Vetty Scribe privacy notice

1. Who is responsible for what

Vetty is the controller of the data it needs in order to run the service and its own business: the account and practice details a veterinarian gives us, the billing relationship, and the technical records of how the service is used.

The practice is the controller of the clinical material. Consultation recordings, transcripts, reports, and the client and patient details the practice enters belong to the practice and are processed by us on its instructions, as its processor. The practice decides whether to record, what to keep, whether to send a report to a client, and when to delete a consultation.

When a practice is closed, we act on its behalf at the end of the service: we make its records available for it to export, and then erase them, as section 5 describes.

That division matters if you are a client of a practice: a request to see, correct or erase what was recorded about you and your animal is a request to the practice, which we will help it to answer.

2. What we collect

Account and practice details

The name, email address, job title and professional credentials of the person who opens the account, the practice name, its country and contact details, and the names and email addresses of the colleagues invited into it and of anyone who asks to join it. We also hold each person’s settings: their report template, their chosen report language, their signature, and any past reports they have pasted in as a writing style reference, which are de-identified before they are stored.

You sign in with an email address and a password, or with your Google account. If you sign up with an email address, we send a one-time code to it to confirm that it is yours. If you sign in with Google, Google shares your name, email address and profile picture with us. Your account is a Vetty account: the same sign-in is used for Vetty Online, our marketplace and practice portal, and for vetty.app.

Requests to join a practice

When an administrator of a practice has a verified email address at a work domain (never a free email provider), we record that domain as the practice’s join domain, taking it from the verified address. Anyone who signs in with a verified email address at the same domain is shown the practice’s name, city, country and logo, and may ask to join it. The practice’s administrators then see the name and email address of the person asking, and when they asked. Nobody whose verified address is at another domain can see the practice this way, and an administrator can switch the feature off on the Team page.

Voice sample

A veterinarian may record a short sample of their own voice. Vetty Scribe plays it at the start of each recording the veterinarian makes, so that the transcript can tell their voice apart from the client’s; it therefore reaches our transcription provider with each recording. We store a voice sample only with the veterinarian’s explicit consent, recorded with the time it was given, and the veterinarian can delete it at any time in Settings, Recordings.

Payment details

Card details are collected and held by Stripe, our payment processor, not by us. We hold the identifiers Stripe gives us, the subscription’s state, the seats it covers, the currency and the invoices, so that the Billing page can show you what you are paying and why.

Consultation recordings, transcripts and reports

When a veterinarian records a consultation, we receive the audio, the transcript produced from it, the facts extracted from that transcript, and the report drafted from those facts, together with the edits and the signature the veterinarian applies. A consultation recording captures everyone speaking in the room, which will normally include the client.

Client and patient details

The practice enters the client’s name and email address and the patient’s name, species, breed, sex and age, so that a report can be filed against the right animal and sent to the right person. Where a report is sent, the client opens it in a Vetty account created for that purpose from the email address the practice gave.

Device and usage data

Technical records generated by using the service: sign-in events, the pages and actions taken in the product, the browser and device type, an approximate location derived from the network address, and diagnostic logs when something fails. If a veterinarian turns on notifications, we keep the push subscription their browser gives us. We also store a small amount of data on the recording device itself, so that a recording survives a dropped connection.

3. Why we process it

• To provide Vetty Scribe: to transcribe a recording, to draft a report from it, to let a veterinarian check a figure against the moment it was spoken, and to send a signed report to the client the practice nominates.
• To run the account: to authenticate people, to keep a practice’s data separate from every other practice’s, and to let an administrator manage the team and its seats.
• To let colleagues find their practice: to show a practice to people whose verified work email address is at its join domain, and to show its administrators who has asked to join.
• To take payment: to start, renew, change and cancel a subscription, and to issue invoices and receipts.
• To close a practice or delete an account when asked: to prepare the practice’s export, to erase what is to be erased, and to keep what the law requires us to keep.
• To keep the service working and secure: to monitor availability, to find and fix faults, to investigate misuse, and to protect accounts.
• To communicate with you: to answer support requests, to notify a veterinarian that a report is ready, to tell members that a practice has been closed or that an account is to be deleted, and to tell you about changes to the service or to these documents.
• To improve the service: to understand which parts of the product are used, in aggregate. We do not use the content of consultations, transcripts or reports to train general purpose artificial intelligence models, and our sub-processors are engaged on terms that do not permit them to either.
• To meet our legal obligations, and to establish, exercise or defend legal claims.

Where the law requires a legal basis, we rely on the performance of our contract with the practice, on our legitimate interests in running and securing the service, and on compliance with a legal obligation. Showing a practice to colleagues at its join domain rests on the legitimate interest, ours and the practice’s, in letting colleagues find the right practice; an administrator can switch it off. A voice sample rests on the veterinarian’s consent, which they can withdraw by deleting it. For the recording of a consultation, the practice is responsible for the lawful basis, including the client’s consent where consent is what its jurisdiction requires.

No decision with legal or similarly significant effect is made about anyone by automated means alone: every report is reviewed and signed by a veterinarian before it can be sent.

4. Who processes it, and where

We use a small number of service providers. Each is engaged under a written agreement, processes data only on our instructions and only to provide its part of the service, and is bound to confidentiality and security obligations.

• Stripe, for payments, subscriptions and card details.
• Supabase, for the database, authentication and file storage, including consultation audio, voice samples and practice exports.
• Vercel, for application hosting and delivery.
• ElevenLabs, for speech to text transcription of consultation audio.
• OpenAI, for extracting facts from a transcript and drafting the report.
• Resend, for email, including sign-up codes, password resets, invitations, notices about the account and the practice, and the delivery of a signed report to a client.
• PostHog, for error reports and service diagnostics.
• Upstash, for rate limiting that protects sign-in and other requests from abuse.

Notifications a veterinarian turns on are delivered through the push service of their browser or device maker.

These providers operate internationally, so personal data may be processed outside the country in which your practice is established, including in the United States and the European Union. Where personal data is transferred across borders we rely on appropriate safeguards, including the standard contractual clauses published by the European Commission and equivalent measures under the applicable local law.

Other people who see your data

Within a practice, administrators see the consultations its veterinarians record and the members of its team. Through the join domain described in section 2, a practice’s name, city, country and logo are shown to people with a verified email address at that domain, and the name and email address of a person who asks to join are shown to that practice’s administrators. A signed report shows its signer’s name to anyone the practice sends it to.

We also disclose personal data where we are required to by law, by a court or by a regulator, and to our professional advisers where necessary. If Vetty is ever involved in a merger, acquisition or sale of assets, personal data may be transferred as part of that transaction, subject to this notice.

We do not sell personal data, and we do not share it with advertisers.

5. How long we keep it

Consultation audio is kept while the report is a draft, so that any figure in the draft can be checked against the recording. Seven days after a report is first signed, the audio for that consultation is deleted. This period is fixed and is not configurable. Deleting a consultation removes its recording immediately.

Transcripts and reports are kept as the practice’s clinical records for as long as the practice’s account exists, including while its subscription is cancelled or has lapsed, because a signed report is a record the practice may be required to hold. They are erased when the practice is closed, as described below.

Account and practice details are kept for as long as the account exists. Billing records are kept for as long as tax and accounting law requires. Technical and diagnostic logs are kept for a short period and then discarded.

When a practice is closed

A practice administrator can close the practice from Settings, Practice. Closing stops access for everyone in the practice at once. For 30 days, the person who closed it can download an export of the practice’s records (its signed reports, its transcripts, and lists of its consultations, clients, patients and notes, but not audio) and can undo the closing.

After 30 days we erase, on the practice’s behalf, its consultation audio, consultations, transcripts, and reports with their versions and audit trail; its clients and patients and the notes on them; its report templates, letterhead, logo and photos; its exports; and the contact and address details on the practice’s own record.

A client account that Vetty created from an email address the practice entered, so that a report could be sent, is erased at the same time, but only if the client never signed in to it or confirmed it (opening a report sent to them counts), and no other practice and no booking refers to it. A client who has used their Vetty account keeps it, because it is theirs rather than the practice’s, although reports from the closed practice can no longer be opened in it.

We keep the practice’s name and country, its billing identifiers, and its subscriptions, invoices, payments and other billing records, because tax and accounting law requires us to keep them and they must stay attributable to the practice that was billed. We keep them for seven years, then delete them.

The practice remains responsible for keeping any record its veterinary regulator or the law requires it to keep, and should download its export before the records are erased.

When you delete your own account

Anyone can delete their own account from Settings, Account. You are signed out everywhere at once and lose access to your practice straight away; if you are its last member, the practice is closed as described above. For 30 days you can sign in again and choose to keep your account.

After 30 days we erase your login, your profile and photo, your voice sample, your Vetty Scribe settings and signature, your writing samples and your own report templates, your notifications and push subscriptions, your onboarding answers and requests to join, and any veterinary licence details and documents you gave us. Because your account is a Vetty account, this also ends your use of Vetty Online and vetty.app.

Some things stay, because they belong to the practice or because the law requires them. The consultations you recorded and the reports you signed remain the practice’s clinical records and keep showing you as their signer. Where the practice’s records refer to your veterinarian profile, the profile is kept with your name only. We keep your name, email address and country in a restricted archive that only Vetty can read, for seven years, so that invoices and other financial records that refer to you remain attributable as tax law requires; the archive entry is then deleted. We also keep a record that the account was deleted, and when.

Notices and backups

The emails that tell members a practice has been closed, and that tell you your account is to be deleted and how to keep it, are part of the service and cannot be switched off.

Erased data can remain in encrypted backups kept by our providers for a limited period, until those backups are overwritten, which happens within 30 days.

6. How we protect it

Data is encrypted in transit and at rest. Access to a practice’s data is restricted, at the database itself, to the veterinarian who recorded a consultation and to that practice’s administrators. Consultation audio is held in private storage and is reachable only through an authenticated request checked against those same rules. A practice’s export is held in private storage too, and can be downloaded only through an authenticated request by the person who asked for it.

Access by Vetty staff is limited to the people who need it to run or support the service, and is logged. Our providers are chosen in part for the security posture they publish and are held to it by contract.

No service can promise perfect security. If a breach of personal data occurs that is likely to present a risk, we will notify the affected practices, and the relevant regulator, as the applicable law requires and without undue delay.

7. Your rights

Depending on where you live, you may have the right to ask for a copy of the personal data held about you, to have it corrected, to have it erased, to restrict or object to its processing, to receive it in a portable form, and to withdraw a consent you have given. You also have the right to complain to your local data protection authority.

Much of this you can do yourself, in Vetty Scribe. You can correct your profile in Settings, Profile. You can delete your voice sample in Settings, Recordings. You can delete your account in Settings, Account, as section 5 describes. A practice administrator can close the practice in Settings, Practice, and download an export of its records when they do.

For anything else, such as a copy of your personal data or an export of a practice that is staying open, write to us at support@vettyscribe.com and we will answer within the time the law allows. If you are a client of a practice, ask that practice: it controls the recording, the transcript and the report, and we will support it in answering you.

We do not knowingly collect personal data from children. Vetty Scribe is a professional tool and is not intended for use by anyone under the age of eighteen.

8. Changes to this notice

We may update this notice. When we do, we will change the date at the top of this page and, where the change is material, tell you by email or inside the product before it takes effect.

9. Contact

For any question about this notice, or to exercise a right described in it, write to us at support@vettyscribe.com.

Vetty