Draft: This text was drafted from what the application actually does and must be reviewed by a lawyer before you rely on it.

Privacy notice

This notice describes the personal data processed when operating the Equipixel teleradiology portal.

1. Controller

Equipixel Veterinary Teleradiology, Dr. Mahmoud Mageed, DipECVDI-LA
Alte Dorfstraße 21, 49456 Bakum, Germany
Email: info@equipixel.com

Where a veterinary practice submits case data through the portal, we process that data on behalf of the practice. The practice is then the controller under the GDPR, on the basis of the data processing agreement.

2. Data processed

Category	Data
User account	Name, email address, mobile number, password (stored only as a scrypt hash), language, last sign-in
Practice details	Practice name, contact person, address, telephone, VAT ID, billing mode, logo
Case data	Imaging data (DICOM/JPEG) including its header fields, history, clinical question, patient name, species, breed, age, sex, owner's name, referring veterinarian
Reports	The report produced, including any figures inserted
Billing	Invoices, line items, payment status
Logs	Sign-ins, case submissions, report releases, billing actions, IP address, timestamp

3. Purposes and legal bases

Providing the teleradiology service — Art. 6(1)(b) GDPR (contract)
Invoicing and bookkeeping — Art. 6(1)(c) GDPR (legal obligation)
Operational security and abuse prevention — Art. 6(1)(f) GDPR (legitimate interest)

4. Recipients and processors

Recipient	Purpose	Location
Host Europe GmbH	Server hosting and data storage	Deutschland / Germany
Dropbox International Unlimited Company	Storage of the submitted imaging data	Irland / USA (third country)
Microsoft Ireland Operations Ltd.	Email delivery (notifications, invoices)	Irland / EU

5. Retention

Imaging data and reports: for the duration of the business relationship and thereafter as professional rules require.
Invoices and accounting records: ten years (German tax and commercial law).
Log data: normally up to twelve months.
User accounts: until the account is deleted.

6. Your rights

You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction (Art. 18), data portability (Art. 20) and objection (Art. 21 GDPR). Contact info@equipixel.com. You may also lodge a complaint with a supervisory authority.

7. Cookies

The portal sets only strictly necessary cookies. There is no analytics, no tracking and no sharing with advertising networks. No third-party content is embedded - fonts and scripts are served from our own server - so no third party can set a cookie here.

Name	Purpose	Lifetime
`equipixel_session`	Keeps you signed in. Holds a signed user id only, no personal content.	12 hours
`equipixel_lang`	Remembers whether you use the portal in German or English.	1 year
`equipixel_flash`	Carries a single status message (such as “case submitted”) to the next page.	60 seconds

All cookies are set HttpOnly, so JavaScript cannot read them, carry SameSite=Lax against cross-site requests, and are marked Secure over HTTPS.

Because every cookie used is strictly necessary for the service you explicitly requested, no consent is required under § 25(2)(2) TDDDG. There is deliberately no cookie banner: it would imply a choice that does not exist here.

8. Security

All traffic is encrypted (HTTPS). Passwords are stored only as scrypt hashes. Access to cases, imaging data, reports and invoices is restricted to the submitting practice and the reporting radiologist, and is checked on every request. Sign-in attempts are rate limited.

9. Scientific use of anonymised images

With your express consent we use images from your cases for teaching, research, professional presentations and scientific publications. The legal basis is Art. 6(1)(a) GDPR.

This consent is voluntary. It is not a condition of using the portal. Whether you give it or not has no bearing on the scope of the service, turnaround time or price.

Before any such use we remove from the image and its metadata:

patient and owner names and all contact details,
the name and address of the submitting practice and the referring vet,
case and study numbers, acquisition dates and device identifiers,
text burned into the image itself containing any of the above.

Only clinically necessary details are kept, such as species, breed, age group, sex, anatomical region and modality. Your practice is not named unless you expressly ask for it.

You may withdraw your consent at any time with effect for the future - in the portal under "Practice profile", or informally by email to info@equipixel.com. This does not affect the lawfulness of processing carried out before the withdrawal. Please note that publications already issued and talks already given cannot be retracted afterwards; no further use is made from the point of withdrawal onwards.

Without this consent your images are used solely to produce the report for the case in question.

10. Evidence of your consent

For every agreement and every withdrawal we store the time, the version of the documents and the IP address, so that the consent can be demonstrated (Art. 7(1) GDPR). You can see the history of your decisions at any time under "Practice profile".

Last updated: 28 Sep 2026