Legal

Privacy Policy

Last updated: 14 July 2026

Template notice. This policy is a starting point tailored to AI Transcribe. Please have it reviewed by your legal adviser and confirm the contact details, data locations and retention periods before you rely on it.

This Privacy Policy explains how Vetlink Pro Limited ("VetlinkPRO", "we", "us") collects, uses, stores and protects personal information when you use VetlinkPRO AI Transcribe (the "Service") — our veterinary consultation transcription and clinical-note tool. We handle personal information in accordance with the New Zealand Privacy Act 2020.

1. Information we collect

  • Account & profile — your name, email address, practice/clinic name, role and password (stored only as a secure hash).
  • Consultation audio & notes — the audio you record, the transcript produced from it, and the structured clinical (SOAP) notes generated for your review.
  • Usage & technical data — transcription counts, timestamps, job status, browser and device information, and log data used to run and secure the Service.
  • Billing information — subscription plan, invoices and payment status. Card details are captured and stored by our payment provider (VetlinkPAY); we do not see or store full card numbers.
  • Device registration — where the Service runs on a registered workstation, an encrypted device identifier tying the workstation to your practice.
  • Cookies — a strictly-necessary authentication cookie to keep you signed in. We do not use advertising cookies.

2. How we use your information

  • To transcribe consultations and format them into clinical notes for your review.
  • To create and manage your account, subscription, trial and invoices.
  • To provide support, respond to enquiries and send service-related emails.
  • To enforce usage quotas, secure the Service and prevent misuse.
  • To improve the reliability and quality of the Service.

3. AI processing and sub-processors

To produce transcripts and notes, consultation audio and text are processed by AI services. Depending on configuration this includes Microsoft Azure Speech and Azure OpenAI, and/or a self-hosted transcription and formatting service. Where the note is linked to a patient, the linking context is encrypted before it leaves the application. Our AI processors act on our instructions and do not use your consultation content to train their foundation models.

4. How we store and protect your information

Data is stored in Microsoft Azure and a SQL Server database, with audio and results held in Azure Blob Storage. We use encryption in transit, access controls, role-based permissions and per-workstation registration to protect your information. No method of transmission or storage is completely secure, but we take reasonable steps to safeguard your data.

5. Sharing and disclosure

We do not sell your personal information. We share it only with:

  • Service providers who help us operate the Service — including Microsoft Azure (hosting & AI), VetlinkPAY (payments) and Amazon SES (email delivery) — under appropriate confidentiality and data-protection obligations.
  • Legal & safety — where required by law, regulation or to protect our rights, users or the public.
  • Business transfers — in connection with a merger, acquisition or sale of assets, subject to this policy.

6. Data retention

We retain consultation audio, transcripts and notes for as long as your account requires them or as needed to provide the Service, and account and billing records for as long as required for legal, accounting and audit purposes. You can request deletion of your data as described below.

7. Your rights

Under the Privacy Act 2020 you may request access to, and correction of, the personal information we hold about you, and you may request its deletion where we are not required to retain it. To exercise these rights, contact us using the details below.

8. International data

Our providers may process or store data in data centres outside New Zealand. Where this occurs, we take reasonable steps to ensure your information remains protected to a standard comparable to the Privacy Act 2020.

9. Children

The Service is intended for veterinary professionals and is not directed at children.

10. Changes to this policy

We may update this policy from time to time. Material changes will be notified through the Service or by email, and the "last updated" date above will change.

11. Contact us

Questions or privacy requests: privacy@vetlinkpro.com. See also our Terms of Service.