Careflow Animal Health
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Careflow Animal Health Privacy Policy

Effective Date: May 4, 2026

Operated by: Corporate AI Solutions LLC dba Careflow Animal Health

Principal Address: 580 California Street, 12th and 16th Floors, San Francisco, CA 94104, United States

Corporate AI Solutions LLC, a California limited liability company doing business as Careflow Animal Health ("Company," "we," "us," or "our"), provides this Privacy Policy to inform you of our policies and procedures regarding the collection, use, and disclosure of personal information when you use our mobile application, website, and services (collectively, the "Service").

By using the Service, registering an account, or accessing our platform, you agree to the terms described in this Policy. We may update this Policy from time to time. Changes will be posted on this page with an updated effective date. We will notify you of material changes at least 30 days before they take effect. You are encouraged to review this Policy periodically.

For any questions, contact us at: info@corporateai.solutions

1. Information We Collect

We collect three categories of information:

A. Information You Provide Directly

When you register or use Careflow Animal Health, we may collect:

Account Information

  • Full name
  • Email address
  • Phone number
  • Clinic or organization name and details
  • Professional credentials and license numbers
  • Role within your organization

Veterinary & Client Data

  • Animal (pet) information: name, species, breed, age, medical history, weight, microchip ID
  • Appointment and treatment records
  • Clinical documentation including SOAP notes and lab results
  • Billing and transaction data
  • Pet owner (client) name, email, phone, and address

Communications

  • Messages, feedback, and support inquiries
  • Survey responses (optional)

B. Information Collected Automatically

When you use the Service, we automatically collect:

  • IP address
  • Device type, model, and operating system version
  • Browser type and settings
  • Mobile advertising identifier (only with your consent)
  • Usage data: features accessed, pages viewed, session duration, interaction patterns
  • Log data: date, time, errors, crash reports, performance metrics
  • Approximate geographic location based on IP address

C. AI Interaction Data

When using AI-powered features, we collect:

  • User inputs (e.g., clinical notes, text prompts, voice recordings)
  • AI-generated outputs (e.g., SOAP note drafts, diagnostic suggestions, summaries)
  • Metadata about AI interactions (timestamps, feature used, model version)
⚠️ AI Disclosure: AI outputs are assistive only and must be independently reviewed by qualified veterinary professionals before clinical use. AI does not diagnose, prescribe, or replace professional veterinary judgment.

D. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain login sessions and authentication
  • Improve performance and usability
  • Understand how users interact with the Service
  • Remember user preferences

You can disable cookies through your browser settings, though some features may not function properly. We do not use cookies for advertising purposes.

E. Third-Party Login

If you choose to log in using Google, Microsoft, or other third-party authentication providers, we receive your name and email address from those providers. Their privacy policies also apply.

2. How We Use Your Information

We use collected information to:

  • Provide, operate, and maintain the Service
  • Authenticate users and manage accounts
  • Enable clinical workflows and AI-powered features
  • Process transactions and manage subscription billing
  • Provide customer and technical support
  • Improve performance, reliability, and user experience
  • Ensure security, detect fraud, and prevent abuse
  • Comply with legal and regulatory obligations
  • Send service-related communications (appointment reminders, system alerts)

We do not sell, rent, or monetize your personal information. We do not use your data for advertising or share it with advertisers.

3. How We Share Information

We do not share personal data except in the following limited circumstances:

A. Service Providers & Third-Party Processors

We share data with trusted third-party processors solely for the purposes described:

  • OpenAI — Processes clinical text inputs (SOAP notes, diagnostic queries) to generate AI-assisted summaries and suggestions. OpenAI does not retain your data for model training under our enterprise data processing agreement.
  • ElevenLabs — Processes voice audio for text-to-speech features. Audio data is processed transiently and is not retained after processing.
  • Stripe — Processes payment and billing information for subscription management under PCI-DSS Level 1 compliance. Credit card numbers are stored exclusively by Stripe.
  • Zoom — Provides video conferencing infrastructure for telemedicine consultations.
  • Cloud hosting provider — Stores encrypted application data including clinical records, user accounts, and uploaded files.

These providers are contractually required to protect your data, process it only for the services they provide, and comply with applicable data protection regulations.

B. Within Your Organization

Information may be shared with authorized users within the same veterinary clinic or organization based on role-based access controls.

C. Legal Requirements

We may disclose information if required to:

  • Comply with applicable laws, regulations, or legal processes
  • Respond to lawful requests from government authorities
  • Protect rights, safety, or property of the Company or others
  • Prevent fraud or illegal activity

D. Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of assets, personal data may be transferred. You will be notified of any such transfer and any changes to applicable privacy terms.

4. Data Safety and Security

We implement reasonable technical and organizational measures to protect your data, including:

  • Encryption in transit (TLS 1.2+)
  • Encryption at rest (AES-256)
  • Role-based access control (RBAC)
  • Multi-tenant data isolation
  • Secure authentication systems with session management
  • Regular security audits and vulnerability assessments
  • Employee access controls and confidentiality agreements

While we implement strong safeguards, no system can be guaranteed to be 100% secure. If we become aware of a data breach affecting your personal information, we will notify you and applicable authorities as required by California Civil Code § 1798.82 and other applicable laws.

5. AI Transparency & Processing Disclosure

In accordance with California AB 2013 (AI Transparency Act) and app store transparency requirements, we provide the following disclosures about AI features in the Service:

AI-Generated Content

  • AI-Generated SOAP Notes: Voice recordings and text inputs are processed by AI models (via OpenAI) to generate structured clinical notes. All AI-generated notes are clearly labeled as "AI Draft" and require review and approval by a licensed veterinarian before clinical use.
  • Diagnostic Suggestions: AI may suggest differential diagnoses based on symptoms entered. These are informational suggestions only — not medical diagnoses.
  • Clinical Intelligence: AI analyzes patterns in clinical data to surface insights, prevention gaps, and treatment recommendations.
  • AI Receptionist: An AI-powered conversational agent assists with appointment scheduling and general inquiries. Users are informed when they are interacting with AI.
Important: AI features use machine learning models that may produce inaccurate, incomplete, or biased outputs. All AI-generated content is provided "as-is" for informational and assistive purposes only. AI does not diagnose, prescribe, or replace professional veterinary judgment. Licensed veterinary professionals must independently verify all AI outputs before clinical use. The Company does not guarantee the accuracy of AI-generated content.

AI Training Data

Your clinical data, personal information, and voice recordings are not used to train, fine-tune, or improve any third-party AI models. Data sent to AI processors (OpenAI, ElevenLabs) is processed transiently under enterprise data processing agreements that prohibit data retention for model training.

Automated Decision-Making

The Service does not make fully automated decisions that produce legal or similarly significant effects on you. AI features are assistive tools that always require human review. You have the right to opt out of AI-powered features at any time by disabling them in your account settings or by not using them.

Voice Recording & Audio Data

When you use the Voice SOAP feature:

  • Collection: Audio is recorded via your device's microphone only when you explicitly tap "Record." Microphone access is never requested at app launch and is never activated without your affirmative action.
  • Processing: Audio recordings are uploaded to our secure servers, transcribed to text via AI (OpenAI), and used to generate structured SOAP notes.
  • Storage: Audio files are stored on encrypted cloud servers (AES-256 at rest, TLS in transit). Raw audio is automatically purged after 30 days. Transcribed text is retained as part of the clinical record.
  • Third-Party Processing: Audio is processed by OpenAI for transcription. ElevenLabs may process audio for text-to-speech playback. Neither provider retains your audio data after processing.
  • Control: You can choose not to use voice features. The app functions fully without microphone access. You may request deletion of audio recordings at any time.

Animal Health Data Distinction

Important: All clinical and health data collected by Careflow Animal Health pertains exclusively to animal patients (pets, livestock, equine, exotic animals) — not human health records. This data is not subject to HIPAA or human health data regulations. However, we apply equivalent security standards to protect animal clinical records and the personal information of pet owners (which is human PII protected under CCPA/CPRA).

Insurance Features Disclaimer

Careflow Animal Health provides informational tools to help pet owners explore pet insurance options. These features are advisory only and do not determine insurance eligibility, underwrite policies, or make coverage decisions. We do not use clinical health data to determine or influence human insurance eligibility.

6. Data Retention

We retain personal data according to the following schedule:

  • Account data (name, email, credentials): Retained while your account is active. Deleted within 30 days of a verified account deletion request.
  • Clinical records (SOAP notes, visit history, prescriptions): Retained while the associated clinic account is active. Available for export at any time via the Data Export feature.
  • Voice recordings (raw audio): Automatically deleted 30 days after recording. Transcribed text is retained as part of the clinical record.
  • Payment data (transaction history): Retained for 7 years as required for tax and accounting compliance under California law. Credit card numbers are stored exclusively by Stripe.
  • Usage and log data: Retained for 90 days for debugging, security, and performance purposes.
  • AI interaction data: Prompts and outputs are retained as part of the clinical record. No data is shared with AI providers for model training.

You may request deletion of your data at any time by visiting the Account Deletion page or emailing info@corporateai.solutions.

7. Children's Privacy

The Service is intended for use by veterinary professionals and pet owners who are at least 16 years of age. We do not knowingly collect personal information from children under 13 (or under 16 where applicable). If you are under 16, you may not create an account or use the Service.

If we learn that we have collected personal data from a child under 13, we will delete that information promptly in compliance with the Children's Online Privacy Protection Act (COPPA). Parents or guardians who believe their child has provided us with personal information may contact us at info@corporateai.solutions.

8. International Data Transfers

Your information is primarily stored and processed in the United States. If your data is transferred outside your country of residence, we implement appropriate safeguards as required by applicable law, including standard contractual clauses where required by GDPR.

9. Third-Party Services

The following third-party services process data on our behalf. Each operates under its own privacy policy:

We select processors that maintain appropriate security and privacy standards and enter into data processing agreements where required.

10. Your Privacy Rights

All Users

Regardless of your location, you may:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Export your data in a portable format
  • Opt out of non-essential communications
  • Opt out of AI-powered features

California Residents — CCPA/CPRA Rights

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

  • Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected, the sources, the business purposes for collection, and the categories of third parties with whom we share it.
  • Right to Delete: You may request deletion of your personal information, subject to certain legal exceptions (e.g., completing a transaction, legal compliance, security).
  • Right to Correct: You may request correction of inaccurate personal information we maintain about you.
  • Right to Opt-Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioral advertising. If this changes, we will provide a "Do Not Sell or Share My Personal Information" link.
  • Right to Limit Use of Sensitive Personal Information: We only use sensitive personal information (as defined by CPRA) for purposes permitted under the law. You may request that we limit the use and disclosure of your sensitive personal information.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
  • Right to Opt-Out of Automated Decision-Making: You have the right to opt out of the use of automated decision-making technology in connection with profiling. Our AI features are assistive and do not make automated decisions with legal or significant effects.

How to Exercise Your Rights: You (or your authorized agent) may submit a verifiable consumer request by:

We will verify your identity before processing any request. If you use an authorized agent, we may require proof of authorization. We will respond to verifiable requests within 45 days (extendable by an additional 45 days with notice).

Categories of Personal Information Collected (CCPA Disclosure):

  • Identifiers: Name, email, phone number, IP address, account ID
  • Commercial Information: Subscription history, billing records, transaction data
  • Internet/Electronic Activity: Browsing history within the app, search queries, interaction data
  • Professional Information: Veterinary credentials, clinic affiliation, role
  • Audio Data: Voice recordings (only when you use Voice SOAP features)
  • Inferences: AI-generated clinical suggestions based on data you provide

We have not sold or shared personal information in the preceding 12 months.

CalOPPA Compliance (California Online Privacy Protection Act)

  • This Privacy Policy is conspicuously linked from our homepage and app.
  • We describe how we respond to "Do Not Track" signals: We currently do not respond to "Do Not Track" browser signals because there is no industry-standard technology for honoring them. We do not track users across third-party websites.
  • Third parties do not collect personally identifiable information about your online activities over time and across websites when you use our Service.

GDPR Rights (European Economic Area)

If you are located in the EEA, you have additional rights under the General Data Protection Regulation (GDPR), including:

  • Right of Access: Request a copy of the personal data we hold about you.
  • Right to Rectification: Request correction of inaccurate or incomplete data.
  • Right to Erasure: Request deletion of your personal data ("right to be forgotten").
  • Right to Restrict Processing: Request that we limit how we use your data.
  • Right to Data Portability: Request your data in a structured, machine-readable format.
  • Right to Object: Object to processing of your data for certain purposes.
  • Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any GDPR right, contact us at the email below. We will respond within 30 days.

11. Google Play & Apple App Store Data Safety

In accordance with Google Play Data Safety and Apple App Store privacy requirements, we disclose the following:

  • Data Collected: Name, email, phone, veterinary credentials, animal health data, voice recordings (optional), payment information (via Stripe), device information, usage data.
  • Data Shared: We share data only with the service providers listed in Section 3 above for the purposes described. We do not sell data.
  • Data Encryption: All data is encrypted in transit (TLS) and at rest (AES-256).
  • Data Deletion: Users can request deletion of their account and associated data through the in-app Account Deletion feature or by contacting us.
  • Sensitive Data: Voice recordings and clinical notes are collected only with explicit user action. Location data is approximate (IP-based) and used only for security. We do not collect precise location, contacts, SMS, call logs, or photos from your device without your explicit action.
  • App Tracking: We do not use Apple's App Tracking Transparency framework because we do not track users across apps or websites owned by other companies. No advertising identifiers are collected.

12. Changes to This Privacy Policy

We may update this Policy periodically. Material changes will be communicated with at least 30 days' advance notice via email and/or in-app notification. Non-material changes will be posted with a revised effective date. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

13. Contact Us

Corporate AI Solutions LLC
dba Careflow Animal Health

Email: info@corporateai.solutions
Phone: (415) 568-2104
Address: 580 California Street, 12th and 16th Floors, San Francisco, CA 94104, United States