Introduction

At Vetnio AB, company registration number: 559494-6807, your privacy is important to us and we want you to feel secure when you entrust us with your personal data. We have established this Privacy Policy so that you can understand how we process and protect your personal data. This Privacy Policy describes what Personal Data we collect when you visit our website or use our services and for what purposes your personal data is processed.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our services, including recording conversations between veterinary professionals and pet owners to generate clinical notes. This Privacy Policy applies to all users of Vetnio's website and services and is designed to comply with the General Data Protection Regulation (GDPR) (EU) 2016/679, as well as applicable data protection laws.

Definitions

"Personal Data" means any information that relates to an identified or identifiable natural person ("data subject").

"Processing" means any activities involving your Personal Data including collection, handling, storage, sharing, access, use, transfer and deletion or destruction of information.

"Applicable Data Protection Laws" include, but are not limited to, the General Data Protection Regulation (EU) 2016/679 (GDPR), the UK Data Protection Act 2018 and UK GDPR, the Swiss Federal Act on Data Protection (FADP), the Swedish Data Protection Act (2018:218), the German Federal Data Protection Act (BDSG), the Austrian Data Protection Act (DSG), and other relevant national data protection laws and regulations applicable to the processing of Personal Data.

"Controller" means the entity that determines the purposes and means of personal data processing.

"Processor" is a third party that processes personal data on behalf of the Controller.

Who is responsible for collecting and processing your personal data?

Vetnio AB acts as the Data Controller for the processing of personal data under this Privacy Policy. For inquiries, contact us at email: info@vetnio.com

What personal data do we process?

The overall purpose of our processing of your personal data is to manage your access to, and your use of, our services and to develop and improve our business and your customer experience.

We primarily collect personal data directly from you when you use our services to record and store audio files that are transcribed and processed into medical records. We always strive not to process more personal data than is required for each purpose and we never sell your personal data to other companies.

We may process your personal data for the following purposes:

• Register user account and receive payment;
• Provide our services;
• Communicate with you personally or inform you about our services;
• Provide customer service and handle any questions or complaints;
• Collect and analyze statistics;
• Comply with our legal obligations, resolve disputes or enforce our obligations;
• Marketing;
• In other ways as stated at or around the time when the data is collected.

What personal data do we process?

Vetnio collects and processes the following categories of personal data about you as a User when you register a user account, use our services or when you visit our website.

• When registering a customer;
• When registering a user;
• When uploading audio files;
• Processing and transcription of audio files;
• AI-generated medical records;
• Service development;
• To provide customer support;
• To fulfill our legal obligations.

From what sources do we collect personal data about you as a customer?

Vetnio collects personal data directly from customers when you register a customer account and provide information about your Users, upload audio files, contact our customer service, and when you otherwise interact with Vetnio and provide information about yourself.

If a User is employed by a Vetnio customer, we may also process your data to provide the agreed service. However, in this context, Vetnio is not the data controller, so this Privacy Policy does not further describe such processing. For more information about such processing of your data, please ask your employer.

We also collect information when you visit our website. We use cookies and analytics tools to improve the user experience for our visitors. We handle this data as we have a legitimate interest in offering the best possible user experience. You can choose to disable these services in your browser.

Cookies and Tracking Technologies

A cookie is a small text file that is stored on your computer when you visit a website. Vetnio uses cookies primarily to improve your user experience on our website. Some of these cookies are necessary for functionality, while others are used to optimize and improve your experience. We use different types of cookies, including essential cookies necessary for the operation of the website, analytics cookies to track and analyze user behavior, functionality cookies to remember user preferences, and marketing cookies used for advertising purposes. You can manage your cookie preferences through your browser settings or our cookie consent management tool. Under applicable privacy laws, including GDPR, we obtain explicit consent before using non-essential cookies. Users have the right to withdraw their consent at any time by adjusting their settings. Disabling cookies may affect certain functionalities of our website.

Your Rights

Vetnio will, at your request or on our own initiative, correct, delete or supplement information that is found to be incorrect, incomplete or misleading.

You have the right to object to processing of personal data that is carried out based on a balance of interests. If you object to such processing, we will only continue to process your personal data if there are legitimate reasons for the processing that outweigh your interests.

Some processing of personal data is based on consent. You can withdraw your consent at any time by contacting us and we will then cease such processing.

You also have the right to request:

• Access to your personal data: This means you have the right to request a registry extract of the personal data being processed about you. You have the right once per calendar year, through written request, to receive a printout of what personal data is being processed, the purpose of the processing, and information about who we have shared your information with.
• Correction of your personal data: We will correct any incorrect or incomplete information we have stored about you as soon as possible at your request.
• Deletion of your personal data: This means you have the right to request that your personal data be deleted if it is no longer necessary to store them for the purpose they were collected for. However, this right is limited by the fact that there may be legal requirements that prevent us from immediately deleting your personal data, such as accounting and tax rules. In such cases, we will stop processing your personal data for purposes other than complying with applicable legislation.
• Restriction of data processing: This means that your personal data may only be used for specific purposes that you have approved. For example, you can request a restriction when you believe your information is incorrect and you have requested a correction according to this Privacy Policy. While the accuracy of the data is being investigated, the processing will be restricted.
• Data portability: This means that you have the right, under certain conditions, to extract and transfer your personal data in a structured, commonly used and machine-readable format to another data controller.
• Right to Lodge a Complaint: this allows you to file a complaint with a relevant data protection authority if you believe your rights have been violated. However, we encourage you to contact us first so that we can attempt to resolve your concerns directly.

Requests to exercise your rights can be made by contacting us at info@vetnio.com. We will respond to your request in accordance with applicable data protection laws.

Security and Information Transfer

We maintain procedures and working methods to ensure your personal data is handled securely. The basic principle is that only employees and persons within the organization who need access to personal data to perform their work duties should be able to access them.

We implement reasonable security measures, including encryption of stored and transmitted data, access control restrictions to limit data access, regular security audits and compliance checks, and employee training on data protection obligations. Despite our efforts, no system is 100% secure. In case of a data breach, we will notify users and regulatory authorities in compliance with applicable data protection laws.

Transfer of Personal Data to Third Parties

We may share your personal data with trusted third parties for the purposes outlined in this Privacy Policy. Such third parties include service providers that assist in operating our platform, such as cloud hosting providers, payment processors, IT security firms, analytics providers, and customer support tools. Any third party that processes personal data on our behalf is contractually obligated to do so in accordance with GDPR and other applicable data protection laws. We ensure that appropriate safeguards, including Standard Contractual Clauses (SCCs) or adequacy decisions, are in place when transferring personal data outside the European Economic Area (EEA). We do not sell, trade, or rent your personal data to any third party for marketing purposes. If required by law, we may disclose personal data to regulatory authorities, law enforcement agencies, or other parties in response to valid legal requests.

Data Processors

We engage carefully selected third-party data processors to process personal data on our behalf, solely for the purposes of providing and improving our services. These data processors include cloud storage providers, payment processors, analytics services, and customer support platforms. Each data processor is subject to a legally binding Data Processing Agreement (DPA) that ensures compliance with the GDPR and other applicable data protection laws. We require our data processors to implement appropriate technical and organizational measures to safeguard personal data and prohibit them from using the data for any other purpose. Where data processors are located outside the European Economic Area (EEA), we ensure adequate levels of protection through Standard Contractual Clauses (SCCs) or other approved transfer mechanisms.

The data uploaded to our Service is transferred to and stored on encrypted Amazon servers located in Frankfurt, Germany.

Partners who are Independent Data Controllers

In certain cases, we cooperate with third-party partners who act as independent data controllers. These partners process personal data in accordance with their own privacy policies and legal obligations, independently determining the purposes and means of such processing. One of such partners is Stripe, our payment service provider. When you make a payment through Vetnio, Stripe processes your payment information as an independent data controller under its own Stripe Privacy Policy. We do not have access to your full payment details, such as your credit card number, and Stripe is solely responsible for the processing of this data.

When you interact with or use services provided by these partners in connection with Vetnio services, their respective privacy policies will govern the processing of your personal data. We recommend that you review their privacy policies to understand how they collect, use, and protect your data.

While we take reasonable steps to ensure that our partners comply with applicable data protection laws, we are not responsible for their processing activities.

Policy Changes

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. When we make significant changes, we will notify you by posting the updated Privacy Policy on our website and indicating the date of the latest revision at the top of the page. In some cases, we may also provide additional notifications, such as email updates, depending on the nature of the changes.

We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your personal data.

Right to Lodge a Complaint

If you believe that we have processed your personal data in a manner that violates applicable data protection laws, you have the right to lodge a complaint with a data protection authority.

You may contact the data protection authority in your country of residence, place of work, or where the alleged infringement has occurred.

If you are located in the European Economic Area (EEA), you can find the contact details of your local data protection authority here: European Data Protection Board – National Authorities

If you are located in the United Kingdom, you may contact the Information Commissioner's Office (ICO): ICO Website

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner (FDPIC): FDPIC Website

If you are located in another jurisdiction, we recommend checking with your local data protection authority for further guidance.

We encourage you to first contact us, so we can attempt to resolve your concerns before you escalate the matter to a regulatory authority.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, you can contact us using the details below:

Email: info@vetnio.com

Company name: Vetnio AB

Registered address: Grev Magnigatan 10, 114 55, Stockholm

Contact details: Arman Karégar, info@vetnio.com