Privacy Notice

1. Scope and contact

This Privacy Notice describes processing by PetsHealth in the public website, mobile application, API/backend, support and administration systems. The public website and the application are described separately where their processing differs. The data controller is IE Volodymyr Voitsekhivskyi, 20 Bogunska St, apt. 79, 13300 Berdychiv, Ukraine. For privacy, access or deletion requests, contact info@petshealth.app.

2. Account and authentication data

• Email address, phone number, authentication-provider identifier and PetsHealth/Firebase user identifier.
• Name, profile photo, gender, date of birth, language, location, app version and account/onboarding status that you provide or that is generated while the account is used.
• Device and push-notification information, including a registration or messaging token where notifications are enabled.

3. Pet and health data

The application can process pet name, type, breed, sex, date of birth, photo, weight and other profile information, together with medical-passport information such as vaccinations, allergies, chronic conditions, sterilisation, health history, documents and attachments. It can also process events, schedules, reminders, indicators, notification history and sharing permissions. Treat information about a pet’s health as sensitive information and only add information you are authorised to provide.

4. Legacy service, communication and purchase records

The current core application does not offer clinic or service search or booking, reviews, chat, subscriptions or in-app purchases. Earlier versions may have created service-search location, clinic or service interactions, requests, favourites, reviews, votes, support or complaint messages, chats, attachments, receipts or subscription-status records. Where such legacy records remain, PetsHealth processes them only for continued account access, support, deletion requests, security, legal obligations or backup recovery. PetsHealth does not store payment-card details.

5. Technical, analytics and diagnostic data

The application and backend process technical and security information such as IP address, device and operating system, app version, timestamps, authentication and request logs, push-token status and errors. The current core client sends limited operational telemetry to the PetsHealth backend; it does not include the legacy App Center Analytics, App Center Crashes or Sentry SDKs. Versions with the usage-statistics option use Google Analytics for Firebase only after you allow it on this device. Google receives an app-instance identifier, screen views, selected app actions and technical data such as app/OS versions, device model, language and approximate region. Event parameters exclude account identifiers, names, contact details, pet or document identifiers, medical content and search text. Advertising identifiers and advertising personalization are disabled. You can refuse or withdraw in Settings; withdrawal stops collection and resets local Analytics data, but does not erase events already processed by Google. Older application versions may have sent diagnostics to those providers; retained legacy records remain subject to their applicable retention rules.

6. Public website processing

The public website is served by hosting/CDN providers, including Vercel, which process ordinary technical request and security data. On the marketing homepage, Google Analytics 4 loads only after you allow analytics. It measures visits, traffic sources and campaign labels, device/browser information, approximate geography, page engagement and actions such as opening examples or following an App Store or Google Play link. Website measurement is separate from the application; pet records, health documents, account identifiers and form contents are not sent to this website analytics property.

Your analytics choice is stored locally under petshealth_web_consent_v2 for up to 180 days. If allowed, Google Analytics uses first-party _ga cookies with a configured lifetime of up to 180 days, which may renew on activity. Event-level retention is configured in the website Analytics property; aggregated reports may be retained longer. You may decline without losing website features, or withdraw permission using Privacy settings in the homepage footer. Withdrawal stops future collection and removes accessible website Analytics cookies; it does not automatically erase reports already collected.

Google processes website analytics data, which may involve international processing under its applicable terms and safeguards. Advertising is denied by default. Only the separate “Allow all” choice enables advertising storage, advertising user data, personalised advertising and Google signals. With that permission, Google Analytics and the linked Google Ads account use website visits, store clicks and advertising click identifiers (such as gclid) to measure campaign performance and build PetsHealth remarketing audiences. This does not include application records or health data. “Analytics only” keeps advertising disabled. Declining or withdrawing advertising permission stops future advertising use and removes accessible first-party _gcl_ cookies. Google controls the retention of data already received. You can also manage personalised ads in Google My Ad Center. The site does not collect public form values. Current marketing fonts and images are hosted with the site; older pages may request legacy fonts or media from external providers. Other pages can retain the necessary petshealth_cookie_consent preference. Direct contact and store links are handled by the provider you choose.

7. Purposes and legal bases

We use information to create and secure accounts, provide pet-care features, store and display user content, send requested notifications, support shared care, administer retained legacy records, answer support or deletion requests, prevent abuse, troubleshoot incidents, improve reliability and comply with law. Depending on the jurisdiction and purpose, the legal basis may be performance of a contract or steps requested before a contract, legitimate interests, consent where required, or a legal obligation.

8. Recipients and transfers

Some providers may process information outside your country. PetsHealth does not sell personal data.

• Google Firebase and Google Cloud provide authentication, Firestore, file storage, server processing and push messaging. MongoDB Atlas and older infrastructure may retain legacy records while they are administered, removed or retained for permitted recovery purposes.
• Vercel and infrastructure providers serve the public website. OpenAI processes documents or pages explicitly selected for recognition, or entire files separately selected for medical-record draft preparation, as described below.
• Apple and Google provide application distribution and, when chosen, identity-provider services. The current application supports its available email, Google and Apple sign-in flows; it does not offer new in-app purchases.
• Other users receive information when you grant shared-care access. Publishing a pet QR card makes the fields and contact details you select available to anyone with its link; revoke the card to stop access through PetsHealth. A recipient may retain information already obtained.
• Authorities or professional advisers receive information where required or permitted by law.

9. Retention and deletion

Application data is kept while needed to operate your account and features, meet legal obligations, resolve disputes, prevent abuse, maintain security and complete accounting or transaction records. Retention periods can differ by data type and provider; the current codebase does not define one universal period for every system.

You can remove individual content using the available application controls and request an account export. Confirming account deletion in the current application starts removal of the account, its owned pet records, access grants and related content; access shared to you does not make another owner’s pet your data to delete. Derived document text is removed through this workflow, while stored files may be marked for asynchronous cleanup. If a step fails, deletion may need to be retried. You may also contact info@petshealth.app for assistance, including records in older systems. Backups and technical, security or legally required records can remain until their applicable retention expires; a deletion request does not instantly rewrite every backup. Firestore managed backups currently retain daily copies for up to 30 days and weekly copies for up to 14 weeks. Provider retention for optional recognition and draft preparation is described below.

10. Your rights, children and updates

Subject to applicable law, you may request access, correction, deletion, restriction, objection, portability or withdrawal of consent. We may verify identity and may retain information where the law allows or requires it. Contact info@petshealth.app or a competent data-protection authority. PetsHealth is not directed to children and does not knowingly create child accounts. We update this notice when processing changes.

Secretary: chat, files and background tasks

The optional Secretary processes messages, attached files, photos, video and original audio to carry out your requests in PetsHealth. Relevant conversation history, remembered facts and application records needed for the task are sent to the configured model providers. The current service uses OpenAI for conversation and task planning and Google Gemini for transcription and media understanding. These providers are separate from optional usage analytics. Original messages, attachments, transcripts, action history and results are stored in your account. Shortening the model context does not delete the original chat. You can inspect, correct or delete remembered facts and disable automatic memory in the chat’s Memory section; account deletion also covers Secretary data. Server tasks may continue after you close the app. Stop prevents further steps but does not undo actions already completed. Notifications depend on your app and device settings; the result remains in chat. The Secretary organizes documents and performs available app actions; it does not diagnose, assess a veterinarian’s prescriptions or book external appointments.

11. Optional document text recognition

When you choose Recognize for a document, PetsHealth processes it on the server to make its text readable by page. Upload alone does not start recognition, and existing documents are not automatically sent for recognition. A usable PDF text layer is extracted on our server; pages that need recognition or a normalized photo are sent to the OpenAI API. We do not add your account profile, contact details or the animal’s other records to this request. The file itself may contain names, contact details, signatures or other information about people; these remain part of the content sent. We do not automatically anonymize files.

Please remove unnecessary personal information before selecting a file for recognition, especially human health information and other sensitive information unrelated to the animal’s care. Only submit content you may lawfully use for this purpose. Your choice starts the optional feature; it is not consent on behalf of other people. PetsHealth remains responsible for its own data-protection obligations. If another user supplied information about you in a document, contact info@petshealth.app to request information, access, correction, restriction or deletion; we assess such requests under applicable law.

For a user’s own data, processing necessary to provide requested recognition is based on performance of our service contract. For necessary incidental information about other people, such as a professional’s name on a veterinary record, we rely on our legitimate interest in organizing records supplied for pet care, subject to necessity and balancing the affected person’s rights. This is not a basis for processing unrelated sensitive personal data. We obtain consent where the law requires it.

OpenAI is a service provider for this processing under its applicable services agreement and data-processing addendum. API input/output sharing for model training is disabled in our configuration. We request no saved response history (store:false); this does not mean zero retention. OpenAI may retain abuse-monitoring content for up to 30 days, with longer retention for legal or safety reasons. Model caching may retain encrypted representations for up to 24 hours. Processing may occur outside your country, including the United States; we do not promise EU-only processing. Applicable transfer safeguards, including contractual safeguards under the provider’s DPA where required, apply. Contact us for information about safeguards and providers.

PetsHealth retains the original document and stores derived text separately with page numbers and processing status. Existing document access controls also protect the text. Account export includes current available recognized text. Deleting a document or account removes its derived text through the deletion workflow; originals and backups follow the retention rules described above. Cancelling processing stops further work where possible but cannot recall a request already sent to the provider, and pages already saved may remain with the document. Recognition does not create diagnoses, visits, treatments or other medical entries automatically.

12. Optional preparation of medical record drafts

When you separately request draft suggestions from a document, PetsHealth sends the entire selected PDF or image to the OpenAI API to propose a visit, lab result, medication course or vaccination record. This is a different action from page-by-page text recognition: even a PDF with a usable text layer is sent as the full selected file. Uploading a document or using ordinary search does not start draft preparation. We do not add your account profile, contact details or the animal’s other records to this request. The file itself may contain information about people, including sensitive information, and is not automatically anonymized.

Drafts contain proposed fields and references to the original document. They are available only under the applicable document and medical-record permissions. Nothing is added to the animal’s medical history, treatment or reminders by the extraction alone. You must review and explicitly confirm each record; before saving, PetsHealth checks current access to the original and permission for the record type. Processing needed to provide this requested feature relies on our service contract for your own data. Necessary incidental data about others is handled on the legitimate-interest basis and with the limits described in the recognition section above; your action is not consent on their behalf.

OpenAI processes this request as our service provider under its applicable agreement and DPA. API input/output sharing for model training is disabled and saved response history is disabled (store:false). This is not Zero Data Retention: standard abuse-monitoring logs may contain content for up to 30 days, or longer for legal or safety reasons, and model caching may retain encrypted representations for up to 24 hours. Processing may occur outside your country, including the United States; we do not promise EU-only processing. The safeguards and contact route in the recognition section above also apply.

Access to a review draft expires 30 days after preparation starts. Confirming one record does not immediately remove other drafts, which may still be reviewed before expiry. After expiry, scheduled cleanup removes detailed drafts and source excerpts; a small record showing which proposals you confirmed and which document they came from remains until the original document, pet or account is deleted. Deleting the original triggers cleanup of related drafts. Cancelling can stop later work where possible but cannot recall a file already sent to the provider. Backups follow the general retention rules above.

Your private account export can include currently available drafts, your corrections and source references, and records of your confirmations for pets you own while the source document remains available and its recorded version matches the review. Expired unconfirmed drafts and deleted or unavailable sources are omitted; after detailed drafts expire, only a small record of your confirmations may remain. Large exports have limits and mark omitted review data when truncated. You can contact info@petshealth.app about access to information not present in an export.