Privacy Policy
Noah’s Ark Animal Clinics Last Updated: August 1, 2026 This Policy covers our website, our client portal, our online pharmacy, our telehealth services, and our text messaging program. Veterinary records are generally not protected health information under HIPAA.
1. WHO WE ARE
Noah’s Ark Animal Clinics is a family of independently organized veterinary practices serving Greater Cincinnati and Northern Kentucky:
- Colerain Animal Clinic, Inc. — 6340 Colerain Ave., Cincinnati, OH
- Noah’s Ark Animal Clinic of Norwood, Inc. — 4765 Montgomery Road, Cincinnati, OH 45212
- Noah’s Ark Animal Clinic of Springdale, Inc. — 12029 Sheraton Lane, Springdale, OH
- West Chester Animal Clinic, LLC — 8675 Cincinnati Columbus Rd., West Chester Township, OH
- Fort Wright Animal Clinic, Inc. — 3339 Madison Pike, Ft. Wright, KY
- Noah’s Ark Animal Clinic of Florence, Inc. — 7025 Burlington Pike, Florence, KY
Each practice is a separate legal entity. Each practice controls the veterinary record of the pets it treats and is responsible for that record. Noah’s Ark Animal Clinics, Inc. operates the shared website, portal, and telehealth platform on behalf of all of them, and administers this Policy. In this Policy, “we,” “us,” and “our” mean the Noah’s Ark practice you deal with together with Noah’s Ark Animal Clinics, Inc. acting on its behalf. “You” means the pet owner, prospective client, website visitor, or other individual whose information we handle. Contact for privacy questions: info@noahsarkanimalclinics.net
2. WHAT THIS POLICY COVERS
This Policy applies to information we collect through:
| Property | What it is |
|---|---|
| noahsarkanimalclinics.com | Our public website, including appointment requests, contact forms, and newsletter sign-ups |
| Online check-in and scheduling | Our waitlist and appointment tools (currently provided by Waitwhile) |
| Pet Patient Portal | Your client and patient record portal (currently provided by ezyVet) |
| Online Rx Shop | Our online pharmacy and store (currently provided by Blue Rabbit Rx) |
| Pet WellPlan | Wellness plan enrollment and monthly billing (currently provided by Chargebee) |
| Telehealth | Telehealth sessions, currently delivered through Zoom, and telehealth appointment booking, currently through Calendly, together with any Noah’s Ark web or mobile application referenced in our Terms of Use |
| Text messaging | Our SMS program, governed also by our SMS Terms and Conditions |
| In-clinic visits | Information you give us at the front desk, in the exam room, or over the phone |
This Policy does not apply to third-party sites we link to, to social media pages we maintain on platforms we do not control, or to employment records of our staff. Some of the tools above are operated by vendors under their own privacy notices as well as ours; where a vendor collects information directly from you, that vendor’s notice also applies. This Policy is incorporated into our Terms of Use and our Consent to Telehealth Services. By using our services you agree to the handling of information described here.
3. INFORMATION WE COLLECT
3.1 Information You Give Us
| Category | Examples |
|---|---|
| Identifiers | Name, postal address, email address, telephone and mobile number, account username and password |
| Pet information | Pet name, species, breed, sex, age, weight, color, markings, microchip number, rabies tag number, spay/neuter status, and photographs or video of your pet |
| Veterinary information about your pet | History, symptoms, medications, vaccination status, prior treatment, diet, behavior, laboratory and imaging results, discharge instructions, and your observations about recovery |
| Telehealth session content | What you say, type, upload, or show during a session; the visit note; the location you confirm for you and your pet; the alternate contact method you provide |
| Payment information | Billing address, and card or bank details collected by our payment processor. We do not store full payment card numbers on our systems. |
| Commercial information | Services purchased, prescriptions filled, WellPlan enrollment and status, store orders, and appointment history |
| Correspondence | Emails, texts, portal messages, contact form submissions, reviews, survey answers, and recorded or noted phone calls |
| Career applications | Resume, work history, education, credentials and license numbers, and anything else you submit. Applications are submitted through ADP Workforce Now under its own privacy notice, not collected on our website. We also receive resumes sent directly to Human Resources by email or mail. |
Beyond what is needed to create and maintain an account, verify your identity, provide services, and take payment, you are not required to give us personal identifiers. Please do not send us a Social Security number, driver’s license number, financial account number, or health information about a person through a contact form, email, or text message. We do not need it.
3.2 Information We Collect Automatically
When you visit our website or use our apps, we and our analytics and advertising vendors collect:
- Device and connection data— IP address, browser type and version, operating system, device identifiers, screen size, language, and referring URL.
- Usage data— pages viewed, links clicked, time on page, scroll depth, forms started and completed, session duration, and the paths you take through the site.
- Advertising identifiers— click identifiers appended to links from search and social ads (for example gclid, gbraid, and utm parameters), cookie identifiers, and conversion events telling us which ad or campaign led to a call, form submission, or booking.
- Approximate location— derived from IP address. During a telehealth session we ask you to confirm your and your pet’s physical location; we do not collect precise device geolocation in the background.
- Call data— when you call a number listed on our site, we may receive the number dialed, your caller ID, the time and duration of the call, and the campaign that produced it.
Our site uses Google Tag Manager and Google Site Kit, which enable Google Analytics and Google Ads tags. Section 9 explains cookies and your choices.
3.3 Information From Other Sources
- Other veterinary practices, referring veterinarians, and emergency hospitals that have treated your pet;
- Reference laboratories, imaging providers, and our in-network laboratory;
- Pharmacies, distributors, and food and product manufacturers involved in filling your order;
- Pet insurance companies, when you ask us to submit or support a claim;
- Microchip registries, licensing authorities, and animal shelters or rescues;
- Payment processors and financing providers such as CareCredit, which tell us the outcome of a transaction but not your full application;
- Advertising, analytics, and review platforms, which tell us how you found us and what you said publicly;
- Anyone you authorize to act for you, including a family member who brings your pet in.
4. SENSITIVE INFORMATION
We do not seek sensitive personal data about you. We do not knowingly collect your racial or ethnic origin, religious beliefs, mental or physical health diagnosis, sexual orientation, immigration status, genetic or biometric data, or precise geolocation, and we do not ask for it. Health information about your pet is not health information about you, and animals do not have privacy rights under state consumer privacy laws. We nevertheless treat your pet’s record as confidential and handle it as described in Section 10. If you volunteer information about your own health during a session — for example, that you cannot lift your dog, or that a medication in your home was ingested — we record only what is necessary to help your pet, and we do not use it for marketing.
5. HOW WE USE INFORMATION
We use the information described above to:
- Provide veterinary care, telehealth services, and the products you order;
- Create and maintain your account and your pet’s medical record;
- Schedule, confirm, and remind you about appointments, and manage clinic check-in and wait times;
- Fill, refill, and deliver prescriptions, and administer WellPlan enrollment and billing;
- Communicate with you about your pet’s care, results, discharge instructions, and follow-up;
- Take payment, invoice, collect unpaid balances, and support insurance claims you ask us to submit;
- Document sessions, including through recording and automated scribing, as described in Section 6;
- Supervise and train our veterinary professionals, and review quality of care;
- Respond to your questions, requests, complaints, and reviews;
- Operate, secure, troubleshoot, and improve our website, portal, and applications;
- Measure and improve our advertising, and show you relevant ads on other sites and platforms;
- Send you newsletters, promotions, and pet care content where you have not opted out;
- Evaluate job applications;
- Detect and prevent fraud, abuse, and security incidents;
- Comply with law, including veterinary board recordkeeping rules, controlled substance rules, rabies and public health reporting, and animal cruelty reporting obligations; and
- Establish, exercise, or defend legal claims.
We use de-identified and aggregated information — from which you and your pet cannot reasonably be identified — for internal quality review, training, and statistics. We do not attempt to re-identify it. We do not use automated processing to make decisions about you that produce legal or similarly significant effects.
6. SESSION RECORDINGS, AI, AND AUTOMATED TOOLS
Telehealth sessions are recorded. By starting a session you consent to audio and video recording of it. Recordings are made for documentation, quality assurance, training, and supervision, are kept as our internal records, and are accessible to our veterinarians and staff for those purposes. Recordings are not part of your pet’s medical record and are not provided to clients. The record of the visit is the written or electronic visit note, which is available to you as described in Section 10. Recordings are stored by our conferencing vendor, Zoom, under a written agreement restricting its use of them, and are kept as described in Section 10. When you book a telehealth session through Calendly, that vendor receives the booking details you enter — your name, email address, telephone number, and anything you type into the booking form. Please describe your pet’s problem during the session rather than in the booking form. We use automated tools, including artificial intelligence and audio-capture or scribing software, to support documentation, scheduling, triage workflows, and administrative functions. A credentialed veterinary professional remains responsible for what goes into the record. We do not permit our AI vendors to use your information to train their general-purpose models, and our agreements with them require that restriction. We may also use session recordings and website session replay tools to understand how our services are used. Where a replay tool is in use, we configure it to mask password fields and payment fields.
7. HOW WE SHARE INFORMATION
We do not sell your personal data for money, and we do not rent or trade your contact list. We share information in the following circumstances, and no others:
7.1 Among the Noah’s Ark Practices
Our practices share a common platform, client account, and clinical record system so that any of our clinics can treat your pet and see relevant history. Sharing is limited to what a practice needs to provide care, take payment, and meet its legal obligations.
7.2 Service Providers
We use vendors to run our business. They may access information only to perform services for us, are bound by written agreements restricting their use of it, and may not use it for their own purposes. Categories include:
| Category | What they do |
|---|---|
| Practice management and records | Host and maintain the clinical record and client portal |
| Scheduling and check-in | Run the in-clinic waitlist and online check-in (Waitwhile) and telehealth appointment booking (Calendly) |
| Telehealth and conferencing | Carry the audio, video, and messaging in a session, and store session recordings (Zoom) |
| AI scribing and documentation | Transcribe and draft visit notes for professional review |
| Payment processing and billing | Take card payments, run WellPlan subscriptions, and issue receipts |
| Pharmacy and fulfillment | Fill and ship prescriptions, food, and products |
| Laboratories and imaging | Run diagnostics ordered by our veterinarians |
| Email, SMS, and call handling | Deliver messages and route calls |
| Hosting, security, and IT support | Keep our systems running and protected |
| Analytics and advertising | Measure site performance and campaign results |
| Reviews and surveys | Collect and publish client feedback |
| Professional advisors | Provide legal, accounting, audit, and insurance services |
7.3 Care-Related Disclosures
- Emergency and specialty hospitals, referring or receiving veterinarians, and after-hours providers, when we refer your pet or when continuity of care requires it;
- Laboratories, pathologists, and consultants engaged for your pet’s case;
- Pharmacies and compounding pharmacies filling a prescription written for your pet;
- Pet insurers, when you ask us to submit or support a claim;
- Microchip registries, to register or update your pet’s chip;
- Crematory or aftercare providers, at your direction.
7.4 Legal and Safety Disclosures
We may disclose information where we believe in good faith that it is required or permitted by law, including to:
- Comply with a subpoena, court order, warrant, or other lawful process;
- Respond to a lawful request from a state veterinary board, health department, or law enforcement agency;
- Report rabies exposures, bites, reportable diseases, or suspected animal cruelty as required by Ohio or Kentucky law;
- Comply with controlled substance recordkeeping and reporting requirements;
- Enforce our Terms of Use or other agreements;
- Protect the rights, property, or safety of a person, an animal, our staff, or the public.
7.5 Business Transfers
If a practice is sold, merged, reorganized, or transfers substantially all of its assets, client and patient information may transfer with it, subject to the receiving party honoring this Policy or giving you notice of a material change. Ohio and Kentucky veterinary records rules on transfer of practice continue to apply.
7.6 With Your Direction
We share information as you ask us to, including with a family member, pet sitter, boarding facility, groomer, trainer, breeder, or another veterinarian you designate. Ask us in writing where possible so the authorization goes in the record.
8. TEXT MESSAGING
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the categories in Section 7 exclude text messaging originator opt-in data and consent; that information is not shared with any third party other than aggregators, carriers, and providers of the text messaging service itself, and then only to deliver the messages you asked for. We send transactional messages about your pet’s care — appointment reminders, session confirmations, prescription and pickup notices, and communications about scheduled care. We also send promotional and pet care text messages to clients who separately opt in to receive them. Agreeing to marketing messages is not a condition of receiving any of our services, and you may decline them and still use every part of our practice. Reply STOP from the enrolled number to stop. Opting out of marketing messages does not stop messages about your pet’s care, and opting out does not affect any other number you have enrolled. Our SMS Terms and Conditions govern the program; this Policy governs the handling of the data. Text messages are delivered through a third-party messaging provider engaged by us and bound by a written agreement restricting its use of your information. We keep a record of your marketing opt-in and of any opt-out, including the number, the date and time, and the method, for as long as necessary to show compliance with the Telephone Consumer Protection Act and state telemarketing law.
9. COOKIES, ANALYTICS, AND ADVERTISING
We use cookies, pixels, tags, and similar technologies. Some are strictly necessary to log you in, keep your session, and secure our forms; the rest remember your preferences, tell us how the site is used, and measure our advertising, including Google Analytics. Because we advertise through Google and social platforms, some of this activity is targeted advertising as defined by state privacy law, and third parties may collect information about your activity across sites over time. Your choices. We do not currently offer a cookie preference tool on our website. You can control cookies through your browser settings, though blocking all cookies will break portal login and checkout. You can opt out of Google Analytics at tools.google.com/dlpage/gaoptout and manage ad personalization at myadcenter.google.com. Industry opt-outs are available at optout.aboutads.info and optout.networkadvertising.org. On mobile, reset or limit your advertising identifier in your device settings. You can also contact us directly and ask us to stop processing your information for targeted advertising. Do Not Track. We do not currently respond to browser Do Not Track signals.
10. VETERINARY RECORDS
HIPAA does not apply. Veterinary records are generally not protected health information, and we are not a HIPAA covered entity when we treat your pet. Your pet’s record is instead governed by Ohio and Kentucky veterinary practice law, by state veterinary board rules on confidentiality and release of records, and by this Policy. Who owns what. The practice that treated your pet owns the original record. You are entitled to the information in it. Radiographs, laboratory reports, imaging, and other diagnostics that we obtained remain our property, and we provide copies. Getting a copy. Ask the treating practice, or use the Pet Patient Portal. We provide records to you, or to another veterinarian at your request, within a reasonable time. We may charge a reasonable fee for duplicating imaging or extensive records where state law permits. Confidentiality. We do not release your pet’s record to a third party without your authorization, except as described in Section 7.4. Your identifying information is not shared with researchers or unrelated third parties without your consent. De-identified information may be used internally for quality review and training. Corrections. You may ask us to correct factual errors about you or your pet such as a misspelled name, a wrong date of birth, an incorrect address. We will not delete or alter a clinical observation, finding, or professional opinion recorded by a veterinary professional; where a record is amended, both the original entry and the amendment remain, as recordkeeping rules require. How long we keep records. We keep information only as long as we need it for the purposes described in Section 5, and longer where the law requires, including veterinary board recordkeeping rules, controlled substance and rabies reporting requirements, telehealth consent retention, and tax and billing rules. When a retention period ends we delete the information or de-identify it.
11. YOUR CHOICES AND YOUR RIGHTS
11.1 Choices Available to Everyone
- Marketing email — click unsubscribe in any marketing message, or contact us. We will still send you messages about your pet’s care, appointments, prescriptions, and account.
- Text messages — reply STOP from the enrolled number.
- Targeted advertising — use the controls in Section 9, or ask us to stop.
- Your account — review and update your contact details in the Pet Patient Portal, or ask us to.
- Telehealth consent — withdraw it at any time. Doing so does not affect your ability to be seen in person.
11.2 Access, Correction, and Deletion
Kentucky’s Consumer Data Protection Act (KRS 367.3611 to 367.3629) grants residents certain data rights, and applies only to businesses above volume thresholds we may not meet. Ohio has no comparable law. We extend the following to our clients in both states regardless. You may ask us to confirm what personal data we hold about you and give you access to it, correct inaccuracies, delete it, provide a portable copy, or stop processing it for targeted advertising. How we respond. We answer within forty-five (45) days and may extend once where reasonably necessary, telling you why. If we refuse, you may appeal by writing to info@noahsarkanimalclinics.net with “Privacy Appeal” in the subject line, and we will respond within sixty (60) days. Kentucky residents may then contact the Kentucky Attorney General at ag.ky.gov. Limits. We will not delete or alter a veterinary medical record where recordkeeping law requires us to keep it, and we may retain information needed for billing, legal claims, controlled substance compliance, or fraud prevention. Where we cannot fully honor a request, we will tell you what we did and why.
11.3 How to Make a Request
Email info@noahsarkanimalclinics.net. Tell us enough to find your record, your name, the email or phone number on your account, and your pet’s name. We will take reasonable steps to verify your identity first, and will not use what you give us for verification for anything else. An agent may act for you with your written authorization. We will not deny you services or give you lower quality of care because you exercised a privacy right.
12. HOW WE PROTECT INFORMATION
We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access controls limiting staff to what their role requires, encryption of data in transit, secured facilities and workstations, vendor due diligence and written data protection terms, staff training, and logging and monitoring of our systems. No safeguard is perfect. No transmission over the internet and no method of storage is completely secure. We cannot guarantee the security of information you send us, and you send it at your own risk. Email and text are not secure channels; do not use them for anything you would not want disclosed. Your part. Keep your portal password confidential, do not share your account, log out on shared devices, and tell us immediately at info@noahsarkanimalclinics.net if you suspect unauthorized access.
13. CHILDREN
Our services are for adults. You must be 18 or older to hold an account or use the telehealth Platform. We do not knowingly collect personal information from children under 13, and our website is not directed to children. If you believe a child under 13 has given us personal information, contact us at info@noahsarkanimalclinics.net and we will delete it promptly. A parent or guardian who brings a minor into a clinic is responsible for the minor’s presence; we do not create accounts for minors.
14. THIRD-PARTY SITES AND SERVICES
Our website links to sites we do not control, including our online pharmacy, our portal, our scheduling tools, our WellPlan billing portal, our review platform, financing providers, our employee payroll system, and our social media pages. Following a link takes you outside this Policy. We are not responsible for the content, security, or privacy practices of those sites, and you should read their notices before giving them information. Two vendors are central to telehealth. Appointment booking is handled by Calendly, whose privacy notice is at https://calendly.com/legal/privacy-notice, and sessions are carried by Zoom, whose privacy statement is at https://www.zoom.com/en/trust/privacy/privacy-statement/. Those notices govern information those companies collect directly from you and apply alongside this Policy. This Policy governs what we do with the information we receive from them. Interacting with our pages on Facebook, Instagram, or YouTube is governed by those platforms’ policies. Anything you post publicly on them, including a comment describing your pet’s condition, is public, and we cannot control how the platform or other users use it.
15. WHERE WE OPERATE
We operate in the United States and our services are intended for people located in Ohio and Kentucky. Information we collect is stored and processed in the United States. If you access our services from outside the United States, you do so on your own initiative, and you understand that United States law may not offer the protections of your home jurisdiction.
16. CHANGES TO THIS POLICY
We may update this Policy. We will post the revised version here with a new Last Updated date. If a change materially affects how we use information we already hold about you, we will give you notice by email or through the Platform before it takes effect, and where the law requires consent, we will ask for it. Continuing to use our services after the effective date means you accept the change. We keep prior versions available on request.
17. CONTACT US
Questions, requests, and complaints about privacy:
- Email: info@noahsarkanimalclinics.net
- Mail: Noah’s Ark Animal Clinics, Attn: Privacy, 6340 Colerain Avenue, Cincinnati, OH 45239
- Phone: 513.923.4400
To reach the practice that treated your pet directly:
| Location | Address | Phone |
|---|---|---|
| Colerain, OH | 6340 Colerain Ave., Cincinnati, OH 45239 | 513-923-4400 |
| Springdale, OH | 12029 Sheraton Lane, Springdale, OH 45246 | 513-551-1111 |
| West Chester, OH | 8675 Cincinnati Columbus Rd., West Chester Township, OH 45069 | 513-779-6100 |
| Ft. Wright, KY | 3339 Madison Pike, Ft. Wright, KY 41017 | 859-426-0426 |
| Florence, KY | 7025 Burlington Pike, Florence, KY 41042 | 859-372-0200 |
| Norwood, OH | 4765 Montgomery Road, Cincinnati, OH 45212 | Coming soon |
