VetSpeak ASAP Privacy Notice

1. Information processed

Depending on how the service is used, information may include:

• clinician account, contact, practice, and registration details;
• consultation audio, transcripts, corrections, patient and client details, clinical drafts, templates, and supporting documents;
• service, security, device, and diagnostic event information; and
• billing and support information handled with relevant providers.

2. Why information is processed

Information is processed to authenticate users, accept and process consultations, transcribe audio, generate clinician-review drafts, save clinician edits, provide support and billing functions, protect the service, investigate failures or misuse, and meet applicable legal obligations.

3. Recording consent and clinic responsibility

The veterinary practice decides what patient and client information is submitted. The practice must obtain explicit, informed recording consent and must have authority to process and disclose that information through VetSpeak ASAP and its service providers.

Do not record or upload a consultation when the required consent or authority is missing or has been withdrawn.

4. Service providers and overseas processing

VetSpeak ASAP may use providers for hosting, identity, file storage, transcription, AI-assisted drafting, billing, email, and operational monitoring. Provider locations and terms can change, so a clinic must complete its own privacy and processor assessment before submitting clinical information.

5. AI processing

Consultation content may be sent to configured transcription and AI providers to perform the requested service. Provider retention and model-training treatment depend on the selected provider agreements and configuration.

The current product does not provide a verified in-product control for opting data out of model training. Contact the Privacy Officer for the current processor position before submitting information if your clinic requires a particular training or retention restriction.

6. Retention, deletion, and export

No self-service account deletion or full data export is currently available. No fixed automatic retention or deletion period is promised here.

Access, correction, deletion, and export requests must be sent to the Privacy Officer and are assessed manually against the data held, provider capabilities, clinical-record duties, and applicable law. Submitting a request does not guarantee that every requested outcome is legally or technically available.

7. Cookies and analytics

The service uses cookies or similar storage needed for sign-in and operation. Optional analytics should run only after the applicable consent choice. Browser settings can limit cookies, but doing so may prevent authenticated features from working.

8. Security and clinical review

VetSpeak ASAP uses access controls and other technical safeguards, but no internet service can guarantee absolute security. The service is not presented as independently certified or as having a verified recurring audit programme.

Generated content is a draft. A veterinarian must review and correct every transcript and clinical document before it is used or shared.

9. Privacy requests and complaints

Contact the VetWise Limited Privacy Officer at [email protected]. Rights and response obligations depend on the law that applies to the request.

In New Zealand, you can also contact the Office of the Privacy Commissioner.

10. Changes and related terms

Material changes should be reflected by a new effective date on this page. Use of VetSpeak ASAP is also subject to the Terms of Use.

This notice requires qualified privacy and legal review before VetSpeak ASAP is made generally available.