Privacy and personal data processing policy for triadan.app

Published: 24 June 2026

This Privacy Policy (the "Policy") defines how personal data is collected, stored, processed, used, and protected on the triadan.app SaaS platform.

The Platform is owned and administered by Sole Proprietor Hanna Nikolaienko (the "Provider", "Platform Administration", or "we").

triadan.app provides users with subscription access to electronic veterinary dental chart functionality.

1. General provisions

1.1. This Policy is developed in accordance with the Law of Ukraine "On Personal Data Protection" and other applicable laws of Ukraine.

1.2. By using the Platform, creating an account, subscribing, or entering data into the Platform, the User confirms that they have read this Policy and agree to its terms.

1.3. If the User does not agree with this Policy, they must stop using the Platform.

2. Roles regarding personal data

2.1. Regarding registration, contact, technical, payment, and service data of Platform Users themselves, the Provider is the data controller.

Such Users may include veterinarians, veterinary clinic representatives, account administrators, clinic team members, or other persons who create an account or use the Platform.

2.2. Regarding personal data of third parties that the User independently enters into the Platform while maintaining veterinary dental charts, the Provider acts as a data processor and technical provider of the tool for storing and processing such data.

Such third parties may include pet owners, veterinary clinic clients, the Customer's employees, or other persons whose data is entered into the Platform by the User.

2.3. The User independently determines the content, scope, and legal basis for entering and processing third-party personal data in the Platform.

2.4. The User must ensure a proper legal basis for entering such data into the Platform, including obtaining the data subject's consent or ensuring another legal basis under applicable law.

3. What data we collect and process

3.1. User registration and account data:

first and last name;
email address;
phone number, if provided by the User;
veterinary clinic, practice, or organization name;
User role in the account or team;
sole proprietor or legal entity details, if provided;
account settings, subscription plan, and subscription status.

3.2. Authentication and security data:

email used for sign-in;
one-time sign-in codes or technical information about their use;
two-factor authentication status, if enabled by the User;
technical data related to sign-in security, sessions, and devices.

The Platform does not use password-based authentication; therefore we do not collect, create, store, or process user passwords.

3.3. Data entered by the User while using the Platform:

pet owner data, if entered by the User;
pet owner contact details, if entered by the User;
pet name, species, breed, sex, age, or other characteristics;
history, clinical data, dental records, tooth statuses, pathologies, treatment plans, notes;
photos, X-rays, or other files, if the feature is available and uploaded by the User;
PDF reports and other documents generated using the Platform.

3.4. Technical and pseudonymized data:

IP address;
browser type;
operating system;
device type;
date and time of access;
cookies;
session data;
error logs;
technical logs required for security, stability, and bug fixes.

3.5. Payment data:

The Platform does not collect or store full payment card credentials, including full card number, CVV, or card expiry date.

Payments are processed through the secure Monobank / plata by mono payment gateway.

To enable subscription auto-renewal, Monobank may provide the Provider with a tokenized card identifier, masked card number, payment status, payment amount, payment currency, payment date, transaction identifier, and other technical information required for subscription accounting.

3.6. Support communication data:

support requests;
messages sent by the User to email or Telegram support;
technical information required to resolve an issue;
request history, if stored.

4. Purpose of personal data processing

4.1. We process personal data for the following purposes:

providing access to triadan.app SaaS functionality;
creating and maintaining the User account;
authenticating the User via email code;
enabling two-factor authentication, if turned on;
maintaining veterinary dental charts within Platform functionality;
storing, editing, viewing, and exporting data entered by the User;
generating PDF reports;
managing, accounting for, renewing, and terminating subscriptions;
processing payments via Monobank / plata by mono;
sending service messages about subscription, payment, auto-renewal, maintenance, updates, or account security;
providing technical support;
fixing errors, analyzing stability, and improving Platform performance;
preventing fraud, unauthorized access, and abuse;
complying with legal requirements, including tax, accounting, and fiscal obligations.

5. Legal bases for data processing

5.1. Personal data is processed on the following legal bases:

conclusion and performance of a contract between the Provider and the User;
consent of the User or another data subject, where required;
compliance with legal requirements;
legitimate interests of the Provider, including Platform security, fraud prevention, service improvement, and protection of the Provider's rights;
necessity of processing to provide Platform functionality that the User independently uses.

5.2. Regarding personal data of third parties entered by the User into the Platform, the User is responsible for determining the legal basis for such processing.

6. Data storage and protection

6.1. Data is stored using official cloud services and infrastructure platforms, including Vercel, Supabase, and other services required for Platform operation.

6.2. Such services apply technical and organizational security measures to protect data from unauthorized access, loss, alteration, disclosure, or destruction.

6.3. We apply reasonable technical and organizational safeguards, including:

restricting data access;
email-code authentication;
optional two-factor authentication;
use of secure cloud infrastructure;
logging of technical events;
backups;
access control for administrative tools;
use of secure payment services for payment processing.

6.4. Platform Administration does not have access to User passwords, as passwords are not used in the system.

6.5. Account data is accessible to the authorized User and, where team functionality exists, to other users granted appropriate rights by the account owner or administrator.

6.6. Provider employees or technical contractors may receive limited data access only when necessary for technical support, bug fixes, security, legal compliance, or at the User's direct request.

7. Disclosure to third parties

7.1. The Provider does not sell, rent, or distribute Users' personal data or their clients' data to third parties for marketing purposes.

7.2. Data may be disclosed or made accessible only to the extent necessary for Platform operation, including the following categories of recipients:

cloud infrastructure services, including Vercel and Supabase;
payment services, including Monobank / plata by mono;
email delivery or authentication services;
analytics, error monitoring, or security services, if used;
technical contractors or consultants supporting Platform operation;
authorities of Ukraine where required by applicable law, based on an official and properly documented request.

7.3. Third parties receive access only to data necessary to perform the relevant technical or payment function.

8. International data transfers

8.1. To operate the Platform, personal data may be processed and stored using cloud infrastructure whose servers or subcontractors may be located outside Ukraine.

8.2. In such cases, the Provider takes reasonable organizational and technical measures to ensure an adequate level of personal data protection under applicable law.

8.3. The User understands and agrees that use of international cloud services is necessary for technical operation of the Platform.

9. Data retention periods

9.1. User registration and account data are retained for the lifetime of the account and for the period necessary to fulfill legal, accounting, tax, contractual, or technical obligations of the Provider after the User stops using the Platform.

9.2. Data entered into veterinary dental charts is stored in the User's account for the lifetime of the account or until deleted by the User, if such functionality is available.

9.3. After account or specific data deletion, such information may be temporarily retained in backups for the technical period required for security, Platform recovery, and legal compliance.

9.4. Data related to payments, subscriptions, fiscalization, accounting, or tax records may be retained for periods required by applicable law of Ukraine.

9.5. Technical logs may be retained for the period necessary for security, error analysis, abuse prevention, and stable Platform operation.

10. Cookies and similar technologies

10.1. The Platform may use cookies and similar technologies for:

User authentication;
session persistence;
security;
remembering settings;
analyzing technical Platform performance;
improving user experience.

10.2. The User may restrict or disable cookies in browser settings. However, this may affect certain Platform features, including authentication and session persistence.

10.3. If marketing cookies, advertising pixels, or extended analytics are used on the Platform, the Provider may add a separate cookie banner or other consent mechanism as required by applicable rules.

11. User rights

11.1. Under the Law of Ukraine "On Personal Data Protection", the User has the right to:

know the sources of collection, location of their personal data, purpose of processing, and location of the data controller;
receive information about conditions for access to personal data;
access their personal data;
receive a response as to whether their personal data is being processed;
submit a reasoned request to change or delete their personal data if processed unlawfully or inaccurately;
protect their personal data from unlawful processing, accidental loss, destruction, damage, or disclosure;
withdraw consent to personal data processing where processing is based on consent;
file complaints or requests with authorized bodies under applicable law.

11.2. The User may view, change, or delete some of their data through the Personal Account, if such functionality is available.

11.3. To exercise rights that cannot be fulfilled through the Personal Account, the User may contact support using the contacts listed in Section 16 of this Policy.

12. Pet owner and other third-party data

12.1. If personal data of a pet owner or other third party has been entered into the Platform, such person should first contact the User or Customer who entered the data and determines the purpose of processing regarding access, correction, or deletion requests.

12.2. As processor of such data, the Provider may assist in fulfilling a data subject's request within the technical capabilities of the Platform and according to the Customer's instructions.

12.3. The Provider does not independently determine the purpose of entering pet owner data into dental charts and is not liable for the lawfulness of such actions by the User if the data was entered by the User themselves.

13. Account and data deletion

13.1. The User may contact support to request account deletion.

13.2. Account deletion may result in loss of access to veterinary dental charts, PDF reports, subscription history, settings, uploaded files, and other account-related data.

13.3. Some data may be retained after account deletion where necessary for legal compliance, accounting or tax records, dispute resolution, fraud prevention, security, or technical recovery from backups.

14. Security incidents

14.1. If a security incident that may affect confidentiality, integrity, or availability of personal data is detected, the Provider will take reasonable measures to contain, remediate, and minimize the consequences of such incident.

14.2. If required by applicable law or if the incident may materially affect User rights, the Provider will notify affected Users through available communication channels.

15. Changes to the Policy

15.1. The Provider may update this Policy due to changes in law, Platform functionality, services used, or approaches to personal data processing.

15.2. A new version of the Policy takes effect upon publication on triadan.app unless another date is specified in the Policy itself.

15.3. Continued use of the Platform after an update means the User agrees to the new version.

16. Contacts and details

For questions regarding processing, correction, export, or deletion of personal data, the User may contact Platform support:

Email: info@triadan.app
Telegram support: t.me/triadanapp_bot
Website: https://triadan.app

Sole Proprietor Hanna Nikolaienko
Tax ID (RNOKPP): 3658001024
Location: м. Київ, Україна

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