Privacy Policy

1. Data Controller

VetPro AI acts as the data controller for information collected directly through the platform (account, billing, navigation) and as a data processor for clinical data entered by veterinarians and clinics regarding their patients and owners. The veterinarian or clinic is the controller of the clinical records of their own patients.

2. Data we collect

Depending on how you use the platform, we may collect:

• Account data: name, email, password (encrypted), professional license (CRMV or equivalent), phone, profile picture and language preference.
• Clinic data: business name, address, logo, team members and role.
• Clinical data: information about animals, owners, consultations, audio recordings, transcriptions, exams, prescriptions, hospitalizations, documents and AI-generated summaries.
• Financial data: subscription plan, payment status and transaction metadata processed by Stripe (we do not store full card numbers).
• Usage data: IP address, browser, device, pages visited, features used, timestamps and error logs.
• Cookies and similar technologies used for authentication, preferences and analytics.

3. How we use your data

We process personal data to:

• Provide, maintain and improve the platform and its AI-assisted features.
• Authenticate users, prevent fraud and ensure account security.
• Generate clinical summaries, documents and recommendations through AI models, always as auxiliary tools subject to professional review.
• Process subscriptions, payments and invoicing.
• Send transactional, security and (when consented) marketing communications.
• Comply with legal, regulatory and contractual obligations.

4. Legal bases for processing

We rely on the following legal bases under LGPD and GDPR:

• Performance of a contract with the user or clinic.
• Legitimate interest in operating, securing and improving the service.
• Compliance with legal and regulatory obligations.
• Consent, especially for audio recording, marketing and certain AI features.
• Protection of life or physical safety of the animal, when applicable.

5. Sharing with third parties

We share data only with processors strictly necessary to deliver the service, under data processing agreements:

• Cloud and database infrastructure (e.g., Supabase / cloud providers).
• AI providers used to generate summaries, transcriptions and image analysis.
• Payment processors (Stripe).
• Email, messaging and analytics providers.

We do not sell personal or clinical data. Clinical records are strictly isolated per professional/clinic and never shared with other veterinarians without explicit authorization from the responsible professional or owner.

6. Storage and security

We adopt technical and administrative measures to protect your data:

• Encryption in transit (TLS) and at rest where supported.
• Row-Level Security and granular access policies in the database.
• Strict authentication, with optional MFA, and role-based access control.
• Audit logs and continuous monitoring of suspicious activity.

7. Data retention

We retain personal and clinical data while the account is active and for the period required by applicable laws and professional regulations (in particular medical record retention rules). When you delete your account, identifiable personal data is removed or anonymized within a reasonable period, except for information we must retain by law.

8. Your rights

Under LGPD, GDPR and similar laws, you may exercise the following rights:

• Access your personal data.
• Correct inaccurate or outdated data.
• Request deletion of your data, subject to legal retention obligations.
• Request data portability.
• Withdraw consent at any time.
• Object to or restrict certain processing activities.
• File a complaint with the competent data protection authority (ANPD in Brazil, the relevant supervisory authority in the EU).

You can delete your account directly from Settings > Account, which triggers removal of your personal data from the platform.

9. Cookies

We use essential cookies for authentication and preferences, and analytical cookies to understand how the platform is used. You can manage cookie preferences through the consent banner and your browser settings.

When you accept marketing cookies, we use the Meta Pixel (Facebook/Instagram) and the Meta Conversions API to measure the effectiveness of our ads and optimize their delivery. This may include sending Meta data such as IP address, browser, pages visited, conversion events (e.g. sign-up or subscription) and, where applicable, your email in hashed (encrypted) form. You can withdraw this consent at any time via the cookie banner.

10. International data transfers

Some of our processors may be located outside your country of residence. When this happens, we ensure that transfers comply with applicable safeguards such as standard contractual clauses or equivalent mechanisms.

11. Changes and contact

We may update this Policy periodically. Material changes will be notified through the platform or by email. For any questions, requests related to your rights or privacy concerns, please contact us:

VetPro AI
Email: vetproai@vetproai.app
Website: https://vetproai.app