Privacy Policy

Last updated: 2026-06-16

This Privacy Policy explains what data Vet SOAP Notes collects when you use our Chrome extension and backend service, how we use it, who we share it with, and your rights over it.

We try to be specific. If anything is unclear, email support@vetsoapnotes.pro and we'll explain.

1. What we collect

Account data

Your Google email address
Your name
Your Google profile picture
Your Google sub ID (a stable Google identifier)

Visit data

Audio recordings of veterinary visits that you initiate from the extension
AI-generated transcripts of those recordings
AI-generated SOAP notes produced from those transcripts
Timestamps and metadata for each note

Usage data

When notes are generated, how long they took, and whether they succeeded
Your IP address, used for security, rate-limiting, and abuse prevention
Basic browser/extension version info for debugging

2. How we use it

To produce SOAP notes for you: audio goes to Deepgram for transcription; the transcript goes to OpenRouter (using the DeepSeek model) for note generation; the resulting note is shown back to you in the extension.
To save your notes so you can view, search, and export them later.
To run and protect the service: monitoring, debugging, fraud and abuse prevention, billing.
To improve the product, including AI prompt and model evaluation.
To contact you about service issues, billing, or material policy changes.

3. Admin access by Vet SOAP Notes staff

We want to be upfront about this: authorized Vet SOAP Notes staff can access your account data — including audio, transcripts, and generated notes — under limited circumstances.

That access is used only for:

customer support (when you ask us to look at something);
debugging transcription or AI quality issues;
investigating fraud, abuse, or violations of our Terms;
evaluating and improving our AI prompts and models.

All such access is logged internally. We do not sell your data. We do not share account or visit data with advertisers, marketers, or unaffiliated third parties.

4. Third parties we share data with (sub-processors)

To deliver the service, we route certain data to these providers:

Provider	What we send	Why
Deepgram	Audio recording	Speech-to-text transcription
OpenRouter (using DeepSeek)	Transcript text	Generating the SOAP note from the transcript
Google	Sign-in token only	Account authentication. We never send audio, transcripts, or notes to Google.
Our VPS hosting provider	All stored data, at rest	Hosting the application, database, and audio files

Each provider is bound by its own terms and privacy policy. We choose providers that offer reasonable security and data-handling practices, and we only send the minimum data needed.

5. How long we keep your data

Audio: deleted automatically 30 days after recording. Transcription happens long before then, so this does not affect your finished notes.
Transcripts and SOAP notes: kept for as long as your account is active, because they're part of the patient's medical record. You can export or delete them on request.
Account data: kept for as long as your account is active. After you close your account, we delete it within 30 days, unless we're required by law to keep specific records longer.
Operational logs: kept for a short rolling window for security and debugging, then rotated.

6. Pet owners and other people in the recording

When you record a visit, the pet owner's voice (and sometimes the voices of staff or other people in the room) are captured. Those people are not our users. The veterinarian using the product is responsible for informing them and obtaining consent before recording, as described in our Terms of Service.

If you're a pet owner and have a question about a recording made by your veterinarian, please contact your veterinarian first. You can also email us at support@vetsoapnotes.pro and we'll route the request appropriately.

7. Security

All traffic between the extension and our backend is encrypted with TLS.
Data at rest is encrypted where supported by our hosting provider.
Server access is restricted to key-based SSH.
We run fail2ban and automated security updates on our servers.
Internal admin access is limited to authorized staff and is logged.

No system is perfectly secure. If we discover a breach that affects your data, we'll notify you in line with applicable law.

8. Your rights

You can:

access the account, transcripts, and notes we have for you;
export your notes;
correct inaccurate account information;
delete your account and associated data;
withdraw consent and stop using the product at any time.

To exercise any of these rights, email support@vetsoapnotes.pro from the address on your account.

9. International users

Vet SOAP Notes is built primarily for veterinarians in the United States. Our servers are hosted on an EU-based VPS, so your data may be processed in both the US and the EU.

If you have rights under CCPA, GDPR, or another applicable privacy law, we'll honor them on request. Email support@vetsoapnotes.pro and tell us which right you'd like to exercise.

10. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we'll notify you by email at the address on your account before the changes take effect.

11. Contact

Questions, requests, or concerns? Email support@vetsoapnotes.pro.