Privacy Policy

Last Updated: January 16, 2026

Introduction

DigiVet ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our veterinary practice management platform (the "Service").

By using DigiVet, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information You Provide

Account Information:

  • Name, email address, password
  • Practice/clinic name and contact details
  • Team member information
  • Billing and payment information

Client and Patient Data:

  • Client names, contact information, addresses
  • Patient (animal) information including species, breed, age, medical history
  • Medical records and SOAP notes (Subjective, Objective, Assessment, Plan)
  • Treatment plans and prescriptions
  • Payment records and transaction history
  • Veterinary service records
  • Product purchase history

Voice Data:

  • Audio recordings when using voice-to-sale features
  • Transcriptions of voice commands
  • Voice conversation logs

1.2 Automatically Collected Information

Usage Information:

  • IP address, browser type, device information
  • Pages visited, features used, and actions taken
  • Access times and referring URLs
  • Application logs and error reports

Cookies and Similar Technologies:

  • We use cookies and similar tracking technologies to track activity and hold certain information
  • Session cookies for authentication
  • Preference cookies for settings and customization

1.3 Third-Party Data

Banking Integration:

  • Bank statement data (when using automated reconciliation features)
  • Transaction details from connected bank accounts

2. How We Use Your Information

We use the collected information for:

Service Delivery:

  • Providing, operating, and maintaining the DigiVet platform
  • Processing transactions and managing billing
  • Enabling multi-tenant team collaboration
  • Generating invoices and sales records
  • Managing inventory and stock levels
  • Creating and maintaining medical records

AI Features:

  • Transcribing voice commands
  • Processing natural language requests
  • Converting text to speech for voice assistant responses
  • Improving AI accuracy and response quality

Communication:

  • Sending service-related notifications
  • Providing customer support
  • Sending administrative information and updates

Improvement and Analytics:

  • Analyzing usage patterns to improve features
  • Detecting and preventing fraud or abuse
  • Ensuring security and system integrity
  • Conducting research and development

Legal Compliance:

  • Complying with legal obligations
  • Enforcing our Terms and Conditions
  • Protecting rights, privacy, safety, or property

3. Data Sharing and Disclosure

3.1 We Do NOT Sell Your Data

We do not sell, rent, or trade your personal information or veterinary data to third parties for marketing purposes.

3.2 Service Providers

We share data with trusted third-party service providers:

AI Processing:

  • Voice transcription and text-to-speech
  • AI chat and function calling

Infrastructure:

  • Amazon Web Services (AWS)
  • Database and storage providers

Payment Processing:

  • Payment gateway providers (for subscription billing)

Analytics:

  • Application performance monitoring
  • Error tracking services

All service providers are contractually obligated to protect your data and use it only for specified purposes.

3.3 Legal Requirements

We may disclose information when required by law:

  • To comply with legal processes (subpoenas, court orders)
  • To protect rights, property, or safety
  • To investigate fraud or security issues
  • In connection with legal proceedings

4. Data Security

4.1 Security Measures

We implement industry-standard security measures:

  • Encryption in transit (HTTPS/TLS)
  • Encryption at rest for sensitive data
  • Secure authentication and password hashing
  • Regular security audits and updates
  • Access controls and role-based permissions
  • Multi-tenant data isolation

4.2 Multi-Tenancy Isolation

All veterinary practice data is isolated by team:

  • Each practice's data is strictly separated
  • Team members can only access their team's data

5. Data Retention

Active Data:

  • Account information: Retained while your account is active
  • Medical records: Retained as long as legally required and for practice continuity
  • Transaction records: Retained for accounting and tax purposes (minimum 5 years)
  • Voice recordings: Voice records are not stored, just conversation transcripts and context are used to improve system performance

Deleted Accounts:

  • Before removing your account, you can request to receive a copy of your data
  • Once your account is deleted, your data is removed from the system and destoryed

6. Your Rights and Choices

6.1 Access and Correction

You have the right to:

  • Access your personal information
  • Update or correct inaccurate data
  • Export your data in a portable format

6.2 Data Deletion

You may request deletion of:

  • Your account and associated data
  • Specific records or information
  • Voice transcriptions

Note: Some data may be retained for legal compliance or legitimate business purposes.

6.3 Cookie Controls

You can control cookies through:

  • Browser settings (blocking or deleting cookies)

Note: Disabling cookies may limit functionality.

7. Third-Party Services

7.1 External Links

Our Service may contain links to third-party websites. We are not responsible for their privacy practices.

7.2 Integrations

When you connect third-party services (accounting software), their privacy policies apply to data collected through those integrations.

8. Children's Privacy

DigiVet is not intended for individuals under 18. We do not knowingly collect information from children. If we learn we have collected data from a child, we will delete it promptly.

9. 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 such transfers.

10. California Privacy Rights (CCPA)

California residents have additional rights:

  • Right to know what personal information is collected
  • Right to know if personal information is sold or disclosed
  • Right to opt out of the sale of personal information (we do not sell data)
  • Right to deletion of personal information
  • Right to non-discrimination for exercising privacy rights

To exercise these rights, contact us at [email protected].

11. GDPR Rights (European Users)

If you are in the European Economic Area, you have rights under GDPR:

  • Right to access, rectification, erasure
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent
  • Right to lodge a complaint with a supervisory authority

Legal Basis for Processing:

  • Contract performance (providing the Service)
  • Legitimate interests (improving the Service)
  • Consent (for AI features and voice recording)
  • Legal obligations (record retention)

12. South African Privacy Rights (POPIA)

For South African users, we comply with the Protection of Personal Information Act (POPIA):

  • We process information lawfully and transparently
  • We collect information only for specified purposes
  • We ensure data quality and security
  • You have the right to access and correct your information
  • You may object to processing or file complaints with the Information Regulator

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Continued use of the Service after changes constitutes acceptance.

For material changes, we will provide prominent notice or email notification.

14. Contact Us

For privacy questions, concerns, or requests:

Support: [email protected]

To exercise your privacy rights, submit a request via email with "Privacy Request" in the subject line.

Data Processing Addendum (DPA)

For enterprise customers requiring a Data Processing Addendum under GDPR or other regulations, please contact us at [email protected].

Veterinary Data Specific Notes

Medical Record Confidentiality:

  • Veterinary medical records are treated with the same confidentiality as human medical records
  • Access is restricted to authorized team members only
  • We comply with veterinary professional standards and regulations

Data Ownership:

  • You retain ownership of all client and patient data
  • We are a data processor acting on your instructions
  • You control who has access to your practice data