FaunaDoc AI is committed to protecting the privacy and security of your practice data and personal information. This policy explains how we collect, use, store, and protect your data.
1. Information We Collect
When you use FaunaDoc AI, we collect information across three categories:
Account Information: Name, email address, phone number, and practice details you provide when creating an account or setting up your clinic.
Usage Data: Diagnostic queries, feature usage patterns, session duration, and interaction data that helps us improve the platform.
Patient & Practice Data: Animal patient records, visit notes, diagnostic images, lab results, SOAP notes, and clinical information entered into FaunaDoc AI. This data is owned by your practice and is never used to train AI models for other customers.
2. How We Use Your Information
We use your information to:
Provide, maintain, and improve the FaunaDoc AI platform and its diagnostic capabilities
Respond to your support requests and provide customer service
Detect and prevent fraud, abuse, and security incidents
Comply with legal obligations
3. Data Sharing & Disclosure
We do not sell, rent, or trade your personal data or practice information. We share data only in the following circumstances:
Service Providers: We use trusted third-party services for payment processing (Stripe), email delivery, and cloud infrastructure. These providers are contractually bound to protect your data and use it only for the services they provide to us.
Legal Requirements: We may disclose information if required by law, court order, or government request, or when necessary to protect the rights, safety, or property of FaunaDoc AI, our users, or the public.
Business Transfers: If FaunaDoc AI is acquired, merged, or transferred, user data may be transferred as part of that transaction, subject to the same privacy commitments.
4. Patient Records & Practice Data
Your patient data is your practice's property. FaunaDoc AI does not sell, share, or use patient records entered into the platform for any purpose outside of providing the service to your practice. Patient data is never used to train AI models for other customers or shared with other practices.
Each practice's data is logically isolated. Your staff can only access data associated with your practice. We do not aggregate anonymized patient data across practices for benchmarking, research, or any other purpose without your explicit written consent.
Veterinary practices remain responsible for ensuring their collection and handling of patient data complies with applicable veterinary records regulations in their jurisdiction.
5. Data Storage & Security
All data is stored in PostgreSQL databases managed by FaunaDoc AI. We implement the following security measures:
All data in transit is encrypted using TLS 1.2 or higher (HTTPS)
Data at rest is encrypted using AES-256 encryption
Access to production systems is restricted and logged
We perform regular security reviews and vulnerability assessments
Authentication tokens are signed and verified using industry-standard JWT with configurable expiration
No system is completely immune to breach, but we follow industry best practices and continuously work to improve our security posture. In the event of a data breach that affects your data, we will notify you within 72 hours of discovery.
6. Payments & PCI Compliance
Payment processing is handled by Stripe, a PCI-compliant payment processor. FaunaDoc AI does not store your credit card number, CVV, or debit card PIN. All payment card data is handled entirely by Stripe, which is certified as a PCI DSS Level 1 Service Provider.
When you subscribe to FaunaDoc AI, Stripe stores the payment method on file for recurring billing. You can update or remove your payment method at any time through your account settings.
7. Cookies & Tracking
FaunaDoc AI uses cookies and similar tracking technologies for the following purposes:
Authentication: A secure, HttpOnly session cookie (`faunadoc_session`) stores your signed authentication token. This cookie is only set when you log in and is removed when you log out.
Demo Sessions: A separate cookie (`faunadoc_demo`) tracks demo access. This is also HttpOnly and has a 3-day expiration.
Analytics: We use visitor analytics to understand how users navigate the site and to identify opportunities to improve. This data is aggregated and does not identify individual users.
Essential Cookies: Some cookies are essential for the platform to function (e.g., maintaining your session across page navigations). These cannot be disabled without affecting your ability to use the service.
You can manage or disable cookies through your browser settings. Note that disabling essential cookies will log you out of FaunaDoc AI and may prevent certain features from working.
8. Data Retention
We retain your data for as long as your account is active and for a period after account closure as follows:
Active Accounts: Account information, patient records, and diagnostic data are retained as long as your subscription is active.
Closed Accounts: If you close your account, we retain your data for 90 days before permanent deletion, giving you a window to recover data if the closure was accidental.
Billing Records: Financial transaction records are retained for a minimum of 7 years per financial reporting requirements.
Support Correspondence: Support tickets and email correspondence are retained for 2 years.
9. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Access: You can request a copy of all personal data we hold about you.
Correction: You can request that we correct any inaccurate personal data.
Deletion: You can request that we delete your account and associated data, subject to financial record retention requirements.
Portability: You can request that we export your data in a standard, machine-readable format.
Objection: You can object to certain types of processing, such as direct marketing.
To exercise any of these rights, contact us at faunadoc-ai@polsia.app. We will respond to your request within 30 days.
If you are a resident of the European Economic Area, you also have the right to lodge a complaint with your local data protection authority.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. If we make material changes, we will:
Update the \"Last updated\" date at the top of this page
Send an email notification to all account holders at least 30 days before the changes take effect
Display a prominent notice in the FaunaDoc AI dashboard for 30 days
Your continued use of FaunaDoc AI after any changes take effect constitutes your acceptance of the updated policy.