Privacy Policy

Last updated: 2026-04-29

This Privacy Policy describes how American Technology Manufacturing LLC, a Washington limited liability company doing business as vet-relief (“vet-relief,” “we,” “us,” or “our”), collects, uses, shares, and protects information when you use our websites at helpimavet.com, our web application, our mobile application, and related services (collectively, the “Service”).

The Service is intended for use by veterinary professionals in the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States.

1. Information we collect

Information you provide

• Account information. When you create an account, our authentication provider (Clerk) collects your email address and any optional profile details you choose to add (such as a display name). We store your email and display name in our application database.
• Clinic and practice information. Information about clinics you add, including name, address, and related details.
• Patient (animal) records. Pet records you create, including name, species, breed, sex, date of birth, weight, and medical history.
• Animal owner contact information.If you choose to add it: an owner’s name, phone number, email address, and notes you record about the owner-pet relationship. You are responsible for ensuring you have any consent required to provide this information.
• Visit and observation content. Free-text observations you type, audio recordings you capture, transcripts derived from those recordings, and notes generated for you by the Service.
• Style materials. Historical notes you paste during onboarding so the Service can derive your writing voice, plus the resulting style guide and keyterms.
• Billing information. If you subscribe to a paid plan, our payment processor (Stripe) collects your payment method directly. We store your Stripe customer and subscription identifiers, plan, status, billing period, and usage metrics. We do not store full card numbers.
• Support communications. Information you send us when you contact support or otherwise communicate with us.

Information collected automatically

• Service-operation logs. Standard server logs (IP address, user agent, timestamps, request paths, error events) and application telemetry needed to operate, secure, and debug the Service.
• Usage metrics. Counts of notes generated, audio minutes transcribed, token costs, and similar usage signals tied to your account for billing and product improvement.
• Cookies and similar technologies. Strictly necessary cookies set by our authentication provider to keep you signed in. We may add product analytics, performance monitoring, error-tracking, session-replay (in narrow debugging contexts), or other measurement and product-improvement technologies in the future, and we will update this policy when we do. We do not use third-party advertising cookies.

2. How we use information

We use the information we collect to:

• Provide, operate, secure, and maintain the Service;
• Process audio, transcripts, and your style materials to generate clinical-note drafts for you;
• Authenticate users and protect against fraud and abuse;
• Bill paid plans and meter usage-based charges;
• Provide support and respond to your requests;
• Send transactional and service-related communications (for example, account, billing, security, and policy updates);
• Improve the Service, including by analyzing de-identified, aggregated usage data;
• Comply with legal obligations and enforce our Terms of Service.

We may also collect, use, and share de-identified, aggregated, or statistical data derived from use of the Service for any lawful purpose, including analyzing trends, improving prompts and models, evaluating performance, and publishing aggregated insights. De-identified or aggregated data is not personal information.

We do not use your veterinary content (audio, transcripts, observations, notes, or style materials) to train general-purpose AI models, and we do notsell your personal information as the term “sale” is defined under the California Consumer Privacy Act (CCPA/CPRA) or comparable state privacy laws.

3. How we share information

We share information only as described in this section. We do not sell personal information.

Service providers (subprocessors)

We use the following providers to operate the Service. Each receives only the information needed to perform its function and is contractually required to protect it:

• Clerk— user authentication and account management. Receives: email, display name, authentication tokens.
• Neon— managed PostgreSQL database hosting. Stores: all application data described above (excluding payment-card numbers).
• Vercel— web application hosting and Vercel Blob object storage. Stores: audio files captured through the Service.
• Deepgram— audio transcription. Receives: audio recordings and your keyterms.
• Anthropic— AI processing for note generation, transcript correction, and writing-style derivation. Receives: transcripts, free-text observations, pet context (such as species, breed, age, weight, medical history), visit details, historical notes you provide for style derivation, and your style guide.
• Stripe— payment processing. Receives: your payment method and billing details, plus usage metrics required to compute charges.
• Google (Places API)— clinic address lookup and geocoding. Receives: search queries you enter when adding a clinic.

We may add, replace, or remove subprocessors at any time at our discretion. We will keep this list reasonably current, but we are not required to provide individual advance notice of subprocessor changes. Our agreements with these providers require them to use your information only as needed to perform their functions for us.

Legal and safety

We may disclose information when we believe in good faith that disclosure is necessary to comply with applicable law, a lawful request from a government authority, or legal process; to enforce our Terms of Service; to protect the rights, property, or safety of vet-relief, our users, or others; or to detect, prevent, or address fraud, security, or technical issues.

Business transfers

If vet-relief is involved in a merger, acquisition, financing, reorganization, or sale of all or part of its business or assets (including in connection with bankruptcy or similar proceedings), your information may be transferred to a successor or affiliated entity as part of that transaction. We will take reasonable steps to ensure that any successor honors the commitments in this Privacy Policy or provides you with notice and choices.

With your direction

We share information with third parties when you direct us to (for example, by exporting your notes).

4. Data retention

• Audio recordings are retained for ninety (90) days from upload, after which they are deleted from blob storage. Transcripts derived from those recordings are retained until you delete them or your account.
• Pet, owner, visit, and note records are retained for as long as your account is active or as needed to provide the Service.
• Account deletion. When you request account deletion, we soft-delete your application data within thirty (30) days and then permanently purge it, except for (a) information we are required to retain by law, (b) billing records (typically retained for seven (7) years for tax and accounting purposes), and (c) information retained in backups for a limited period before being overwritten on our standard rotation.
• Logs and telemetry are retained for the period needed to operate and secure the Service.
• Inactive accounts. We may close, archive, or delete accounts (and their associated content) that have been inactive for twelve (12) or more months, after reasonable attempts to notify you at the email associated with your account.

5. Security and breach notification

We use technical and organizational measures designed to protect information, including encryption in transit (TLS), encryption at rest where supported by our providers, access-controlled infrastructure, and authentication via a third-party identity provider. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security. You are responsible for keeping your credentials secure and for limiting who can access your account. Notify us immediately at vet-relief@googlegroups.com if you suspect unauthorized access.

If we become aware of an unauthorized acquisition of your personal information, we will notify affected users and applicable authorities as and to the extent required by applicable law. The contents, format, and timing of any such notice will be determined by us in light of the circumstances and applicable legal requirements.

6. Your choices and rights

Access, correction, deletion, and export

You can update most account, clinic, pet, owner, visit, and note information directly in the Service. You can also request access to, correction of, deletion of, or an export of the information associated with your account by emailing us at vet-relief@googlegroups.com. We will respond within the time required by applicable law. We may need to verify your identity before responding.

California residents (CCPA/CPRA)

If you are a California resident, you have the right to know what personal information we collect about you, to access and obtain a copy of it, to request correction or deletion, and to be free from discrimination for exercising these rights. We do not sell or share personal information for cross-context behavioral advertising. To exercise your rights, contact us by email at vet-relief@googlegroups.comor by submitting a request through the Service’s in-app support. You may designate an authorized agent to act on your behalf, subject to verification.

If you are an animal owner or other third party

Information about animal owners and other third parties is provided to the Service by our customers (the veterinarians and authorized practitioners using the Service). We process that information on our customer’s behalf as part of providing the Service. If your information appears in the Service because a veterinarian uses the Service, please direct any access, correction, deletion, or other privacy request to that veterinarian. Except as required by law, we will not act on requests from animal owners or other third parties without instruction from the customer whose account holds the information.

Communications

We send transactional communications (account, billing, security, and policy updates) that you cannot opt out of while you maintain an account. You can opt out of optional product updates or marketing emails using the unsubscribe link in those messages.

7. Children

The Service is not directed to children under 18 and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, contact us at vet-relief@googlegroups.com and we will take steps to delete it.

8. Service is not for human medical use

The Service is intended for veterinary use only. Do not use it for the diagnosis, treatment, or care of human patients, and do not submit human protected health information (PHI). The Service is not a HIPAA-covered service and is not designed to handle PHI.

9. International users

The Service is offered in the United States. We do not currently target users in the European Economic Area, the United Kingdom, or other jurisdictions outside the United States. If you access the Service from outside the United States, you understand that your information will be transferred to and processed in the United States, where laws regarding data protection may differ from those in your jurisdiction.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make a material change, we will provide reasonable notice (for example, by email or in-app notice) before the change takes effect. The “Last updated” date at the top of this page reflects the most recent revision.

11. Contact us

For privacy questions or to exercise your rights, contact us:

• By email: vet-relief@googlegroups.com
• Through the Service: send a request from your account’s support form or settings.

American Technology Manufacturing LLC d/b/a vet-relief · Washington, USA.