Privacy Policy
Introduction
Welcome to VetGeniā¢. 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.
Mobile Phone Numbers: Mobile phone numbers collected for SMS/text messaging are used solely to send care-related communications between you, your veterinary clinic, and VetGeni (such as appointment reminders, updates, and discharge instructions). We do not sell or rent mobile numbers. No mobile data will be shared with third parties/affiliates for marketing or promotional purposes at any time. We use Twilio as our SMS service provider, and your mobile number is subject to Twilio's Privacy Policy, which can be found at Twilio's 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 send SMS/text messages with appointment reminders, pet care updates, discharge instructions, and other care-related communications (only if you have provided consent).
- 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 Twilio to provide SMS/text messaging services. When you consent to receive text messages, your mobile phone number is shared with Twilio for the purpose of delivering messages. By using our text messaging services, you agree to be bound by Twilio's Privacy Policy and terms of use:
Twilio Terms of Service: Twilio Terms of Service
Twilio Privacy Policy: Twilio Privacy Policy
SMS Program Data Sharing: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories described in this Privacy Policy exclude text messaging originator opt-in data and consent; this information is not shared with any third parties, except with our SMS provider (Twilio) solely for the purpose of delivering messages. For full details about our SMS program, see our SMS Program Terms.
We use the OpenAI API to provide some of our services. By using our Services, you agree to be bound by OpenAI's 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.
SMS/Text Messaging Opt-Out and Data Retention
You may opt out of receiving text messages at any time by replying STOP to any message. Once you opt out, we will immediately cease sending text messages to your mobile number and will retain your opt-out preference to ensure compliance. Your mobile phone number may be retained in our system for record-keeping and compliance purposes but will not be used to send further messages unless you opt back in.
Account Deletion / Deactivation
When you delete your account or cancel your subscription, all personally identifiable information (PII)āincluding your name, email address, mobile phone number, and transcriptsāwill be permanently removed from our production databases within 60 days. 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 drtiller@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.
Contact Us
If you have any questions about this Privacy Policy, please contact us at drtiller@vetgeni.com.