Privacy Policy

Last updated: 14 September 2026

This Privacy Policy explains how Vet Chatbot handles personal information when you visit vetchatbot.com, create an account, save pet profiles, use our AI assistant or subscribe to VetChatbot Plus. References to “Company”, “we”, “us” and “our” mean Applaud So Ltd.

1. Who we are and how to contact us

We are Applaud So Ltd, a company registered in the United Kingdom at 124 City Road, London, England, EC1V 2NX. We operate Vet Chatbot and are the controller responsible for the personal information collected through this service. For privacy questions, access requests or requests to close your account, please use our contact form or email contact@gmail.com. Include the email address associated with your account so we can locate it. We may need to verify your identity before acting on a request.

2. Information we collect

Account information: your name, username, email address, password hash and any profile or billing details you choose to provide. If you use an available social sign-in option, we receive the account details that provider shares to create or authenticate your account.
Pet profiles: the details you enter, such as your pet’s name, species, breed, date of birth, sex, weight, health history, medication, allergies and other notes, together with any photo you upload.
Conversations: your messages, the assistant’s responses, conversation titles, timestamps and the pet profile linked to a chat.
Subscription information: your plan, payment and subscription status, billing identifiers and records needed to manage VetChatbot Plus.
Technical and usage information: information such as your IP address, browser and device information, pages visited, session information and service activity.
Correspondence: information you send when contacting us, requesting support or submitting feedback.

Pet information can become personal information when it identifies or relates to you or another person. Please avoid entering unnecessary information about yourself or others, human medical information, payment card details or confidential documents into chats and pet notes.

3. How we use your information

We use account details, pet profiles and conversations to provide the service you request, personalise responses, save your history and let you manage your account. We use subscription information to process purchases, provide paid features and manage cancellations. We also use information to answer support requests, maintain the service, investigate errors, prevent misuse and meet applicable legal obligations.

Where UK or European data protection law applies, our legal bases are performance of our contract with you for account, chat and subscription services; our legitimate interests in maintaining a secure, reliable service and responding to enquiries; and compliance with legal obligations for relevant financial and regulatory records. Where processing requires consent, including applicable optional tracking, consent is the relevant basis and you may withdraw it. Withdrawing consent does not affect processing already carried out lawfully.

Account credentials and the message you send are needed to provide account and chat functionality. Additional pet details and photos are optional, although leaving out relevant details may make responses less personalised.

4. How AI chat processing works

When you send a message, we send it to OpenAI’s API together with recent conversation history, the selected pet profile and an account identifier so the assistant can generate a reply. Profile information sent as context includes the stored profile fields and may include a photo filename; the current text-chat integration does not send the uploaded photo itself for image analysis.

We store conversations so you can return to them. OpenAI also handles information under the terms and data controls applicable to its API service. For information about its handling of business data, see OpenAI’s business data information. Deleting a chat in Vet Chatbot does not itself remove any records a provider must retain under its own applicable arrangements.

Replies are generated automatically. They are information to help you consider pet-care questions and should not be treated as a decision by a veterinarian.

Operating the service involves providers that process information for hosting, storage, email delivery, security, AI responses and payments. Information relevant to each service is shared with those providers.

OpenAI: receives the chat context described above to generate responses.
Stripe: processes Plus payments and subscription management. We send account identifiers, your email address and username to link your subscription. Card details entered in Stripe Checkout are handled by Stripe; the Plus integration stores subscription and customer identifiers rather than full card numbers. See Stripe’s Privacy Policy.
Google: the homepage uses Google Analytics. Google may also process information through reCAPTCHA or Google sign-in where those features are enabled. See Google’s Privacy Policy.
Social sign-in providers: if you choose an available social sign-in service, that provider also processes information under its own privacy policy.

We may disclose information when required by law, to respond to valid legal requests or where necessary to protect rights and investigate misuse. If the business changes ownership, relevant records may be transferred as part of that transaction, subject to applicable data protection requirements.

6. Cookies, analytics and browser storage

The website uses cookies and similar storage for functions such as keeping you signed in, remembering language or consent preferences and supporting subscription flows. The chat interface may use session storage to resume an action after checkout. The homepage includes Google Analytics to help understand visits and use of the website.

You can manage or delete cookies through your browser settings. Blocking essential cookies may prevent sign-in or other features from working. Google also provides an Analytics opt-out browser add-on. Browser cookie controls and that add-on do not necessarily stop every form of technical logging.

7. Keeping and deleting information

Account details, saved profiles and conversations are stored to support your continued use of the service. A consultation becoming inactive does not delete its chat history. You can delete individual conversations and pet profiles through the dashboard, and contact us to request account closure or deletion of personal information.

Deleting a pet profile also removes its stored photo, but does not delete earlier conversations about that pet. Delete those conversations separately if you want to remove them from your history. Information already shared with a provider is subject to that provider’s applicable retention arrangements.

Retention decisions take account of whether information is still needed to provide the service, fulfil the purpose for which it was collected, resolve outstanding issues, maintain security or meet legal record-keeping obligations. Some financial records, security logs or backup copies may need to remain after a deletion request. Contact us for information about retention applying to your records.

8. Security and international processing

The platform uses account authentication, password hashing and account-level access checks to protect account functions. No online service can guarantee absolute security. Keep your password secure and take care when using shared devices.

Uploaded profile and pet photos are served through direct image URLs. Anyone who has an image URL may be able to view the image, so do not upload sensitive documents or photos you need to keep confidential.

Our providers may process information in countries other than the one where you live, including the United States. Applicable data protection law can require an adequacy decision or contractual and other safeguards for these transfers. Contact us for details of the providers, processing locations and transfer arrangements relevant to your information.

9. Your choices and rights

You can update your account details, edit or delete pet profiles and delete or download individual chats using the dashboard. You can manage your Plus subscription through the billing options in your account. Cancelling a subscription does not close your account or delete your saved information.

Depending on your location and the applicable law, you may have rights to access, correct or delete personal information, restrict processing, receive a portable copy, or withdraw consent. These rights are subject to legal conditions and exceptions.

You may also have the right to object to processing based on legitimate interests, and to object to any use of your information for direct marketing. Contact us to exercise your rights. You may complain to your local data protection authority; in the UK this is the Information Commissioner’s Office (ICO).

10. Children and policy updates

This service is intended for people responsible for the care of animals. If you believe a child has provided personal information without appropriate permission, contact us so we can review it and take appropriate action.

We may update this policy as the service or its data practices change. The date above identifies the latest revision. Please check this page for the current policy.