Privacy Policy

Introduction

Digitail is committed to ensuring that privacy and ethics in the handling of personal data are central to everything we do. Whether it involves developing a new feature for our industry-leading software or implementing new integrations for our clinics and their clients, we plan for and implement robust controls to ensure data is handled securely, legally, and ethically.

We understand that it is your personal data we are handling, and it’s our mission to use that data to provide the best service, insights, and outcomes for your clinics, clients, and pets. We follow the EU-mandated GDPR framework as a global standard and comply with additional legal requirements specific to various jurisdictions, such as POPIA in South Africa and CCPA in California.

This document outlines our accountabilities and practices related to the handling of personal data.

Types of Personal Data We Handle

We collect and manage personal data for the following categories of individuals:

Personnel Data

If you are a current or former employee of Digitail, we maintain data to support activities like payroll and directory access. If you applied for a position and were not selected, you had the opportunity to opt into data retention for future job openings, in which case we retain your details for contact purposes.

Marketing and Business Relationship Data

We collect and manage data if we have been in contact with you for any of the following reasons:

• You are considering purchasing our software and/or services.
• You are offering your company’s software, products, or services to us.
• We are exploring a partnership or integration relationship.
• You are involved in investment activities with us.

Personal data collected through these interactions helps us maintain and manage our relationship with you.

Client and Client User Data

If you are a current client of Digitail’s software and/or services (e.g., the owner of a veterinary clinic), we maintain personal data to facilitate communication, invoicing, and contracting.

If you use the Digitail software as an employee or contractor of a client (e.g., a veterinarian working for a clinic), we retain personal data related to your use of the software to enable secure login and improve user experience.

User of the Digitail Pet Parent App

If you have downloaded the Digitail app to your iOS or Android device, we collect personal data during your app usage to allow you to utilize its features as designed. This data may be connected to the personal data we hold due to your status as a customer of a veterinary clinic using Digitail’s software, enabling seamless interaction with the clinic via the app.

User of the Tails VIP (Veterinary Intelligence Partner)

If you are using the Tails VIP, we may collect voice data and related text outputs to power the AI dictation and automated SOAP note generation features. This data is collected and processed securely and is not used for model training or other purposes outside the app’s intended functions. Voice data is stored only for the period necessary to provide the app’s services and is never shared with or used to benefit third-party models.

Customers of Clinics Using Digitail Software

If you are a client of a veterinary clinic using our software, we collect personal data resulting from your interactions with that clinic. This information allows the clinic to communicate with you, send invoices, and interact with you during your pet’s treatment.

How We Handle Personal Data

In all cases listed above, we adhere to the following practices to ensure your data is handled properly:

• Access Control: Access to personal data is strictly limited to employees who need it for their job functions. For example, only HR staff can access personnel data, and only sales and marketing staff can access marketing data.
• Security Measures: We secure and encrypt personal data in appropriate systems. For our own software, security measures are implemented by our development teams, while third-party systems (e.g., HubSpot) employ their encryption and security protocols.
• Data Localization: Where feasible, we store data within the EU and implement systems to prevent employees from localizing data outside of these regions.
• Data Minimization: We retain personal data only as long as necessary. When data becomes obsolete or is no longer needed, it is deleted.
• Training: All employees and contractors undergo training on handling personal data in accordance with our policies.
• Oversight: Our Data Protection Officer (DPO) oversees the implementation of these data handling practices.

Third Parties

Personal data may be shared with third parties for the following reasons:

• Technology Providers: To operate our data and application technology platforms, including the use of AI providers that process free text and voice for app functionalities. This data is not used by third-party providers for their own model training or benefit.
• Integrations: Our software and apps may integrate with third-party products to provide features such as payment processing. Any personal data shared with third parties for such purposes is temporary and limited to the data necessary to enable those features.

Your Rights and Our Responsibilities

We strive to provide opt-out options for data usage within our apps and interactions, including in the iOS and Android apps. Additionally, you have the right to request access, amendment, or deletion of your personal data, which we will fulfill within 28 days. This is known as a Subject Access Request (SAR).

Please note that deleting data may impact our ability to provide services or the service you receive from a clinic. We will inform you if this is the case before proceeding.

If you are making a SAR as a customer of a clinic using our software, we advise contacting the clinic directly, as they may hold separate data related to your interactions with them.

Making a Subject Access Request (SAR)

To submit a SAR, please contact our Data Protection Officer in writing:

Ionut Calara
Digitail Inc.
251 Little Falls Drive
Wilmington, DE 19808
United States
Or via email at: strategy-operations@digitail.io

SAR Request Details

Include the following in your request to help us process it efficiently:

• Your full name.
• Your email address, phone number, and postal address.
• Sufficient details to help us locate your personal data, including relevant account numbers or identifiers.
• Specific information or categories of personal data you wish to access.

We may need to verify your identity to ensure your personal information’s security.

If you have any questions or concerns about the SAR process or how we handle your personal data, please contact our Data Protection Officer using the contact details above.