Privacy Policy

Introduction

VetVisit AI ("we," "our," or "us") is committed to protecting your privacy and the privacy of your patients. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered medical documentation service.

We are committed to maintaining the highest standards of data protection for all veterinary medical records and other information processed through our platform.

Information We Collect

Account Information

• Name and professional credentials
• Email address
• Practice or organization name
• Billing information
• Professional license information (for verification)

Client and Patient Records

• Audio recordings of patient encounters (temporarily processed)
• Transcriptions of patient encounters
• Generated medical notes and documentation
• Patient demographic information included in encounters

Usage Information

• Device and browser information
• IP address and general location
• Feature usage and interaction data
• Error logs and performance data
• How you found us: the campaign tags in the link you first arrived from, and the free tool you came through, kept in a first-party cookie for 30 days and saved with your account when you sign up. It is never shared or used for advertising.

How We Use Your Information

• To provide and maintain our medical documentation service
• To process audio recordings and generate clinical notes
• To improve our AI models and service accuracy (using de-identified data only)
• To communicate with you about your account and service updates
• To process payments and manage subscriptions
• To comply with legal obligations and applicable regulations governing veterinary practice
• To detect and prevent fraud or unauthorized access

Data Security Safeguards

We maintain comprehensive safeguards to protect your account information and the veterinary medical records processed through our platform:

• Administrative Safeguards: Workforce training, access controls, security policies, and incident response procedures
• Physical Safeguards: Secure data center facilities with restricted access
• Technical Safeguards: Encryption at rest and in transit, audit logging, automatic session timeouts, and multi-factor authentication

Note: HIPAA (the U.S. Health Insurance Portability and Accountability Act) governs human patient health information and does not apply to veterinary or animal medical records. The safeguards above reflect our own data protection commitments to you and your clients.

Data Retention

• Audio Recordings: Stored on private, access-controlled servers and permanently deleted 7 days after recording, including recordings whose transcription failed
• Template Uploads: Documents you upload to build a note template are stored on private, access-controlled servers and permanently deleted 7 days after upload, together with the text read from them; the template you build is kept until you delete it
• Transcriptions and Notes: Kept until you delete them or delete your account
• Deleted Sessions: Kept in Recently deleted for 30 days so you can restore them, then permanently deleted with their notes, transcripts, audio and documents. You can also delete one permanently from Recently deleted at any time
• Account Information: Retained while your account is active and for up to 7 years after termination for legal compliance
• De-identified Data: May be retained indefinitely for service improvement

Data Security

We implement industry-leading security measures:

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• Regular third-party security audits and penetration testing
• Intrusion detection and monitoring systems
• Redundant backups in geographically separate locations
• Strict access controls and role-based permissions

Information Sharing

We do not sell your personal information or veterinary medical records. We may share information with:

• Service Providers: Cloud hosting, payment processors, and other vendors who assist in operating our service (all bound by confidentiality and data protection obligations)
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with advance notice)
• With Your Consent: When you explicitly authorize sharing

Your Rights

You have the right to:

• Access your personal information and veterinary medical records
• Request correction of inaccurate information
• Request deletion of your data (subject to legal retention requirements)
• Export your data in a portable format
• Opt out of non-essential communications
• Receive notification of data breaches affecting your information

Children's Privacy

VetVisit AI is designed for use by veterinary professionals and is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the service at least 30 days before the changes take effect. Your continued use of the service after changes become effective constitutes acceptance of the updated policy.

Contact Us

For questions about this Privacy Policy or our data practices, please contact:

To report a potential security or privacy incident, contact our Privacy Officer.