Privacy Policy

VetGenius is a software product of VETGENIUS BV ("VETGENIUS", "we", "our", "us"), a private limited company incorporated in Belgium with registered offices at Rozenhoek 6a, 9660 Brakel, Belgium, registered with the Crossroads Bank for Enterprises under number BE 1038.367.479.

This Privacy Policy explains how we collect, use, share, and protect personal data when you use the VetGenius mobile application, web application, and related services (collectively, the "Services"). It applies to:

• Veterinarians and clinic staff who use VetGenius as part of their work ("Users");
• Pet owners and clients of veterinary clinics whose data is processed in VetGenius ("Data Subjects").

We act as a data processor on behalf of veterinary clinics for clinical and client-related data. We act as a data controller for account data of our direct Users (veterinarians and clinic staff) and for our own operational purposes such as analytics, security, and support.

2.1 Account & Identity Information

When you create a VetGenius account we collect: full name, email address, optional phone number, clinic or organization name, role within the organization, encrypted password (we never see your plaintext password), and language and locale preferences.

2.2 Voice Recordings (Scribe & Consultation Transcription)

When you use voice-driven features such as automatic consultation note-taking, short-form audio recordings of your speech are transmitted securely to carefully selected speech-processing providers to produce a transcript. Audio is processed only for this purpose and is retained no longer than necessary, in accordance with our agreements with those providers. The transcribed text may be retained as part of the consultation note. Our service providers are not permitted to use this data to train their own or other third-party AI models. Where contractually agreed with the veterinary clinic, legally permitted, and subject to appropriate safeguards, VETGENIUS may use selected data to develop, evaluate, and improve its own models and Services.

2.3 Camera and Photo Data

When you grant camera access, VetGenius accesses your device camera to capture or select photos for consultation records. Photos are stored in encrypted cloud storage tied to your clinic's account.

2.4 Clinical and Client Data

VetGenius stores data about veterinary clinic operations on behalf of clinics, including: pet owner contact information; animal records (species, breed, weight, medical history); consultation notes, diagnoses, treatment plans; prescriptions and controlled-substance logs; invoicing and payment data; stock and inventory data. Clinics are the data controllers for this information. VETGENIUS processes it on their behalf under a Data Processing Agreement.

2.5 Device and Usage Data

We automatically collect device type, OS version, app version, IP address (used for approximate, city-level location only), crash reports, diagnostic logs, and pseudonymized feature-usage analytics.

2.6 Cookies and Similar Technologies

On our website (vetgenius.ai) we use essential cookies for session management. We do not use third-party advertising or tracking cookies.

2.7 Browser Extension (Chrome)

VetGenius is also offered as a Chrome browser extension ("Vet Genius AI") that runs as a side panel next to supported web-based veterinary practice-management systems. Its single purpose is to make the VetGenius veterinary assistant available directly in your browser while you work. The extension uses a device identifier and local Chrome storage to maintain its settings and session. When you actively use a supported feature, it may read the clinical context displayed in the practice-management system and transfer content that you choose to VetGenius to generate or insert the requested output. Microphone access is used only when you start a voice feature, in order to produce a transcript. Authorized users of participating veterinary practices may also choose to start Observer Mode. Before it starts, the extension prominently informs the user and requires an affirmative action. While Observer Mode is active, the extension records consultation audio and periodically captures the visible browser tab. These recordings and screenshots may contain clinical, patient, and pet-owner information and are transmitted securely to VetGenius to create and improve consultation notes and related veterinary workflows. A visible status indicator remains active and the user can stop Observer Mode at any time. VETGENIUS does not sell this data or use it for advertising. External service providers are contractually restricted from using it to train their own or other third-party AI models. Where contractually agreed with the veterinary clinic, legally permitted, and subject to appropriate safeguards, VETGENIUS may use selected data to develop, evaluate, and improve its own models and Services. These practices are intended to comply with the Chrome Web Store User Data Policy, including its Limited Use requirements.

• Service delivery - providing the VetGenius application and its features.
• Account management - authentication, password resets, customer support.
• AI-powered features - transcription and decision-support suggestions, always under your control.
• Communications - transactional emails about your account or service updates.
• Security - detecting fraud, abuse, and unauthorized access.
• Compliance - meeting legal obligations such as record-keeping for controlled substances and tax invoicing.
• Product improvement - aggregated analytics about feature usage.

We do not sell personal data, profile you for advertising, or allow external service providers to use your data to train their own or other third-party AI models. Where contractually agreed, legally permitted, and subject to appropriate safeguards, VETGENIUS may use selected data to develop, evaluate, and improve its own models and Services.

We share personal data only with the following categories of recipients:

5.1 Sub-processors

• Google LLC / Google Ireland Limited - Firebase Authentication, Firestore database, Cloud Storage, and AI inference for transcription and decision support. Data may be processed in the EU and the United States under Standard Contractual Clauses.
• Vercel Inc. - hosting of the vetgenius.ai marketing website. No clinical data is hosted on Vercel.
• Transactional email providers (e.g., SendGrid, Postmark) - delivery of password resets and account notifications.
• Speech-processing and AI service providers - transcription and AI-assisted processing when you actively use voice, dictation, or decision-support features. These providers may process data only to deliver the contracted service and may not use it to train their own or other third-party AI models.
• ipapi.co - approximate region/locale detection from your IP address.

A current list of sub-processors is available upon written request to genius@vetgenius.ai.

5.2 Within Your Clinic Organization

Other authorized users of your clinic's VetGenius workspace may access the data you create as part of shared practice operations.

5.3 Authorities and Legal Process

We may disclose personal data when required by law, court order, or to comply with regulatory obligations (for example, AFMPS audits for controlled substances).

5.4 Business Transfers

If VETGENIUS undergoes a merger, acquisition, or asset sale, your information may be transferred to the successor entity, subject to this Privacy Policy.

We do not sell personal data.

Some of our sub-processors (notably Google) operate data centers outside the European Economic Area. When data is transferred outside the EEA, we rely on European Commission adequacy decisions where applicable, Standard Contractual Clauses (Decision 2021/914) as supplementary safeguards, and additional technical measures including encryption at rest and in transit. You may request a copy of the relevant transfer safeguards by contacting genius@vetgenius.ai.

Account deletion

To request deletion of your VetGenius account and the personal data associated with it, email genius@vetgenius.ai from the email address registered to your account, using the subject “Delete my VetGenius account”. We may ask for additional information to verify that you own the account. We will respond within 30 days.

Deleting your personal account removes your access and the personal data associated with that account, subject to the retention periods in section 7. Clinical, client, consultation, invoicing, and other practice records controlled by your veterinary clinic are not automatically deleted with your personal account and may be retained where required by the clinic or by law. Contact your veterinary clinic regarding those records.

Subject to applicable law, you have the right to:

• Access your personal data (Art. 15)
• Rectify inaccurate data (Art. 16)
• Erasure - the right to be forgotten (Art. 17)
• Restrict processing (Art. 18)
• Portability - receive a copy of your data in a structured format (Art. 20)
• Object to processing based on legitimate interests (Art. 21)
• Withdraw consent at any time, where consent is the legal basis
• Lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de Protection des Données) at www.gegevensbeschermingsautoriteit.be

To exercise any of these rights, email genius@vetgenius.ai. We will respond within 30 days. If you are a pet owner whose data is held in a clinic's VetGenius workspace, please contact your veterinary clinic first - they are the data controller for that data.

We protect personal data with technical and organizational measures including TLS 1.2+ encryption in transit, AES-256 encryption at rest, role-based access controls, multi-factor authentication for staff with administrative access, regular security reviews and dependency patching, and incident response procedures. In the event of a personal data breach, we will notify affected parties and the supervisory authority within 72 hours where required by Article 33 GDPR.

VetGenius is intended for use by adult veterinary professionals and adult clients of veterinary clinics. We do not knowingly collect personal data from individuals under 16 years of age.

We may update this Privacy Policy from time to time. Material changes will be notified by email and via in-app notification at least 30 days before they take effect. The "Last updated" date at the top reflects the most recent change.

For questions about this Privacy Policy, to exercise your rights, or to file a complaint:

VETGENIUS BV
Rozenhoek 6a
9660 Brakel
Belgium
VAT: BE 1038.367.479

Email: genius@vetgenius.ai