Privacy Policy

Account information: your name, email address, account credentials (managed by the platform’s authentication system; we do not see or store your password), date of birth, and profile details you choose to provide (for example, address, co-parent name, notes).

Pet and health information: pet name, species, breed, age/date of birth, sex, reproductive status, weight, color, microchip information (if provided), known allergies, veterinary history, medical records, laboratory results, diagnostic reports and imaging, photographs, medication information, treatment information, vaccination information, and insurance information (if provided).

Uploaded records: documents, images, and other files you upload to your personal collection, which may contain personal information belonging to you (for example, your name or address on clinic paperwork).

Communications: messages you send through the application, information you enter in forms (such as consultation questionnaires), and your AI prompts.

AI-generated outputs: AI summaries, explanations, and responses generated at your request through the application.

Consent and sharing records: the versions of the legal documents you accepted, the date and time of acceptance, the sharing status you chose for each record, and (where provided) your IP address and browser/user-agent details, kept as an audit trail of your choices.

Technical and device information: information necessary to operate and secure the service, such as IP address (recorded with your consent for audit purposes), browser/user-agent details, and usage data.

Payment information: payments are processed by Stripe. We receive billing status and subscription metadata, but not your full card details.

We collect only information reasonably necessary to provide the application and its features.

We use the information above to:

• Provide the personal record-organizing service
• Store the information you upload in your personal collection
• Organize pet information (profiles, timelines, tracking tools)
• Generate AI-assisted summaries and explanations when you request them
• Allow you to share selected records with the administrator/veterinary team when you choose to do so
• Create and manage your account and pet profiles
• Maintain application security
• Troubleshoot technical problems
• Prevent fraud or abuse
• Comply with legal obligations

We do not use your personal information for unrelated purposes without appropriate consent. We do not sell your personal information.

When you request an AI summary, explanation, or other AI functionality, information from your account is processed by artificial intelligence systems:

• What is sent: the pet health information relevant to your request — for example, your question, your pet’s recorded history (records, medications, lab values, weights, symptoms), or the content of uploaded documents you ask the AI to analyze.
• Why it is sent: to generate the summary, explanation, or answer you requested.
• Third-party AI providers: AI processing is performed by AI providers engaged by the application platform (such as Google and OpenAI, depending on the feature).
• Retention and training: the platform does not provide us with a guarantee that your information is never used to train AI models, and we therefore do not represent that your information is never used for model training. We do not make any claim about AI providers’ retention or training practices beyond what can be verified from their current terms.
• Anonymization: information sent for AI processing is generally not anonymized or de-identified, because your pet’s health context is what makes the output useful to you.
• How long it is kept: your AI prompts and the AI outputs generated for you are stored in the application database alongside your account and remain there until you delete them or your account is deleted, as described below.

Service providers and data locations: the application is hosted on the Base44 platform (data stored on US-based servers). AI features are provided through AI processors engaged by that platform, payments are processed by Stripe, and email delivery is provided by the platform’s email services. These providers act as data processors/subprocessors on our behalf. Data storage locations follow each provider’s infrastructure and may change as those providers update their services.

You can limit what is sent to AI systems by choosing not to use AI features, or by not uploading information you would prefer not to be processed.

The administrator is not automatically entitled to view everything in your account. The administrator can access information that you have explicitly chosen to share through the application’s sharing controls, subject to the limitations described in this Policy.

• Who the administrator is: Dr. Vivek Basu, DVM, the veterinarian who operates Aria, together with authorized members of his veterinary/administrative team.
• The administrator’s role: operating the application, providing consultations and guidance when booked, and maintaining the service.
• What the administrator does not do: the administrator does not routinely review every user’s records, and neither the administrator nor a veterinarian routinely reviews every AI-generated summary.
• Why an administrator may access shared information: to provide veterinary guidance in connection with consultations you request, to respond to your messages, and to maintain and support the service.
• Information marked PRIVATE: is intended to remain inaccessible to the administrator/veterinary team through the application’s normal sharing interface. We do not promise that private information is technically inaccessible to the underlying platform provider: as with any hosted service, hosting, security, technical support, troubleshooting, legal compliance, abuse-prevention, and platform-operation activities may require limited access to data by the platform under its own controls.
• Information marked SHARED: may be accessed by authorized administrators/veterinary team members for the purposes described in this Policy.
• Revoking sharing: if you change a record from SHARED back to PRIVATE, it will no longer be available to the administrator/veterinary team through the application’s normal sharing interface. However, information already viewed, copied, downloaded, exported, or otherwise retained by an authorized recipient cannot be technically recalled.
• Technical information: administrators may access technical information (such as account status, security logs, or troubleshooting data) where necessary for security, troubleshooting, legal compliance, or other necessary purposes.

Sharing is never automatic: records you upload are PRIVATE by default, and sharing requires an affirmative action from you. Your sharing choices (including when sharing was enabled or disabled, and the acknowledgement version in effect) are recorded as an audit history.

The application is hosted on the Base44 platform, with data stored on US-based servers. Industry-standard encryption and access controls are used to protect information in transit and at rest.

We describe our actual practices only: we do not claim certification or regulatory compliance (including HIPAA, PIPEDA, or any veterinary-college standard) on the basis of our platform provider’s certifications, and no such claim should be inferred. No internet-connected system can guarantee absolute security.

Your information is retained while your account is active. If you delete your account, your pet profiles, uploaded records, messages, and AI conversation history are deleted from the active application database. Information may persist in encrypted backups for up to 90 days before permanent removal, and we may retain certain information where required by law or for legitimate purposes such as fraud prevention, dispute resolution, or financial record-keeping. Deletion is therefore not always immediate and permanent, and we do not promise that it is.

You can view, correct, and delete your information through the application’s settings and record pages, and control sharing through the sharing controls on each record. To request access to, correction of, or deletion of your information, or if you have questions about this Policy, contact the administrator through the application. You may also have rights under applicable Canadian privacy legislation, which you can exercise by contacting us.

The application is intended for adults. You must be at least 18 years old to create an account.

If this Policy is materially changed, we will increment the version number shown at the top of this document and ask you to review and accept the new version through a consent prompt before continuing to use the affected portions of the application. Continued use alone is not treated as acceptance of a materially changed document. Previous versions are recorded, and your historical consent records are never overwritten.

Questions about this Policy can be directed to the administrator, Dr. Vivek Basu, through the application’s messaging features or at the contact information shown on the About page.