Privacy Policy

Last updated: May 1, 2026

1. Introduction

Vetinuity, LLC ("Vetinuity", "we", "us", or "our") is committed to protecting the privacy of veterinary professionals and the animal patients they serve. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered clinical intelligence platform.

2. Information We Collect

2.1 Account Information

When you create an account, we may collect:

  • Email address
  • Name (optional)
  • Billing information (processed securely by Stripe)

2.2 Patient Data

To provide our services, we process:

  • Patient (animal) names and identifiers
  • Species, breed, age, weight, and other signalment data
  • Medical history and clinical notes
  • Laboratory results and diagnostic data
  • Audio recordings of consultations (for transcription)

2.3 Usage Data

We automatically collect:

  • Log data (IP address, browser type, pages visited)
  • Device information
  • Feature usage patterns
  • Error reports and performance data

2.4 Browser Extension (Vetinuity Assistant)

If you use the Vetinuity Assistant Chrome extension, it may collect the following additional data:

  • Authentication cookies: The extension reads your Vetinuity session cookie to authenticate API requests on your behalf. No cookies from other sites are accessed.
  • Page content from your PIMS: When you click "Capture Page", the extension reads medication, treatment, and patient data directly from your Practice Information Management System (currently ProVet Cloud). This data is sent to Vetinuity servers for processing.
  • Screenshots: If page scraping is unavailable, the extension captures a screenshot of the active browser tab and sends it to Vetinuity servers for AI-powered data extraction. Screenshots are processed in memory and are not stored.
  • Diagnostic telemetry: The extension may send anonymous usage events (e.g., whether scraping succeeded or fell back to screenshot capture) to help us improve reliability. No patient data is included in telemetry.

The extension only activates on supported PIMS websites and the Vetinuity platform. All data collected by the extension is transmitted securely over HTTPS and is subject to the same protections described in this policy. The extension stores only user preferences (such as configuration settings) locally on your device using Chrome's storage API.

2.5 In-App Image Capture

When you use features that let you photograph patient tags, client documents, or similar materials for automatic data entry (for example, capturing a rabies tag or intake form to pre-populate patient and client fields), Vetinuity may collect:

  • The captured image
  • Text and structured data extracted from the image using optical character recognition and machine learning
  • Metadata about the capture (timestamp, which fields were populated)

Images are transmitted securely over HTTPS to third-party AI providers for processing under agreements that prohibit the use of your data for model training. Captured images are retained for up to 30 days for troubleshooting and quality assurance, and are deleted thereafter. Extracted text is retained as part of the patient record under the retention terms in Section 6.

You are responsible for framing captures to avoid including information unrelated to the patient or client (for example, third-party documents, payment cards, or personal identification). Any incidental data captured is subject to the same retention and deletion controls as intended content.

3. How We Use Your Information

We use collected information to:

  • Provide the Service: Generate SOAP notes, transcribe consultations, create discharge instructions, and deliver AI-powered clinical support
  • Communicate: Send service updates, billing notices, and support responses
  • Ensure security: Detect and prevent fraud, abuse, and security incidents
  • Comply with law: Meet legal obligations and respond to lawful requests

We do not use your data to train AI models. Your patient data and audio recordings are used solely to provide the Service to you.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

4.1 Service Providers

  • Stripe: Payment processing
  • Clerk: Authentication services
  • Cloud infrastructure providers: Secure data hosting and storage
  • AI and machine learning service providers: Processing of text, audio, and images to generate clinical documentation, transcribe consultations, and extract structured data. These providers are contractually prohibited from using your data to train their models.

4.2 Legal Requirements

We may disclose information when required by law, court order, or government request, or to protect our rights and safety.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement industry-standard security measures including:

  • Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
  • Secure authentication with multi-factor authentication support
  • Access controls and authentication via trusted providers
  • Cloud infrastructure hosted on SOC 2 Type 2 certified providers

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your data as follows:

  • Account data: Retained while your account is active and for 30 days after deletion request
  • Patient records: Retained indefinitely while your account is active, unless you request deletion
  • Audio recordings: Deleted within 30 days of transcription completion

You may request deletion of your data at any time by contacting us. Note that you are responsible for maintaining your own records in compliance with applicable veterinary record retention requirements.

7. Your Rights

Depending on your location, you may have the right to:

  • Access: Request a copy of your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data (subject to legal retention requirements)
  • Portability: Receive your data in a portable format
  • Opt-out: Opt out of marketing communications

To exercise these rights, contact us at privacy@vetinuity.com.

8. Cookies and Tracking

We use cookies and similar technologies to:

  • Maintain your login session
  • Remember your preferences
  • Analyze usage patterns
  • Improve service performance

You can control cookies through your browser settings. Disabling cookies may affect Service functionality.

9. Children's Privacy

The Service is intended for veterinary professionals and is not directed at individuals under 18 years of age. We do not knowingly collect personal information from children.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses where required.

11. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA, including:

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising privacy rights

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. Your continued use after changes become effective constitutes acceptance of the revised policy.

13. Contact Us

For privacy-related questions or concerns:

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