign out.
• Preference cookies: May store lightweight UI preferences such as display settings. These do not contain personal information.

We do not use advertising cookies, third-party tracking pixels, social media cookies, or any other non-essential tracking technology. We do not participate in cross-site behavioral advertising.

9. Privacy Law Compliance

We are committed to complying with applicable privacy laws, including:

• CCPA (California Consumer Privacy Act): California residents have the right to know what personal information is collected, to request deletion, and to opt out of the sale of personal information. We do not sell personal information.
• GDPR (General Data Protection Regulation): For users in the European Economic Area, our lawful basis for processing your data is the performance of our subscription contract with you. You have the rights to access, rectify, erase, and port your data as described in Section 7.

If you have privacy-related concerns or believe your rights have not been respected, you may contact us directly at info@avianexotics.vet or lodge a complaint with your applicable data protection authority.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. For material changes, we will notify you via email or a prominent notice within the Platform before the changes take effect.

Your continued use of the Platform after any changes become effective constitutes your acceptance of the revised Privacy Policy.

11. Contact

For any privacy-related questions, requests, or concerns, please contact us:

• Email: info@avianexotics.vet
• Platform: app.avianexotics.vet
• Company: Universe Freedom LLC
• Operating as: avianexotics.vet
• Data Controller: Dr. Ramon de Armas, DVM