Process for Obtaining Opt-In Consent from Customers

1. Introduction and Purpose of Communication:

When initiating contact with a customer, clearly explain the purpose of collecting their contact information. Inform them that opting in will allow them to receive important updates, reminders, and communications about their pet's health and services provided by Caring Hands Veterinary Clinic.

2. Clear and Transparent Request for Consent:

• a. For in-person visits:
  • During the check-in or payment process, ask customers if they would like to opt in to receive communication via text or phone.
  • Provide a brief explanation about the types of messages they can expect (e.g., appointment reminders, follow-ups, and special offers).
• b. For online forms:
  • Include an explicit opt-in checkbox on the customer intake or registration form.
  • Use language such as, “I consent to receive text messages and calls from Caring Hands Veterinary Clinic regarding my pet’s care and clinic updates.”

3. Double Opt-In Verification (if applicable):

• After the initial consent, send a confirmation text message or email to the provided contact information.
• The message should request the customer to reply “YES” to confirm their consent.

4. Record Keeping:

• Use WEAVE’s customer management system to document the opt-in consent, including the date and method of agreement (e.g., verbal, online form, or double opt-in confirmation).
• Store this record securely for compliance purposes.

5. Opt-Out Option:

• Ensure all messages include an easy opt-out mechanism, such as “Reply STOP to unsubscribe.”
• Regularly update your records to reflect opt-out requests promptly to prevent further unwanted communication.

6. Periodic Reaffirmation:

Periodically remind customers of their ability to opt out or adjust their communication preferences during routine visits or through a targeted message.