Privacy Policy

Last updated: 2026-06-23

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.

By installing the extension, signing in, or using the service in any way, you consent to the collection and processing described here, including review of your audio, transcripts, and SOAP notes by authorized Vet SOAP Notes staff for quality control, AI evaluation, and support (see Section 3). If you don't agree, please don't use the product.

We try to be specific. If anything is unclear, email radovdamir48@gmail.com 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)
A long-lived Google refresh_token, stored only on our server, used solely to keep your extension session alive so you don't have to sign in repeatedly. It is never sent back to the extension and never shared with anyone.

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

Product analytics

Interaction metadata about how you use the extension. This is not the content of your visits — only the actions you take on each screen:

Which screen you opened (Record, Notes, Profile, etc.) and when
Which actions you triggered (sign in, start recording, stop recording, note opened, copy all, upgrade clicked, sign out, etc.)
Duration of each recording session
Whether note generation succeeded or failed, and the failure reason (e.g. no_speech, transcribe_failed)
Your IP address, used for security, rate-limiting, and abuse prevention
Basic browser/extension version info for debugging

Optional feedback responses

From time to time the extension may show you a short in-product survey (one question, a 1-to-10 rating, an optional comment field). Participation is voluntary; closing the survey via the X button has no effect on the service. If you choose to submit:

your rating (1-10);
any free-text comment you typed;
the campaign the survey belonged to and the timestamp;
your user id (so we can dedupe and follow up if needed).

How this data lives in your browser

We do not set tracking cookies in the extension. The extension uses your browser's built-in chrome.storage to remember your sign-in session, theme preference, and (for free-tier users) an anonymous device ID. The web-based admin dashboard at vetsoapnotes.pro/admin uses a single session cookie scoped to admin login only; regular users never see it.

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 analyze how the product is used at an aggregate level — which screens see traffic, where users drop off, which features are adopted — so we can find broken flows and prioritize fixes. This is what the product-analytics events from Section 1 power.
To understand user pain points and guide the product roadmap, via the optional in-product feedback surveys.
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	OAuth sign-in code & tokens	Account authentication. We exchange the sign-in code for an access token and a refresh_token, then store the refresh_token on our own server to keep your session alive. 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. Legal disclosures and business transfers

Beyond the sub-processors above, we may disclose your information when we believe in good faith that disclosure is necessary to:

comply with a subpoena, court order, or other legal process;
respond to a lawful request from a government or regulatory body;
enforce our Terms of Service or protect the rights, property, or safety of Vet SOAP Notes, our users, or the public;
investigate or prevent fraud, abuse, or security incidents.

If Vet SOAP Notes is acquired, merged, or transfers its assets to a third party, your information may move with the business as part of that transaction. We will notify you by email before any change of control takes effect, and the new owner will be bound by this Privacy Policy or one no less protective.

6. 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.
Product-analytics events: 12-month rolling window. Older events are deleted.
Feedback responses: kept for as long as your account is active. Deleted with the account.
Operational logs: kept for a short rolling window for security and debugging, then rotated.

7. 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 radovdamir48@gmail.com and we'll route the request appropriately.

8. Security

All traffic between the extension and our backend is encrypted with TLS.
Data at rest is encrypted where supported by our hosting provider.
The extension authenticates to our backend with an opaque, server-issued session token. Your Google refresh_token stays on our server and never leaves the database.
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. Every admin read of a user record (notes, audio, transcript) is written to an internal audit log.

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

9. 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 radovdamir48@gmail.com from the address on your account.

10. 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 radovdamir48@gmail.com and tell us which right you'd like to exercise.

11. Legal basis for processing (EU/EEA & UK users)

If you're located in the European Economic Area, the United Kingdom, or another jurisdiction with similar rules, we process your data on the following lawful bases under GDPR Article 6:

Performance of a contract. Recording, transcribing, and storing your SOAP notes; keeping you signed in. Without this processing we can't deliver the service.
Legitimate interests. Product analytics, security monitoring, fraud and abuse prevention, debugging, and AI quality evaluation — balanced against your rights and freedoms.
Consent. Optional in-product feedback surveys. You can decline by closing the survey or withdraw later by emailing us to delete past responses.
Legal obligation. Responding to lawful requests from authorities, tax or accounting record-keeping, and similar regulatory duties.

12. Children

Vet SOAP Notes is built for licensed veterinary professionals and is intended for users aged 18 or older. The service is not directed at children, and we do not knowingly collect personal information from anyone under 13 in the United States (per COPPA) or under 16 in the EU/EEA (per GDPR-K). If you believe a child has provided us personal information, email radovdamir48@gmail.com and we will delete it promptly.

13. 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.

14. Contact

Questions, requests, or concerns? Email radovdamir48@gmail.com.