1. What VetGnosis Is
VetGnosis is a veterinary practice management and clinical workflow application for veterinary professionals. The service helps users manage patient records, consult notes, vitals, appointments, attachments, billing documents, backup and restore workflows, and AI-assisted differential diagnosis support.
VetGnosis is not a replacement for professional veterinary judgment. AI-generated outputs are intended to support clinical reasoning and must be reviewed by a qualified veterinary professional before use.
2. Scope of This Policy
This Policy applies to:
- our public website;
- VetGnosis user accounts;
- the VetGnosis Android application;
- Firebase-backed account, billing, entitlement, referral, and AI-credit services;
- web purchases processed through Paddle and entitlement syncing through RevenueCat;
- support, operational, and security communications.
This Policy does not apply to third-party websites or services that we do not control. If a third-party service, such as Paddle, RevenueCat, Firebase, Google, or OpenAI, processes your information under its own terms, its own privacy policy may also apply.
3. Information We Collect
We collect information in the following categories.
3.1 Account Information
When you create or use an account, we may collect:
- name or display name;
- email address;
- phone number, where phone verification is used;
- Firebase authentication user ID;
- email verification status;
- phone verification status;
- selected clinical country or region;
- app profile settings, such as clinic invoice name or billing branding preferences;
- account status, plan tier, and entitlement state.
3.2 Billing and Subscription Information
For website purchases, Paddle acts as Merchant of Record and processes payment information. VetGnosis does not store full card numbers or full payment credentials.
We may receive and store billing-related information needed to provide access to the service, including:
- billing email address;
- hashed billing email;
- Paddle or RevenueCat transaction, product, subscription, and entitlement metadata;
- RevenueCat app user identifiers;
- active entitlements;
- subscription product, cycle, status, and expiry data;
- AI credit balances, including trial, included monthly, and add-on credit balances;
- referral purchase and reward records;
- webhook event IDs and processing logs for billing reconciliation.
3.3 Veterinary Practice and Patient Data
VetGnosis is used to record veterinary practice information. Depending on how you use the app, this may include:
- animal patient name, species, breed, sex, neuter status, age, date of birth, weight, body condition score, and clinical identifiers;
- owner or client contact information, such as name, phone number, email address, address, or notes you choose to enter;
- consult notes, SOAP notes, history, clinical findings, vitals, diagnoses, treatment notes, follow-up scheduling, reminders, and medical history;
- attachments such as images, lab reports, invoices, estimates, consent forms, or other files you add;
- billing documents, invoice or estimate line items, payment status, and related document metadata;
- backup and restore data generated by the app.
VetGnosis is designed for veterinary patient data. You should avoid entering unnecessary personal information about human clients and should not upload sensitive human medical information.
3.4 AI Request Data
When you request an AI differential or related AI-assisted clinical output, we may process information needed to generate the response, including:
- animal signalment;
- clinical history;
- vitals;
- exam findings;
- diagnostic notes;
- selected country or region context;
- staged attachments or clinical files included in the AI request;
- request status, errors, timestamps, and AI credit reservation/refund metadata.
AI requests are processed server-side so that AI credit enforcement and model routing can be controlled securely.
3.5 Website, Device, and Usage Data
When you use the website or app, we may collect technical and usage information such as:
- device type, operating system, app version, browser type, IP address, and approximate location derived from IP;
- authentication events and sync status;
- crash, diagnostic, and performance data;
- security logs;
- feature usage events needed to operate, debug, secure, or improve the service;
- cookies or similar technologies on the website, where applicable.
3.6 Support Communications
If you contact us, we may collect:
- your name, email address, and contact details;
- message content;
- screenshots, attachments, logs, or other materials you provide;
- support history and resolution notes.
4. How We Use Information
We use information to:
- provide and operate VetGnosis;
- create, authenticate, and secure user accounts;
- sync billing entitlements and AI credit balances;
- process AI requests and return structured AI differential results;
- maintain offline-ready app workflows;
- generate, store, export, and share records or documents at your direction;
- process subscriptions, cancellations, refunds, credit packs, referrals, and promotional entitlements;
- provide customer support;
- send service, security, billing, and account notices;
- troubleshoot bugs, crashes, and support issues;
- prevent fraud, abuse, unauthorized access, and free-trial misuse;
- comply with legal, tax, accounting, platform, and payment processor obligations;
- improve usability, reliability, and product quality.
5. Legal Bases for Processing
Where applicable data protection law requires a legal basis, we process personal information on one or more of the following bases:
- Contract: to provide the service, manage accounts, process entitlements, and deliver paid features.
- Legitimate interests: to secure the service, prevent fraud, improve reliability, respond to support requests, and maintain business records.
- Consent: where we ask for permission, such as optional communications or certain cookie uses.
- Legal obligation: to comply with tax, accounting, consumer protection, payment, law enforcement, and regulatory obligations.
6. AI and Clinical Data Handling
VetGnosis uses AI to support veterinary clinical reasoning. AI-generated outputs may be inaccurate, incomplete, or inappropriate for a specific case. You are responsible for reviewing AI output, confirming it against the animal patient, using appropriate diagnostics and formulary guidance, and exercising professional clinical judgment.
To reduce unnecessary data exposure:
- do not include unnecessary owner/client personal information in AI prompts;
- do not upload sensitive human medical information;
- only include attachments that are relevant to the veterinary case;
- review generated outputs before adding them to clinical records or sharing them.
We may use third-party AI infrastructure providers to process AI requests. We configure these services for application functionality and do not sell your veterinary patient records.
7. How We Share Information
We share information only as needed to operate VetGnosis, process payments, comply with law, or provide services you request.
7.1 Service Providers
We may share information with service providers such as:
- Firebase and Google Cloud, for authentication, database, cloud functions, storage, hosting, logging, and infrastructure;
- RevenueCat, for entitlement management, subscription state, virtual currency/AI credit syncing, and purchase metadata;
- Paddle, as Merchant of Record for website purchases, payment processing, tax handling, invoicing, chargebacks, and refund processing;
- OpenAI or another AI infrastructure provider, for AI differential processing;
- email, support, analytics, crash reporting, or security tools, if used.
7.2 At Your Direction
We may share data when you choose to export, email, print, back up, restore, or share records, PDFs, attachments, invoices, estimates, ZIP files, or AI differential reports through device or platform sharing tools.
7.3 Legal and Safety Reasons
We may disclose information if required to:
- comply with law, court orders, subpoenas, tax obligations, or regulatory requests;
- enforce our Terms of Service;
- investigate fraud, security incidents, abuse, or unauthorized access;
- protect the rights, property, or safety of VetGnosis, users, clients, or others.
7.4 Business Transfers
If VetGnosis is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to appropriate safeguards.
8. Payments Through Paddle
Website purchases are processed by Paddle. Paddle may collect and process information such as name, email, billing address, payment details, tax information, IP address, transaction details, and fraud-screening information.
Paddle acts as Merchant of Record for web purchases and may provide receipts, invoices, payment support, tax handling, and refund processing. Paddle's own buyer terms, privacy policy, and refund policy may apply to the payment transaction.
VetGnosis receives only the information needed to activate, reconcile, and support your subscription, entitlement, or AI credit pack.
9. RevenueCat Entitlement Sync
VetGnosis uses RevenueCat to link purchases and entitlements to your app account. After Firebase login, the app links your Firebase user ID and account email with RevenueCat so that eligible web purchases can unlock the correct app tier.
RevenueCat may process purchase identifiers, app user IDs, email metadata, entitlement state, product IDs, subscription status, and virtual currency or credit-pack metadata.
10. Offline Data, Local Storage, and Backups
VetGnosis is designed to support offline workflows. Some veterinary records, attachments, appointments, billing records, drafts, backups, and app settings may be stored locally on your device. You are responsible for securing your device, keeping your operating system updated, and controlling who can access your device.
If you create encrypted backups, those backup files may contain patient records, attachments, appointments, vitals, billing ledger entries, billing defaults, and clinic branding settings. You are responsible for storing backup files securely and sharing them only with authorized people.
11. Data Retention
We keep information for as long as reasonably necessary to:
- provide the service;
- maintain account and billing records;
- support offline and sync workflows;
- comply with legal, tax, accounting, and payment obligations;
- resolve disputes;
- enforce agreements;
- prevent fraud and abuse;
- maintain audit logs for security and billing integrity.
Veterinary records stored locally in the app remain under your control unless they are synced, backed up, shared, or processed through our backend services. Deleting local records from your device may not automatically delete information already shared with third parties, exported to files, included in backups, or retained for legal or billing reasons.
12. Security
We use reasonable technical and organizational safeguards designed to protect information, including account authentication, server-side billing and AI credit enforcement, Firestore security rules, authorization checks, encrypted communications where supported, and restricted access to production systems.
No system is perfectly secure. You are responsible for using strong account credentials, securing your device, limiting access to exported files and backups, and notifying us promptly if you suspect unauthorized access.
13. Your Choices and Rights
Depending on your location, you may have rights to:
- access personal information;
- correct inaccurate information;
- delete certain information;
- restrict or object to certain processing;
- request data portability;
- withdraw consent where processing is based on consent;
- opt out of certain marketing communications;
- complain to a data protection authority.
To exercise privacy rights, contact us at hello@vetgnosis.app. We may need to verify your identity before acting on a request.
Some requests may be limited where retention is required for legal, tax, billing, security, fraud-prevention, dispute-resolution, or professional recordkeeping reasons.
14. International Transfers
We may process and store information in countries other than your own, including through service providers such as Google/Firebase, RevenueCat, Paddle, and AI infrastructure providers. These countries may have data protection laws that differ from your local laws. Where required, we rely on appropriate safeguards for international transfers.
15. Cookies and Website Tracking
Our website may use cookies or similar technologies to operate the website, remember preferences, measure performance, secure sessions, support checkout, and understand website traffic.
If we use optional analytics or marketing cookies, we will provide any consent or opt-out mechanism required by applicable law. You can also control cookies through your browser settings.
16. Children's Privacy
VetGnosis is intended for veterinary professionals and practice users. It is not directed to children, and we do not knowingly collect personal information from children under 16. If you believe a child has provided personal information to us, contact us so we can take appropriate action.
17. Veterinary Client Consent and Professional Obligations
You are responsible for complying with laws and professional obligations that apply to your veterinary practice, including client confidentiality, consent for recordkeeping, consent for electronic communications, retention of clinical records, and rules about sharing patient or client information.
VetGnosis provides tools for managing information but does not determine whether your use of a particular record, attachment, export, communication, or AI request is lawful or professionally appropriate.
18. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date and may provide additional notice through the website, app, or account communications.
Your continued use of VetGnosis after an updated Policy becomes effective means you acknowledge the updated Policy.
19. Contact Us
For privacy questions or requests, contact:
VetGnosis Pty Ltd Privacy email: hello@vetgnosis.app Support email: support@vetgnosis.app Website: https://vetgnosis.app
