Summary

• Data privacy & security is the #1 priority at VetNotes.

• Your data can be deleted at any time.

• Your data is securely stored in the cloud.

• Audio files are stored in either in Sydney or London, which you can configure in settings.

• Your data is never used for training external AI models.

• Your data is only used for generating your notes. It is not sold, rented or used for any other purposes.

• We use 3rd party AI companies, such as OpenAI, for processing some records. These 3rd parties do not retain or store your data.

Where is VetNotes hosted?

VetNotes is a cloud application, with a secure, robust multi-cloud solution. VetNotes is hosted across Google Cloud Platform and AWS. Both hosts are ISO27001 certified.

Is Data protected and encrypted?

Yes, all data, including audio and text, is encrypted both at rest and in transit. VetNotes receives an A+ rating from Qualys.

This means that your data is encoded into a format that can only be accessed with the correct decryption key, preventing unauthorised access.

Do I need client's consent to record their voice?

In most places, yes, you need consent to record someone's voice. Generally, verbal consent is sufficient. Many Vets choose to ask consent a second time after they have started recording, so they have a record of the consent (on the transcript, and in the audio file). 

Generally, Vets ask something similar to "Do you mind if I record this consult? This app will help me with note taking." Clients are typically very happy to oblige and help out their Vet.

We often hear "this call will be recorded for training purposes", when we call our bank/phone carrier/etc, so people are generally happy to have their voice recorded. 

Note - the above is not legal advice, and legalities vary by jurisdiction.

AI Providers

In order to provide VetNotes, data is securely shared with AI providers that programmatically transcribe and process clinical notes. These providers:

• Do not use VetNotes’ data to train models.

• Do not retain data after a task is completed.

Employees at provider companies cannot access, view or edit any data sent or received from VetNotes.

Your data is your property

You can delete your data at any time. This is permanent and irreversible. Data can also be deleted automatically, after a certain time frame has elapsed, eg 7 days after recording.

Access control

Only a user can access the data associated with their account. Data for each account is logically separated within the database. Every database query is validated against security policies.