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.

While using our Service, we may collect from you Personal Information and Non-Personal Information; ”Personal Information” is the information that, by its nature, can be traced back to you as the User or Provider (“Personal Information”). Some example of this type of information includes your name, address, phone number, email address. You may also provide photos, notes, events, location data (when you want to search for nearby providers), and similar information during regular use of the Digitail App. Non-Personal Information, on the other hand, is the information that is considered insufficient to be able linked back to the original ”User” or ”Provider”.

When you search for nearby providers through the Digitail App, you will provide your location data by turning on your GPS and send your location to Digitail. This location will not be made public, will not be shared with anyone, or in any way be connected to your Personal Information.

When you send us an email message or otherwise contact us, we may receive Personal Information about you including your name, email address, and in the contents of messages or attachments that you may send to us, as well as other information you choose to provide, and that may be associated with your communications.

We may also collect information that your browser sends whenever you visit our Service or when you access the Service via Digitail for Pets app (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages and other statistics. When you access the Service by or through a mobile device, this Log Data may include information such as the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use and other statistics.

In addition, we may use third party services (including Amazon, Mixpanel, Hotjar, Tidio, Google, Facebook, Twitter, Crashlytics, and their respective affiliates) that collect, monitor and analyze this Log Data to provide analytics and other data to help us increase our Service’s functionality and to help us advertise our products and services. Please consult section “Information Sharing with Third Parties” below for additional information regarding our service providers. These third party service providers may use cookies, pixel tags, web beacons or other storage technology to collect and store Log Data or information from elsewhere on the internet. They have their own privacy policies addressing how they use Log Data and we do not have access to, nor control over, third parties’ use of cookies or other tracking technologies. If you wish to opt out of the collection of such Log Data, please send us an email at the contact information below, or install a browser analytics blocker plug-in (e.g., Ghostery). See http://www.aboutads.info/choices for more information on other mechanisms for exercising your choice to opt-out.

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.

Cookies

We use cookies on both our websites and mobile apps to collect general usage data, improve service functionality, and support customer experience. If you do not accept cookies, you may not be able to use some features of our Service.

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.\
• Service Providers: We work with third party service providers to perform services on our behalf related to our Service. These third party service providers include, but are not limited to Twilio, Sendgrid, Mailchimp, Tidio, Amazon, Facebook, Twitter, Google, Mixpanel, Crashlytics, Hotjar,  and their respective affiliates. We use these third party service providers in connection with the Service’s hosting infrastructure, analytics related to the Service, marketing campaigns as described below, and customer service efforts. We may share your Personal Information with such service providers in connection with the procurement of such services. Please consult section “Links to Other Sites” below and the third party’s privacy policy for additional information.
• Marketing our Service: We do not use or share your information, including Personal Information, to advertise any third party’s products or services via the Service. We may use and share your Personal Information with third party service providers to market our own Service and grow our Service’s user base, such as to provide targeted marketing about our own Service via third party platforms.
• Accounts created by providers: As further explained in our Terms and Conditions, when you give your pet care provider the permission to add your Personal Information to their system and create a Digitail account for you, you Personal Information may be displayed to other users (other practioners) in the same or connected clinic.
• Referral or Shared Content: When you request our referral services to forward or share certain content with a friend, such as an email inviting a friend to use the Service or sharing certain content from the Service with a friend.
• Compliance With Law: We will disclose your Personal Information where required to do so by law or subpoena or if we believe that such action is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Service.
• Sale or Merger: If we directly or indirectly undergo a business transition (including a proposed transaction), like a merger, acquisition by another company, or sale of all or part our assets, we may disclose or transfer information collected from, and about, you (including your Personal Information), to the successor organization in (or in anticipation of) the transition.

Communications

Communications from Digitail

We may contact you with newsletters and other marketing information that may be of interest to you. You may opt out of receiving any, or all, of these marketing communications from us by following the “unsubscribe” link or instructions provided in any email we send or by contacting us. Please note that we may still send you transactional or administrative messages related to the Service even after you have opted out of receiving marketing communications.

Communications from your provider

Your pet care provider may send you email and / or SMS messages regarding your appointments and visits, status updates or other important information regarding you or your pet(s).

GDPR and User Rights

The General Data Protection Regulation, or GDPR, is a new regulation focused on European Union residents’ privacy rights. One of its goals is to give consumers control over their Personal Data.

We believe the principles laid out in the GDPR will become the global standard. Digitail therefore has adopted high-level principles from the regulation, as well as other similar regional regulations, and is working to apply them globally throughout our consumer journey.

Digitail is committed to maintain the confidentiality, integrity and security of any personal information about our users. This Privacy & Security Policy explains how we protect personal information provided through our app Digitail for Pets.

According to law 677/2001, you are entitled to access and edit the information we store about you, and you have the right not to be subject to an individual decision, as well as the right to appeal to justice. Moreover, you have the right to refuse the usage of your personal data, as well as request the erasure of the data*. In order for you to exercise these rights, you can write an e-mail at dataprotection@digitail.io. You are also entitled to appeal to justice.

Your personal data will not be transferred outside EU territory.

If any of the data about yourself is incorrect, please inform us or your pet care provider.

Changes

This Privacy Policy is effective as of the “LAST REVISED” date specified at the top of this Privacy Policy and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.

We reserve the right to update or change our Privacy Policy at any time and you should check this Privacy Policy periodically. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.

If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us and/or by placing a prominent notice on the Service.

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.