Privacy Policy

Information we collect

Account information: your name, email address, clinic name, and either a password (stored only as a secure hash) or the basic Google profile you authorise when you sign in with Google.

Clinical content you create: the audio you record, and the transcripts, SOAP notes, client summaries, documents, billing items and any patient or owner details produced from it. This is your content.

Usage and diagnostic data: recording minutes (counted in whole minutes - any part-minute, even a single second of recording, is rounded up to one full minute of your allowance), an audit log of meaningful actions on your account, plan and billing status, and basic technical data (browser type, error diagnostics) needed to run the service reliably.

Payment data: card payments are handled by Stripe. We store your subscription status and invoice history, not full card numbers.

How we use your information

We use your information to provide the service (turn recordings into notes), operate and secure your account, process payments, respond to support requests, and maintain and improve reliability. We do not sell your personal information, and we do not use your clinical content for advertising.

AI processing

To generate a note, your recording and prompt are sent to Google's Gemini API, which processes them solely to produce your outputs and does not use them to train Google's models. The Records Recap feature works the same way. VetAI never fabricates clinical values; every value it writes is backed by a quote from your audio, and every note is a draft for you to review.

Storage, security and retention

Your data is stored with our infrastructure providers using encryption in transit and access controls, with row-level security so you (and your clinic, if you are in one) can only reach your own records.

You control audio retention: recordings can auto-delete on a schedule you choose, while the written note is kept. You can export all of your notes, delete individual notes, or delete your entire account at any time from Settings.

No method of storage or transmission is completely secure, but we work to protect your data using reasonable safeguards.

Service providers (subprocessors)

We share data only with trusted providers who process it on our behalf to deliver the service: Supabase (database, file storage and authentication), Google (Gemini AI processing, and - only with your consent - Google Analytics), Stripe (payments), ZeptoMail / Zoho (transactional email), and our hosting provider. Each is bound to appropriate confidentiality and security obligations.

Who at VetAI can see your data

Our staff and administrators can see account and billing metadata only - your plan, recording minutes used, AI processing cost, and account status. They cannot see your clinical content: note text, audio recordings, transcripts, client summaries, or patient and owner details are not exposed to our admin tools. Access to production systems is limited and logged, and used only to operate, secure and support the service.

Client and patient information

You are responsible for obtaining any consent required to record a consultation and for informing clients that a recording is being made. For the clinical content you capture, you act as the controller and VetAI processes it on your behalf and on your instructions.

Cookies and local storage

We use essential cookies to keep you signed in and to run the service, and your browser's local storage to remember your theme preference and your cookie choice. With your consent, we also use Google Analytics to understand how VetAI is used so we can improve it; if you choose "Essential only" in our cookie banner, no analytics cookies are set. We do not use advertising cookies or cross-site advertising tracking, and we do not sell your data. See our Cookie Policy for detail.

Your rights

You can access, export, correct or delete your data. Depending on where you live you may have additional rights over your personal information. To exercise any right, contact us at support@vetai.cc.

Children

VetAI is a professional tool for veterinarians and is not directed to children or intended for anyone under 18.

International processing

Our providers may process data in countries other than your own. Where we transfer data internationally we rely on appropriate safeguards.

Changes to this policy

We may update this policy from time to time. We will change the "last updated" date above and, for material changes, take reasonable steps to let you know.

Contact

Questions about this policy can be sent to support@vetai.cc. Olee AI LLC, operator of VetAI Docs.