Last Updated: February 27, 2025
1. Introduction
Wand (“we,” “us,” or “our”) is an AI-powered scribe app designed to assist veterinary professionals (“you” or “Users”) in transcribing audio recordings and generating documentation like SOAP notes and correspondence. We are committed to protecting your privacy and minimizing risks to your data. This Privacy Policy explains how we collect, use, store, and share information through Wand (“the Service”). By using Wand, you agree to this policy. Wand does not diagnose animal health conditions or provide medical advice. Our role is limited to processing data you provide to create documentation.
2. About Wand
Wand helps veterinarians save time by converting appointment audio and text inputs into structured notes. We prioritize delivering an efficient service while safeguarding your data to the best of our ability.
3. Information
Collection and Use We collect the following data to provide and improve Wand:
a. Veterinary Professional Data. When you sign up, we collect your name, email, contact details, practice name, and payment information. This is used to manage your account, process payments, and communicate with you.
b. Session Data. You may upload audio recordings of appointments or enter text manually. These are processed to generate documentation (e.g., SOAP notes, letters). Audio is retained for 30 days for quality assurance and support, unless required by law to be retained longer.
c. Client Data. You may input pet owner names into Wand as part of session data or documentation. We process this data as directed by you but do not collect it directly from pet owners.
d. Generated Documentation. Transcripts and documents (e.g., SOAP notes) are stored in your Wand account. You may copy and paste these into your own systems. You control how they are used or shared outside Wand.
e. Usage Data. We collect analytics about your use of Wand (e.g., login times, feature usage, device info like IP address) and may use tools like Google Analytics and PostHog in the future to improve the Service.
4. How We Collect Information
From You: Via sign-up, audio uploads, text entries, or support interactions. Automatically: Through app usage (e.g., logs, device data).
5. Third-Party Services
We use trusted third parties to deliver Wand: Processing and Storage: OpenAI, Google Cloud, AWS, ElevenLabs, and Supabase may process audio, text, or store data. Analytics: Google Analytics and PostHog (future use) may analyze usage patterns. These partners operate under agreements to protect your data, but we cannot control their practices fully. Review their privacy policies for details. We may add or change partners as we grow, with notice via this policy.
6. Data Storage and Retention
Location: Data is stored on US-based servers. Retention: Audio recordings are kept for 30 days for quality assurance and support, or longer if required by law. Transcripts and documentation are stored while your account is active, or until you request deletion, subject to legal requirements. Account data is retained during use and for a reasonable period post-closure (e.g., for billing disputes). Deletion: Request data removal at support@wandscribe.com. We’ll comply unless legally obligated otherwise.
7. Data Security
We use encryption, access controls, and periodic audits to protect your data. However, no system is 100% secure. You are responsible for securing your account credentials and exported documentation. Our security measures evolve to meet industry standards.
8. Use of Data
Your data is used only to: Provide Wand (e.g., transcribe audio, generate notes). Enhance the Service (e.g., via analytics). Contact you about your account or updates. We do not sell your data or use it to train AI models beyond improving Wand’s functionality.
9. Disclosure of Information
We share data only: With third parties listed in Section 5 to operate Wand. As required by law (e.g., court orders). To protect our rights, safety, or property. We’re not liable for third-party actions beyond our control.
10. Your Responsibilities
You must: Obtain consent from pet owners before recording or inputting their data into Wand, per applicable laws. Secure documentation after copying it from Wand into your systems. Verify the accuracy of generated outputs, as Wand is a tool, not a substitute for your professional judgment. We provide sample consent forms and notices (see below), but compliance is your responsibility.
11. Your Data Rights
Access: Request your data. Correction: Fix inaccuracies. Deletion: Remove your data, subject to legal limits. Email support@wandscribe.com; we’ll respond within 30 days.
12. Liability Disclaimer
Wand is provided “as is.” We are not liable for: Data breaches beyond our reasonable control. Misuse of the Service by you or third parties. Legal violations arising from your failure to obtain consent or secure data post-export.
13. Changes to This Policy
We’ll update this policy as needed, notifying you via email or in-app alerts. Continued use means you accept changes.
14. Contact Us
Reach us at: Email: support@wandscribe.com