Privacy Policy

This policy explains what personal data VAI collects, why, and what choices you have. It covers vai.vet (our public website) and app.vai.vet (the VAI product). It does not cover academy.vai.vet, which is a separate, independently operated learning platform with its own policies.

1. Who we are

VAI is a product of Solex Education Unipessoal Lda, registered in Portugal.

Beloura Office Park
Quinta da Beloura
Building 2
2710-693 Lisbon
Portugal

For any privacy-related question or request, contact us at vai@vai.vet.

2. Information we collect

Early Access requests. Your full name, email address, country, professional role and, optionally, your main clinical interest; whether you indicated interest in testing VAI before public release; and your acceptance of this policy and the Early Access Terms, with the version and time accepted.

Account information. If you’re invited and create an account, your name and email address (VAI uses passwordless, email-based sign-in), plus any professional profile details you choose to add.

Information you provide when using VAI. When you use Ask VAI or Practice, the clinical question or scenario text you submit. Please avoid including your clients’ or patients’ personally identifying details in what you submit.

Technical and usage information. Session and sign-in cookies, and, only if you consent, minimal usage events (see “Analytics” below). Separately, certain forms on vai.vet currently save what you type only in your own browser, so nothing is lost if you navigate away; as of this policy, that information is not transmitted to or stored on any VAI server.

3. How we use information

• To evaluate and respond to your Early Access request
• To provide the VAI product to approved users, including generating responses in Ask VAI and Practice
• To communicate with you about your access or account
• To understand how VAI is used and improve it, where you’ve consented to analytics

4. Legal bases for processing

We rely on your consent (submitting a form, accepting these terms, choosing to enable analytics) and on our legitimate interest in responding to your request and operating the service. Where you use Ask VAI or Practice, processing your submitted text is necessary to provide the feature you asked for.

5. AI features and professional use

Ask VAI and Practice use Anthropic’s Claude API to generate responses. The text you submit to these features is sent to Anthropic solely to generate your response, under Anthropic’s own API terms of service. VAI’s output is intended to support your professional judgment, not replace it.

To find the evidence most relevant to an Ask VAI case, a short summary of that case — the presenting complaint, relevant history, species and breed — is also sent to OpenAI’s API to create a search representation of it. OpenAI does not generate your answer and receives nothing else you submit.

Please don’t include animal owners’ names or contact details in cases or messages. VAI doesn’t need them to help you.

6. Analytics and similar technologies

If you consent, we record minimal usage events — for example, that a feature was used, and when. Each event is linked to your account’s internal identifier, so it counts as personal data, but we do not record the content of what you asked, wrote or received, your name, or your email in these events. See our Cookie & Tracking Policy for full detail.

7. Service providers

We use a small number of providers to operate VAI. We do not sell personal data.

• Supabase — database hosting and authentication
• Resend — transactional email, such as sign-in links and notifications
• Anthropic — generates responses for Ask VAI and Practice
• OpenAI — creates search representations of Ask VAI case summaries to find relevant evidence
• Vercel — hosts the VAI application

8. International processing

Our service providers may process data outside your country of residence. We only work with providers we have a reasonable basis to expect will handle data appropriately, and we take reasonable steps to keep data secure in transit and at rest.

9. How long we keep information

We keep personal data for as long as necessary for the purpose it was collected for, and no longer. VAI is currently in a private pilot phase; requests to access, correct or delete your data (see your rights below) are handled manually by the team while we build a fuller retention schedule.

10. Security

We take reasonable technical and organizational measures to protect personal data. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

11. Your privacy rights

Depending on where you live, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Receive a copy of your data in a portable format

To exercise any of these rights, contact us at vai@vai.vet.

12. Your choices

You can change your analytics preference at any time from the “Cookie Preferences” link in the footer of app.vai.vet, or on our Cookie & Tracking Policy page.

13. Changes to this policy

If we make a material change to this policy, we’ll update the “Last updated” date above and, where you have an active Early Access request or account, ask you to re-acknowledge it.

14. Contact us

Solex Education Unipessoal Lda
Beloura Office Park, Quinta da Beloura, Building 2, 2710-693 Lisbon, Portugal
vai@vai.vet