Privacy Policy
Last updated 2026-05-24
VetScribe ("we", "us") is operated by Hades Trading FZE, Ajman Free Zone, UAE. This policy describes what data we collect, how we use it, and how we protect it.
What we collect
- Account data: name, email, clinic name, role.
- Veterinary records: patient names, species, owner contact, visit notes, diagnoses, treatments, vaccinations — entered by you.
- Voice transcripts: when you record consultations, audio is sent to our AI provider (xAI) for transcription. We do not retain the raw audio after processing; the resulting text is stored on our servers.
- Billing: handled by Stripe (PCI-DSS Level 1). We never see card numbers — only the last 4 digits and subscription status.
- Logs: standard request logs (IP, user agent, timestamp) for 30 days.
How we use it
- Provide the VetScribe service to your clinic.
- Generate AI-assisted notes, recall messages, and discharge summaries you request.
- Send transactional emails (account, billing, recall).
- Improve product reliability (aggregate, non-identifying error logs).
We do not sell your data. We do not train AI models on your clinic data — xAI does not use API inputs for model training.
Where data lives
Servers are in the EU / Middle East region. Database backups are encrypted. Stripe and xAI may process some data in the US under their respective standard data-protection terms.
Sharing
We share data only with these sub-processors, and only what they need:
- Stripe — payments.
- xAI — AI transcription and note generation.
- Email delivery via our own SMTP server.
We never share clinic data with third-party advertisers or data brokers.
Your rights
- Export your clinic's data anytime from Settings.
- Request deletion by emailing hello@hades.ae. We will delete within 30 days unless we have a legal obligation to retain.
- Correct any data directly in the app.
Security
- HTTPS everywhere (HSTS, TLS 1.2+).
- Passwords stored with bcrypt.
- Database access restricted to the application server, not exposed to the public internet.
- Session cookies are HTTP-only, Secure, SameSite=Lax.
Contact
WhatsApp +971 50 447 8475 or email hello@hades.ae.