Who owns your pet's medical records? In Ontario, your vet clinic keeps the original record, but the College of Veterinarians of Ontario says the information in it belongs to you, the client, and you have the right to a copy whenever you ask.
That split surprises a lot of owners. This guide explains what the clinic must keep, what you can ask for, how fast you should get it, and how the rules differ in other provinces and in the United States, so you always know where your pet's history is.
Who owns your pet's medical records: the short answer
Two things are true at once: the clinic owns and keeps the original file, and you have a right to the information inside it. The College of Veterinarians of Ontario (CVO), which licenses vets in the province, puts it plainly in its guide to the medical records standard: the original record must be kept by the veterinary facility, and the information in the record belongs to the client, who has the right to access it.
In Ontario, the clinic keeps the original record, the information belongs to you, and your vet must give you a copy when you ask.
Think of it like a photo the clinic took of your pet's health over the years. They keep the negative because the law says they must. You are entitled to a print, and you can take that print to any vet you choose.
What does the clinic have to keep, and for how long?
Ontario vets must keep each medical record for five years after the last entry. That rule comes from the CVO's Professional Practice Standard on medical records, which builds on Ontario Regulation 1093 under the Veterinarians Act.
A full record is more than vaccine dates. Under the standard, it usually includes:
- Your details and your pet's identification
- The history you gave at each visit and the exam findings
- Test results, such as bloodwork, and imaging such as X-rays
- Diagnoses, treatments, and every drug prescribed, dispensed or given
- Notes on the consent you gave
- Fees and charges, with drugs shown separately from services
What can you ask your vet for?
You can ask for part of the record or the complete record, for any reason. The CVO guide says a vet is required to give a copy of the requested parts of the record to a client on request, including the full record.
- Any format of request works. The CVO says a request does not have to be in writing: phone, email, mail or in person are all fine.
- X-rays count too. If they are relevant to the request, the vet provides them, usually as digital copies that keep their quality.
- A fee is allowed, a hold is not. A vet may charge a reasonable fee to cover copying, but paying it is not a condition of getting the copy in a timely way.
- Unpaid bills do not block it. The CVO says a vet must not hold back the release of a record because of fees you owe.
For the step-by-step, see our guide on how to get your pet's vet records.
How fast should you get a copy?
In Ontario, a request to transfer a complete record should be completed within two business days. In an emergency, the CVO says relevant information can be shared by phone first, with the copy to follow.
Two business days is the standard for vets, not a promise of instant service. If you are changing clinics before a planned visit, ask a week ahead so nobody is rushed.
Is it the same in other provinces and in the United States?
The broad idea is similar, but the exact rules are set locally. Each province has its own veterinary regulator with its own standards, so timelines and wording differ. If you live outside Ontario, your provincial veterinary college or association is the place to check.
In the United States, the American Veterinary Medical Association's ethics principles say the record is the property of the practice, and that a vet should provide copies or summaries when the client asks. The details are set by each state's veterinary practice act, so check your state's board.
| Place | Who keeps the original | Can you get a copy? |
|---|---|---|
| Ontario | The clinic, for five years after the last entry | Yes, on request, in about two business days |
| Other provinces | The clinic, under provincial rules | Generally yes; check your provincial regulator |
| United States | The practice, under state law | AVMA ethics say yes; details vary by state |
Why keeping your own copy still matters
Having a right to a copy is not the same as having it in your hand at 10 p.m. when an emergency hospital asks about vaccines. Most owners only need a few things quickly: vaccines, medicines, allergies, and the last few visits.
The free PetGrid app lets you keep those yourself, with any vet. You add vaccines, medicines, allergies and papers, and they are marked Added by you so anyone you share with knows where they came from. You can download a vaccine card as a PDF, and in an emergency give any vet a six-digit code that works for 24 hours. See all the features.
Your own copy does not replace the clinic's record. Your vet decides what goes into the medical record, and the clinic remains the source for anything clinical. The app is a way to carry what you already have.
Who sees the copy you keep?
In PetGrid, the pets and records you add yourself are not seen by any clinic unless you send them. You choose who sees what, share links end when you say, and you can download everything or delete it whenever you like. Our privacy page and the records questions explain it in more detail.
Questions people ask
Does my vet own my pet's medical records?
Your vet clinic owns and keeps the original record, but in Ontario the information in it belongs to you. The CVO says you have the right to access it and to get a copy. In the US, the AVMA says the record is the practice's property and vets should give copies or summaries on request.
Can a vet refuse to give me my pet's records?
In Ontario, no: a vet must give you a copy of the parts you ask for, including the full record. They may charge a reasonable copying fee, but they must not hold the record back because of unpaid bills. If you have a problem, the CVO handles concerns about vets in Ontario.
How long does a vet keep my pet's records?
In Ontario, at least five years after the last entry in the record. Other provinces and US states set their own retention periods, so ask your clinic if you need older files.
Can I get my pet's X-rays?
Yes, when they are relevant to your request. The CVO says digital X-rays can be sent as copies that keep the image quality, and film can be sent with a request to return it.
Do I have to ask for my pet's records in writing?
Not in Ontario. The CVO says a request can be made by phone, email, mail or in person. Asking by email still helps, because you have a record of when you asked.
Can I keep my pet's records in an app?
Yes. The free PetGrid app lets you keep vaccines, medicines, allergies and papers yourself, with any vet, and share them when you choose. It is your own copy and does not replace your clinic's medical record.
The short version
Your clinic keeps the official record, and you have a right to what is in it. Ask for a copy whenever you need one, keep the key parts somewhere you can reach at any hour, and share them on your terms.
If you want a simple place to keep that copy, the PetGrid app is free for pet owners and works with any vet.
Keep your pet's records, vaccines and visits in one safe place. The PetGrid app is free for pet owners, with or without a clinic.
Get the free PetGrid appSources
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