Privacy Policy

1. Who this policy covers

VetDiff.com LLC (“VetDiff,” “we,” “us”) provides software for veterinary practices covering visit documentation (Dictation) and AI-assisted differential diagnosis (Analysis). This policy explains what information we collect through that software, how we use it, and who we share it with.

This policy is written for the veterinary practices, owners, and DVMs who use VetDiff directly (“you,” “your practice”). Your practice is generally the data controller for the pet and client information you enter into VetDiff — you’re responsible for your own clients’ notice and consent obligations under whatever law applies to your practice; VetDiff processes that data on your behalf as described below.

2. Information we collect

Account and practice information: your name, email address, password (stored as a one-way hash, never in plain text), practice name, address, region, and role (owner or DVM).

Patient records: pet name, species, breed, sex, weight, age, and pet ID — whatever your practice enters when creating a patient record. We deliberately do not ask for or store the pet owner’s name or any other owner-identifying field.

Clinical case data: dictated or typed visit history, lab results (typed, pasted, or attached as a photo, PDF, or CSV), and the AI-generated summaries and differential diagnoses produced from that information.

Voice audio during Dictation: when you use live dictation, your device streams audio directly to our transcription provider, Deepgram, over an encrypted connection. VetDiff’s own servers never receive or store that raw audio — only the resulting transcribed text is saved to your case record.

Billing information: payment is handled entirely by Stripe. VetDiff never receives or stores your card number — we retain only a Stripe-issued customer/subscription reference.

Standard technical data: things like request logs and error logs generated by normal server operation.

3. How we use information

To provide the service: your case information (signalment, history, lab results, and any attached images or PDFs) is sent to Anthropic’s Claude API to generate the differential diagnosis, visit summary, or client-facing explanation you requested.

To improve results for returning patients: a patient’s own prior visits at your practice — including any outcomes your DVMs later confirmed — are included in future analyses for that same patient, so VetDiff can reason from that patient’s own history.

To operate and secure the account: authentication, billing administration, fraud prevention, and responding to support requests.

We do not use your data to train our own models, and we do not sell personal data to third parties.

4. The shared, anonymized outcome pool

VetDiff maintains a shared pool of confirmed clinical outcomes, drawn from cases across every practice using VetDiff, to help inform differential diagnoses for similar future patients — this is a core part of how the Analysis feature works, and is separate from a given patient’s own visit history described above.

A case only enters this pool once a DVM has recorded a confirmed or partially confirmed outcome for it. What’s included is deliberately limited: species, breed, age, sex, a coarse region label (e.g. a state or “Southeast US” — never a street address), the clinical history and lab text, the AI-generated summary, and the confirmed diagnosis. We don’t collect a pet owner’s name in the first place, and before a case enters the pool we automatically strip that patient’s own name out of its free-text history, lab notes, and AI summary. The pool never includes your practice’s identity or which DVM or account submitted a case — there is no way to trace a pooled case back to a specific practice or client from within the product.

This pool is not searchable or browsable by anyone, including other VetDiff customers. It is only ever used automatically, server-side, to inform your own analysis request when you submit a case — there is no interface, public or otherwise, for browsing or querying it directly.

One practical limit worth knowing: our automatic scrubbing removes the exact patient name on file for that record — it can’t catch every other way a clinical note might identify someone, such as an incidental detail typed into the history. As a second layer, we also instruct the AI itself to never output a personal name in a differential or follow-up answer, even if one somehow appears in its source material. Even so, we recommend keeping the history and lab-notes fields to clinical content only.

5. Who we share information with

We share information with the following service providers (“subprocessors”), each strictly to provide the part of the service they support:

• Anthropic — processes case data to generate differentials, summaries, and client explanations.

• Deepgram — receives streamed audio directly from your device during live dictation, to transcribe it to text.

• SendGrid (Twilio) — sends account verification, password reset, and practice invite emails on our behalf; receives the recipient’s email address and name.

• Railway — hosts our application servers and database.

• Vercel — hosts the web application you’re using right now, and provides cookie-free, aggregate page-view analytics for our website (no personal information or patient data is collected).

• Stripe — processes subscription payments; we never see or store your card details.

We do not sell your data, and we do not share it with any other party except as required by law or to protect the rights, safety, or property of VetDiff, our customers, or others.

6. Data retention and deletion

We retain your account, patient, and case data for as long as your practice’s account is active, so your visit history and patient records stay available to you.

You can delete an individual visit from Case History at any time, and archive a patient record you no longer want appearing in search — archiving keeps that patient’s visit history intact rather than deleting it.

If a case has already contributed a confirmed outcome to the shared anonymized pool (Section 4) before you delete it, the anonymized, non-identifying record already in that pool is not automatically retracted, since it no longer carries any information that identifies your practice, your client, or the patient.

If you close your account, contact us using the information in Section 11 to request deletion of your practice’s remaining data.

7. Security

All traffic to and from VetDiff, including live dictation audio, is encrypted in transit. Passwords are stored as salted one-way hashes, never in plain text. Access to a practice’s patient and case data is scoped to that practice’s own logged-in members. Credentials issued to third-party services (for example, the short-lived token used for live transcription) are narrowly scoped and time-limited, so that a leaked token can’t be used to access billing, account settings, or any data beyond that one purpose.

No system is perfectly secure, and we can’t guarantee absolute security — but we design with the principle that a compromise of one narrow piece of the system shouldn’t expose the rest.

8. Veterinary records and applicable law

Pet health records are not subject to HIPAA — that law applies to human health information, not veterinary records. However, your state veterinary board may impose its own record-keeping, confidentiality, or client-notice requirements, and those remain your practice’s responsibility to meet. VetDiff is a tool to help you document and reason about cases — it does not change your obligations as the licensed treating veterinarian or practice of record.

9. Children’s information

VetDiff is business software for licensed veterinary practices and is not directed at, or knowingly used to collect information from, children.

10. Changes to this policy

We may update this policy as the product changes. If we make a material change — particularly to Section 4 or Section 5 — we’ll notify practice owners by email before it takes effect. The “Last updated” date below always reflects the current version.

11. Contact us

Questions about this policy, or requests regarding your data, can be sent to admin@vetdiff.com or (205) 810-1048 — VetDiff.com LLC, 2919 Floyd Bradford Rd., Trussville, AL 35173.