Privacy Policy
Last updated: April 10, 2026
Effective Date: April 10, 2026
This Privacy Policy explains how CuraVet collects, uses, discloses, and protects your information when you use our website, web application, mobile application, and related services.
Table of Contents
- 1. Introduction
- 2. Scope of This Privacy Policy
- 3. Information We Collect
- 4. Third-Party AI Services and Data Processing
- 5. Your Consent and Control
- 6. How We Use Your Information
- 7. How We Share Your Information
- 8. Data Retention
- 9. Data Security
- 10. International Data Transfers
- 11. Your Rights and Choices
- 12. Legal Basis for Processing (GDPR)
- 13. Children's Privacy
- 14. Cookies and Tracking Technologies
- 15. Changes to This Privacy Policy
- 16. Contact Us
- 17. Summary of Data Collection and Sharing
1. Introduction
CuraVet ("we," "us," "our," or the "Company") provides AI-powered veterinary documentation software that helps veterinary professionals record consultations and generate medical notes, including SOAP notes, discharge notes, and other clinical documentation (the "Service").
This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website, web application, mobile application, and related services. This policy is designed to comply with applicable data protection laws worldwide, including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and Apple App Store Guidelines 5.1.1(i) and 5.1.2(i).
IMPORTANT: Our Service uses third-party artificial intelligence services to process audio recordings and generate transcriptions. Before using these features, you will be asked to provide explicit consent. Please read this policy carefully to understand what data is collected, how it is processed, and who it is shared with.
2. Scope of This Privacy Policy
This Privacy Policy applies to all users of CuraVet, including account owners, team administrators, team members, and individual users who access our platform via web browsers or mobile applications.
This policy covers data collected through our web application (dashboard and documentation features), our mobile application (audio recording functionality), payment processing, and customer support interactions.
3. Information We Collect
3.1 Information You Provide Directly
- Account Information: When you create an account, we collect your name, email address, password, professional credentials, clinic or practice name, and contact information.
- Team and Organization Data: If you create or join a team, we collect team names, member roles, permissions, and organizational hierarchy information.
- Billing Information: Payment details including credit card information, billing address, and transaction history. Payment processing is handled by Stripe, and we do not store complete credit card numbers on our servers.
- Audio Recordings: When you use our mobile application to record veterinary consultations, we collect the audio recordings you create. These recordings may contain spoken information about patients (animals), their medical conditions, treatments, and potentially identifying information about pet owners if mentioned during the consultation.
- Generated Documentation: Medical notes, SOAP notes, discharge summaries, and other documentation generated from your recordings or created manually within the platform.
- Guidelines and Templates: Custom templates, clinical guidelines, and documentation preferences you create or configure.
3.2 Information Collected Automatically
- Device Information: Device type, operating system, unique device identifiers, browser type, and mobile network information.
- Usage Data: Information about how you use our Service, including features accessed, time spent, and interaction patterns.
- Log Data: Server logs including IP addresses, access times, pages viewed, and referring URLs.
3.3 Sensitive Information
Audio recordings of veterinary consultations may incidentally contain personal information about pet owners (such as names, contact information, or health-related discussions) if mentioned during the consultation. While our Service is designed for veterinary documentation and not intended to collect human personal health information, we treat all consultation recordings with appropriate confidentiality.
4. Third-Party AI Services and Data Processing
IMPORTANT DISCLOSURE: Our Service uses third-party artificial intelligence services to provide core functionality. This section explains exactly what data is sent, to whom, and for what purpose.
4.1 OpenAI Services
- Audio Transcription (OpenAI Whisper): Your audio recordings are sent to OpenAI's Whisper API to convert speech to text. The complete audio file is transmitted to OpenAI's servers for processing.
- Text Processing and Note Generation: Transcribed text is sent to OpenAI's language models to generate structured medical notes (SOAP notes, discharge summaries, etc.).
4.2 What Data Is Sent to OpenAI
The following data is transmitted to OpenAI when you use our AI-powered features:
- Complete audio recordings of veterinary consultations, which may include spoken descriptions of patient (animal) conditions, symptoms, and treatments; veterinary professional commentary and observations; any information spoken during the recording, including pet owner names or contact information if mentioned during the recording; and background audio captured during recording.
- Transcribed text from audio recordings for further processing and note generation.
4.3 OpenAI's Data Handling
OpenAI processes data sent through their API in accordance with their API Data Usage Policies. As of the effective date of this policy, OpenAI's API terms state that they do not use data submitted via the API to train their models. However, OpenAI may retain API inputs and outputs for up to 30 days for abuse and misuse monitoring purposes, after which it is deleted unless legally required to retain it. For current information about OpenAI's data practices, please review OpenAI's Privacy Policy at https://openai.com/privacy and their API Data Usage Policy.
4.4 Data Storage After Processing
After processing by OpenAI, the resulting transcriptions and generated notes are stored on CuraVet's servers. We retain this data in accordance with our data retention policies described in Section 8. Original audio recordings are stored on our servers after upload and are retained according to your account settings and our retention policy.
5. Your Consent and Control
5.1 Explicit Consent for AI Processing
Before any audio recording is sent to OpenAI for processing, you will be asked to provide explicit consent. This consent request will clearly explain that your audio data will be transmitted to OpenAI, a third-party service, for transcription and processing.
You may withdraw your consent at any time by discontinuing use of the recording and AI transcription features. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
5.2 Consent for Mobile Recording
When using the CuraVet mobile application to record consultations, you will be presented with a consent screen before your first recording that explains: (a) audio will be recorded and uploaded to CuraVet servers; (b) audio will be sent to OpenAI for transcription; (c) transcribed text will be processed by OpenAI to generate medical notes; and (d) how you can manage or delete your data. You must acknowledge and accept these terms before using the recording feature.
5.3 Managing Your Consent
You can review and manage your consent preferences at any time through your account settings on the web dashboard. If you choose not to consent to AI processing, you will not be able to use the automated transcription and note generation features, but you may still use other features of the Service.
6. How We Use Your Information
- Service Delivery: To provide, maintain, and improve CuraVet's features, including audio recording, transcription, AI-powered note generation, and documentation management.
- Account Management: To create and manage your account, authenticate your access, and administer team memberships and permissions.
- Billing and Payments: To process payments, manage subscriptions, and handle billing-related communications.
- Customer Support: To respond to your inquiries, provide technical support, and resolve issues.
- Service Improvement: To analyze usage patterns (in aggregate and de-identified form) to improve our Service, develop new features, and enhance user experience.
- Security and Compliance: To monitor for and prevent fraudulent activity, enforce our terms of service, and comply with legal obligations.
- Communications: To send you service-related announcements, updates, security alerts, and administrative messages.
7. How We Share Your Information
We do not sell your personal information. We share your information only in the following circumstances:
7.1 Third-Party Service Providers
We share data with the following categories of service providers who process data on our behalf:
All third-party service providers are required to maintain confidentiality and security of your data and are prohibited from using your data for any purpose other than providing services to us.
- OpenAI: Audio recordings and text data for transcription and AI-powered note generation (as described in Section 4).
- Stripe: Payment information for processing subscriptions and transactions. Stripe's privacy policy is available at https://stripe.com/privacy.
- Cloud Hosting Providers: Data is stored on secure cloud infrastructure. Our hosting providers are contractually obligated to protect your data and process it only according to our instructions.
7.2 Team Members
If you are part of a team or organization, your recordings, transcriptions, and generated notes may be accessible to other authorized team members based on the permissions configured by your team administrator.
7.3 Legal Requirements
We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.
7.4 Business Transfers
If CuraVet is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information.
8. Data Retention
We retain your data for as long as necessary to provide our services and fulfill the purposes described in this policy.
When data is no longer required, we will securely delete or anonymize it.
- Account Data: Retained for the duration of your account and for a reasonable period thereafter to comply with legal obligations.
- Audio Recordings and Transcriptions: Retained according to your account settings. You may delete recordings and associated transcriptions at any time through your dashboard.
- Generated Notes: Retained until you delete them or close your account.
- Billing Records: Retained as required by tax and accounting laws (typically 7 years).
9. Data Security
We implement appropriate technical and organizational security measures to protect your information, including:
While we strive to protect your information, no method of transmission or storage is 100% secure. You are responsible for maintaining the security of your account credentials and the devices you use to access our Service.
- Encryption of data in transit using TLS/SSL protocols.
- Encryption of sensitive data at rest.
- Access controls and authentication requirements.
- Regular security assessments and monitoring.
- Employee training on data protection practices.
- Incident response procedures.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including the United States, where our servers and third-party service providers (including OpenAI and Stripe) are located.
When we transfer data internationally, we implement appropriate safeguards as required by applicable data protection laws, such as Standard Contractual Clauses approved by the European Commission for transfers from the EEA, or other legally recognized transfer mechanisms.
11. Your Rights and Choices
Depending on your location and applicable law, you may have the following rights regarding your personal information:
11.1 All Users
- Access and Portability: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information, subject to legal retention requirements.
- Withdraw Consent: Withdraw previously given consent for data processing.
11.2 European Economic Area (EEA) Residents - GDPR Rights
If you are located in the EEA, you have additional rights under the General Data Protection Regulation, including the right to object to processing based on legitimate interests, the right to restrict processing, the right to data portability in a machine-readable format, and the right to lodge a complaint with your local data protection authority.
11.3 California Residents - CCPA Rights
If you are a California resident, you have rights under the California Consumer Privacy Act, including the right to know what personal information is collected, used, shared, or sold; the right to delete personal information held by us; the right to opt-out of sale of personal information (note: we do not sell personal information); and the right to non-discrimination for exercising your CCPA rights.
11.4 Exercising Your Rights
To exercise any of these rights, please contact us at curavetai@gmail.com or submit a request through /support. We may need to verify your identity before fulfilling your request. We will respond to your request within the timeframes required by applicable law (typically 30 days for GDPR, 45 days for CCPA).
12. Legal Basis for Processing (GDPR)
For users in the EEA, we process personal data under the following legal bases:
- Consent: For processing audio recordings through third-party AI services. You may withdraw consent at any time.
- Contract: Processing necessary to provide our services to you under our Terms of Service.
- Legitimate Interests: For fraud prevention, security, service improvement, and analytics, where these interests are not overridden by your rights.
- Legal Obligation: When we are required to process data to comply with applicable laws.
13. Children's Privacy
CuraVet is designed for professional veterinary use and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.
If you believe we may have collected information from a child, please contact us at curavetai@gmail.com.
14. Cookies and Tracking Technologies
We use cookies and similar technologies to maintain your session, remember your preferences, and understand how you use our Service. You can control cookies through your browser settings, though disabling certain cookies may affect functionality of our Service. For more information, please see our Cookie Policy.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our website with a new "Last Updated" date, sending you an email notification (for material changes), and providing notice through our application.
We encourage you to review this Privacy Policy periodically. Your continued use of our Service after any changes constitutes your acceptance of the updated policy.
16. Contact Us
If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about our data practices, please contact us:
Email: curavetai@gmail.com
Support form: /support (submissions are sent to curavetai@gmail.com).
For GDPR-related inquiries, you may also contact your local data protection authority.
17. Summary of Data Collection and Sharing
This section provides a quick reference summary of our data practices:
- Data Collected: Account information, audio recordings, transcriptions, generated medical notes, billing information, device and usage data.
- How We Collect Data: Directly from you (account registration, recordings), automatically (device and usage data), and from third-party processors (transcriptions from OpenAI).
- Third Parties We Share Data With: OpenAI (audio and text processing), Stripe (payments), cloud hosting providers.
- Data Sent to OpenAI: Complete audio recordings of consultations, transcribed text for note generation.
- Consent Required: Yes - explicit consent is required before any data is sent to OpenAI for processing.
- Third-Party Protections: All third-party providers are contractually obligated to maintain confidentiality and security equal to or greater than our own standards.