Privacy Policy
Introduction
Welcome to VetGeni™. We are committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, iPhone application, and services collectively, the Services. Please read this Privacy Policy carefully. By using our Services, you consent to the collection, use, and disclosure of your information in accordance with this Privacy Policy.
Information We Collect
Personal Information: When you sign up for our Services, we collect your name, email address, organization name (if applicable) and IP address. Your billing information is collected by our payment processor, Stripe, and is subject to their Privacy Policy, which can be found on Stripes privacy policy page.
Audio Data and Transcriptions: Our Services include features that allow you to record audio through your devices microphone. These audio recordings and their transcripts may contain personal information. We collect and store these recordings and transcripts to provide and improve our Services. Please ensure you have obtained consent from any third parties before including their information in your audio recordings.
User Interactions: We collect all messages, responses, and feedback exchanged between users and our chatbot service. This data is used to enhance service quality and for analytical purposes.
Use of Your Information
We may use the information we collect from you for the following purposes:
- To provide, maintain, and improve our Services.
- To respond to your comments, questions, and requests.
- To monitor and analyze trends, usage, and activities in connection with our Services.
- To analyze and monitor interactions for service improvement and quality control.
- To develop new features, and create marketing strategies based on user interactions.
- The data we collect, including messages, interactions, and feedback from users, may be used not only for service improvement and responding to inquiries but also for broader analytical purposes that benefit our site and service development. This may include (but is not limited to) developing new features, training our machine learning models, and creating marketing strategies based on user interactions.
Disclosure of Your Information
We may share your information with third-party service providers that provide services on our behalf, such as hosting services, database services, billing services, data analysis, Publishing Services, and customer service. These third-party service providers are authorized to use your information only as necessary to provide these services to us.
We use the OpenAI API to provide some of our services. By using our Services, you agree to be bound by OpenAIs Privacy Policy and terms of use:
OpenAI Terms of Service: OpenAI Terms of Service
OpenAI Privacy Policy: OpenAI Privacy Policy
Security of Your Information
We take reasonable measures to protect your information from unauthorized access, alteration, or destruction. However, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee the absolute security of your information.
Account Deletion / Deactivation
When you delete your account or cancel your subscription, all personally identifiable information (PII)—including your name, email address, transcripts, and your entire VetGeni account—will be permanently removed from our production databases within 60 days. Account deletion is complete and irreversible: your login credentials, user profile, conversation history, patient records, and all associated data will be permanently deleted and cannot be recovered. Certain non-identifiable or legally required records (e.g., subscription transaction records, anonymized usage statistics) may be retained for compliance or legitimate business needs. For legal and dispute purposes we do maintain billing records, email, and address within our payment processing system ( Stripes privacy policy). If you are a member of an Organization Account please note that user data for accounts removed will also fall under this guideline. Data as an organization member is owned by the organization. It is the sole discretion of the Organization to cancel user accounts and trigger data removal. If you have questions about data retention, please contact us at contact@vetgeni.com.
User Consent
By using our Services, you consent to the collection and use of your information as described in this Privacy Policy. You are advised not to submit any Personal Identifiable Information (PII) in any public areas of our Services. If you choose to provide any information that could be classified as PII in any public areas of our Services, you do so at your own risk and under your own responsibility.
Third-Party Services
Our Services may contain links to third-party websites or services that are not owned or controlled by us. We have no control over, and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites or services that you visit.
Changes to This Privacy Policy
Due to the rapid development and expansion of our services, this Privacy Policy may change frequently. Changes will be reflected on this page, but we may not provide any other notices of such changes. It is your responsibility to check this page regularly for updates.
Data Deletion Request
As outlined in our Account Deletion / Deactivation section above, you have the right to request deletion of your personal data. Important: Requesting data deletion will permanently delete your entire VetGeni account and all associated data. This includes your user profile, login credentials, conversation history, patient records, and all other information linked to your account. To initiate a complete account and data deletion request, please visit our dedicated data deletion page:
⚠️ Complete Account Deletion: This will open our data deletion request page in a new tab where you can submit your request to permanently delete your entire VetGeni account and all associated data. Please note that this action is irreversible - your account will be completely removed, all data will be permanently deleted, and you will lose access to all VetGeni services. This cannot be undone.
Contact Us
If you have any questions about this Privacy Policy, please contact us at contact@vetgeni.com.