Privacy Policy
Contents
This Privacy Policy describes how Bonner Veterinary Media LLC and its subsidiaries and affiliates ("Bonner," "us," "we," or "our") may collect, use, and share your personal information in connection with our website at www.woofnote.com and our web-based application, mobile application, products, and services (collectively, the "Services"). By using the Services, you agree to the practices described in this Privacy Policy.
1. Information We Collect
A. Audio Recordings and Conversation Data
- Recorded veterinary exam conversations
- Transcriptions of recorded audio
- Generated outputs (SOAP notes, dental charts, lab interpretations, discharge instructions)
- Metadata related to recordings (timestamps, session identifiers)
B. Veterinary Clinical Data
- Veterinary practice details and role
- Email address
- Animal health information, medical histories, diagnoses, treatment plans
- Lab results and interpretations
- Clinical observations documented during exams
C. Pet Owner and User Information
- Name, email address, phone number
- Account credentials
- Communication preferences
D. Payment and Subscription Information
- Billing details and transaction history
- Subscription status and plan details
- Payment processing is handled by Stripe (we do not store full payment card numbers)
E. Device and Usage Information
- IP address, browser type, operating system
- Usage logs and interaction data
- Performance and diagnostic data
2. How We Use Information
A. Provide and Operate the Service
- Deliver AI-powered veterinary documentation tools
- Process and store exam recordings and outputs
- Maintain user accounts and system functionality
B. AI Response Generation
Bonner's AI feature transcribes audio recordings and clinical inputs of veterinary exams using speech-to-text, then analyzes the transcript to generate structured SOAP notes, dental findings, lab interpretations, and client summaries. It also powers a compliance checker that audits notes against AVMA medical record standards. Bonner redacts identifying information (owner names, emails, addresses) before sending transcripts for AI processing.
C. Subscription Management
- Process payments and manage billing
- Administer subscriptions and renewals
D. Improve and Maintain the Service
- Monitor system performance and reliability
- Train and refine internal models and workflows (using de-identified or aggregated data where feasible)
E. Security and Fraud Prevention
- Detect unauthorized access or misuse
- Prevent fraud and abuse of the platform
F. Customer Support
- Respond to inquiries and technical issues
- Provide onboarding and user assistance
3. Third-Party Service Providers
We engage third-party vendors to support our operations. These providers process data on our behalf under contractual obligations that include confidentiality and data protection requirements. Categories include:
- AI processing providers
- Cloud hosting and infrastructure providers
- Payment processors
- Analytics and monitoring tools
4. Speech to Text API
All audio recordings are processed using third-party speech-to-text technology provided by Deepgram, including its Nova-3 Medical model, which converts audio into text transcripts.
5. AI Model Processing
Bonner uses third-party AI models, including Google's Gemini API, to process and generate outputs. The Services may transmit inputs (audio, transcripts, clinical data). We implement safeguards to minimize unnecessary data exposure.
AI Output Limitations
- AI-generated content may contain inaccuracies or omissions
- Outputs are intended to assist veterinary professionals — not replace clinical judgment
- Users are responsible for reviewing and verifying all generated content before use
6. Cloud Infrastructure and Hosting
We use cloud service providers, including Supabase and Amazon Web Services (AWS), to store and process data. Infrastructure providers may process data as part of hosting and system operations. We implement access controls and encryption safeguards.
7. Subscription Management and Billing
All payment processing services are provided by Stripe. WoofNote does not store any credit card or banking information. You are subject to Stripe's terms: stripe.com/legal/consumer and stripe.com/privacy.
8. How We Share Information
We may share information with service providers who assist in operating the Service, with Gemini API and AWS for processing and hosting, with analytics providers to monitor and improve system functionality, when required by law, and in connection with mergers, acquisitions, or asset sales.
9. Data Retention
Financial Data
Retained as required for accounting and legal compliance.
Conversation Data
Stored to provide and improve the Service. Recordings are auto-deleted after ninety (90) days, subject to exceptions.
Subscription Records
Maintained for billing, auditing, and dispute resolution.
Account Deletion
You may delete your account at any time in the app under Settings → Delete Account. Upon deletion, your profile, conversation history, and preferences will be removed. We may retain limited information where necessary for legal compliance, fraud prevention, dispute resolution, or billing verification.
10. Data Security
We implement reasonable administrative, technical, and physical safeguards, including encryption in transit (TLS), encryption at rest, access controls and authentication measures, and monitoring for unauthorized access. No system is completely secure, and we cannot guarantee absolute security.
11. Your Privacy Rights
Depending on your location, you may have rights to access personal information, correct inaccurate data, request deletion, restrict or object to processing, and data portability. Requests can be submitted at support@woofnote.com.
12. California Privacy Disclosures (CCPA/CPRA)
California residents have the right to know what personal information is collected and how it is used, request deletion, correct inaccurate information, and opt out of certain data sharing practices. We do not sell personal information as defined under California law.
If you wish to have Bonner not sell your personal information to a third party, please email us at: jason@woofnote.com.
13. AI Disclosures and Disclaimers
The Services use artificial intelligence technologies to generate responses and insights. AI systems may produce inaccurate outputs, may rely on probabilistic models, and should not be relied upon as professional advice. Users remain responsible for decisions made based on AI-generated content.
We design and operate our AI systems with consideration for emerging state and federal laws governing artificial intelligence systems, automated decision-making, and consumer protection, including the Colorado Artificial Intelligence Act, California Generative AI Training Data Transparency Law, and California AI Transparency Act.