Talkingvet Ambient Recorder

Chrome Extension Privacy Policy

1. Introduction

Talkingvet Inc. (“Talkingvet,” “we,” “us,” or “our”) provides the Talkingvet Ambient Recorder Chrome extension (the “Extension”) to help veterinary professionals record and transcribe clinical encounters using artificial intelligence technology.

This Privacy Policy describes how we collect, use, store, and protect information when you use our Extension. By installing and using the Extension, you agree to the practices described in this policy.

2. Information We Collect

2.1 Audio Recordings

The Extension accesses your device’s microphone to record ambient veterinary consultations. These audio recordings are:

• Captured only when you explicitly start a recording session
• Temporarily stored on your device during the recording
• Transmitted securely to Talkingvet servers for processing
• Deleted from your device after successful upload

2.2 User Authentication Data

To use the Extension, you must authenticate with your Talkingvet account. We collect:

• Username and password for authentication
• Authentication tokens to maintain your logged-in session
• User profile information (name, organization, role)

2.3 Patient and Clinical Data

The Extension extracts limited patient information from your Practice Information Management System (PIMS) to:

• Identify the patient associated with the recording
• Auto-populate patient identifiers in generated summaries
• Insert AI-generated clinical notes into the correct patient record

Patient data collected includes: Patient name, patient ID, and basic demographic information visible on the PIMS page.

2.4 Technical and Usage Data

The Extension collects technical information to provide and improve our services:

• Browser type and version
• Extension version number
• PIMS platform you’re using (ezyVet, eVetPractice, Covetrus Pulse)
• Error logs and diagnostic information
• Configuration preferences and settings

2.5 Analytics and Telemetry

To monitor Extension health, diagnose issues, and improve reliability, we collect anonymized telemetry data including:

• Device Identifier: A randomly generated unique ID for your browser installation (not linked to your hardware)
• Usage Events: Actions such as opening the sidebar, starting recordings, and completing transfers
• Error Reports: Crash reports, error messages, and diagnostic information when issues occur
• Account Identifier: Your Talkingvet username (email) to correlate events with your account for support purposes
• System Information: Operating system, Chrome version, and extension version

This telemetry data is transmitted to our analytics service (Vitalytics) and is used solely for:

• Identifying and resolving technical issues
• Monitoring service health and performance
• Providing faster customer support by correlating issues with your account
• Improving Extension stability and reliability

Note: Telemetry data does not include audio recordings, transcriptions, patient information, or clinical data.

3. How We Use Your Information

3.1 AI-Powered Clinical Summaries

Talkingvet AI Services processes your audio recordings using advanced artificial intelligence technology, which may include third-party AI providers, to:

• Transcribe veterinary consultation audio into text
• Generate structured SOAP notes (Subjective, Objective, Assessment, Plan)
• Extract clinical findings, diagnoses, and treatment recommendations
• Format summaries according to your selected templates

3.2 Service Delivery

We use collected information to:

• Authenticate your identity and authorize access
• Store and manage your recordings and transcriptions
• Enable transfer of AI summaries to your PIMS
• Provide customer support and troubleshooting
• Monitor service performance and reliability

3.3 Service Improvement

We may use aggregated, de-identified data to:

• Improve AI transcription accuracy
• Enhance clinical summary quality
• Develop new features and capabilities
• Analyze usage patterns to optimize performance

4. Third-Party Services

4.1 AI Processing Services

Audio recordings are processed by Talkingvet AI Services, which utilizes third-party artificial intelligence providers to perform transcription and clinical summary generation. These services:

• Receive audio recordings and transcription requests from Talkingvet servers
• Process data in secure, enterprise-grade environments
• Do not retain your audio or transcription data after processing is complete
• Are bound by data processing agreements that protect your information

4.2 Cloud Infrastructure

We use secure cloud hosting services to:

• Store user accounts and authentication data
• Host the Talkingvet web portal and API services
• Maintain backups and ensure data availability

4.3 No Sale of Data

We do not sell, rent, or trade your data to third parties for marketing purposes. All third-party services are used solely to provide and improve the Talkingvet service.

5. Data Security

5.1 Encryption and Transmission

We employ industry-standard security measures to protect your data:

• In Transit: All data transmitted between the Extension and Talkingvet servers uses HTTPS encryption (TLS 1.2 or higher)
• At Rest: Data stored on Talkingvet servers is encrypted using AES-256 encryption
• Authentication: Secure token-based authentication with automatic expiration

5.2 Access Controls

• Access to user data is restricted to authorized personnel only
• All access is logged and monitored for security purposes
• Employees undergo security training and sign confidentiality agreements

5.3 PIMS Integration Security

The Extension interacts with your PIMS in a read-only manner for patient data extraction and write-only for inserting summaries. We:

• Do not store your PIMS login credentials
• Extract only the minimum necessary patient information
• Do not modify existing patient records (only add new clinical notes)

6. Data Retention

6.1 Audio Recordings

• Retention Period: 90 days from upload date
• Purpose: Quality assurance, re-processing requests, and audit compliance
• Deletion: Automatically deleted after retention period expires

6.2 Transcriptions and Summaries

• Retention Period: Stored indefinitely unless you request deletion
• Purpose: Medical record keeping, historical reference, and service delivery
• Access: Available through your Talkingvet account at any time

6.3 Account Data

• Retention Period: Maintained while your account is active
• Deletion: When you close your account, data is deleted within 30 days unless required for legal compliance

7. Your Rights and Choices

7.1 Access and Control

You have the right to:

• Access: View all recordings, transcriptions, and summaries associated with your account
• Export: Download your data in machine-readable formats (JSON, CSV)
• Delete: Request deletion of specific recordings, transcriptions, or your entire account
• Correct: Update or correct inaccurate information in your account

7.2 Microphone Permissions

The Extension requires microphone access to record consultations. You can:

• Grant or revoke microphone permissions at any time through Chrome settings
• Control when recordings start and stop through the Extension interface
• View which recordings are in progress via the recording indicator

7.3 Uninstallation

You may uninstall the Extension at any time through Chrome’s extension management page. Uninstalling the Extension does not automatically delete your Talkingvet account or previously recorded data.

8. Browser Permissions

The Extension requires the following Chrome permissions to function:

8.1 Storage

Purpose: Store user preferences, authentication tokens, and temporary recording data

8.2 Active Tab

Purpose: Detect which PIMS you’re using and extract patient information from the current page

8.3 Scripting

Purpose: Insert AI-generated summaries into PIMS text fields

8.4 Microphone

Purpose: Record ambient consultation audio

8.5 Host Permissions

The Extension only operates on the following websites:

• https://portal.talkingvet.com/* – Talkingvet API services (production)
• https://testportal.talkingvet.com/* – Talkingvet API services (testing)
• https://api.vitalytics.app/* – Analytics and telemetry service
• https://*.ezyvet.com/* – ezyVet PIMS platform
• https://*.evetpractice.com/* – eVetPractice PIMS platform
• https://auth.covetrus.com/* – Covetrus Pulse PIMS platform
• https://*.idexx.com/* – IDEXX PIMS platform

The Extension does not access, monitor, or collect data from any other websites.

9. Children’s Privacy

The Extension is intended for use by veterinary professionals only. We do not knowingly collect information from individuals under the age of 18. If you believe we have inadvertently collected such information, please contact us immediately.

10. International Data Transfers

Talkingvet is based in the United States, and your data may be transferred to and processed in the United States or other countries where our service providers operate. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. When we make significant changes, we will:

• Update the “Last Updated” date at the top of this policy
• Notify you through the Extension or via email
• Request your consent if required by applicable law

Continued use of the Extension after changes become effective constitutes your acceptance of the updated Privacy Policy.

12. Compliance and Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal process (subpoenas, court orders, search warrants)
• Governmental or regulatory requests
• Suspected fraud, security, or technical issues
• Protection of Talkingvet’s rights, property, or safety

We will notify you of such requests unless prohibited by law.