Vetincloud — AI Policy

This AI Policy describes the operation, limitations, purposes, and conditions of use of the Artificial Intelligence features integrated into Vetincloud ("the Service"). This policy supplements and does not replace Vetincloud's Privacy Policy and Terms of Service.

1. AI Features Offered

Vetincloud includes an AI Assistant Chat, designed to support veterinarians in their daily activities. The AI can:

• answer general clinical questions;
• generate texts (reports, communications, medical histories, notes);
• provide suggestions based on data provided by the user;
• interact with the management system through tools that allow, for example, the creation of visits, notes, inventory movements, estimates, documents, or other operational actions.

All actions that modify data in the management system must be confirmed by the user or are manually reviewable within Vetincloud.

Event-Based AI Automations (AI Triggers)

Vetincloud allows users to configure automations where a user-defined prompt is automatically executed when a specific event occurs in the management system. Automations use the same technology and follow the same principles as the AI Chat, with the only difference being that activation occurs automatically.

Content generated through automations:

• is based exclusively on instructions provided by the user and data relevant to the event;
• must be considered mere suggestions or drafts and always requires verification by the user;
• falls under the exclusive responsibility of the user who defined the prompt and activated the automation.

Automations cannot be used for clinical purposes requiring professional evaluation, nor for the production of legal or insurance documents without adequate human oversight.

2. AI Model Used

Vetincloud uses models from the Claude Sonnet family, provided by Anthropic via standard API.

• Data is processed by US-based infrastructure.
• Anthropic acts as a sub-processor.
• Standard Contractual Clauses (SCC) are adopted for extra-EU transfers.

3. Data Processed by AI

The AI processes exactly and only the data that the user chooses to share in the chat or through interaction tools.

This may include:

• client and animal identification information;
• clinical texts, notes, diagnoses, reports, symptoms, therapies;
• documents generated by the user;
• administrative or management information.

There is no automatic data transmission without user input.

4. Purpose of Processing

AI features are used to:

• provide textual and operational support to the veterinarian;
• accelerate the compilation of reports and documents;
• offer contextual suggestions;
• facilitate workflow management in the software.

5. Legal Basis

Data processing through AI occurs on the basis of:

✔ Contract execution / legitimate interest (as an integral part of the management service features).

6. AI Limitations

Vetincloud's Artificial Intelligence:

❗ Does not replace veterinary diagnosis in any way (it can provide advice, but the final evaluation is exclusively the professional's responsibility).

❗ Does not prescribe medications nor does it create binding therapeutic plans.

❗ May make errors including incorrect, incomplete, or generic clinical suggestions.

❗ Does not have autonomous access to data and does not perform operations without human input.

❗ Cannot be used as a legal or insurance basis and Vetincloud assumes no responsibility for documents generated and subsequently used by third parties in legal, insurance, procedural, or litigation contexts.

❗ It is prohibited to use the AI to formulate diagnoses or clinical decisions without human supervision.

The user must verify and validate all generated content.

7. Human Control and User Responsibility

• The user always maintains full control over every operation.
• Any generated content must be reviewed, corrected, and approved by the veterinarian.
• Reports created by AI require mandatory explicit confirmation through the UI.
• Actions performed through tools cannot be undone through AI, but can only be manually modified by the veterinarian.

Vetincloud is not responsible for clinical, administrative, or operational decisions based on AI-generated content.

8. Data Retention

• AI prompts and responses: retained for 30 days as technical logs, for audit and security purposes.
• AI conversations: saved as part of the management system activity (such as notes, reports, operations, or communications), according to the client's normal archiving rules.
• Conversation separation: AI conversations are separated by user. Each user can view and access only their own conversations; it is not possible to view other users' chats.

No AI model training occurs on user data.

9. Extra-EU Transfers

For the use of the Claude model via standard endpoint:

• data is transferred to the United States;
• Standard Contractual Clauses (SCC) and adequate technical measures are applied;
• the transfer is limited to what is strictly necessary for the provision of the AI functionality.

10. Prohibitions and Misuse

It is prohibited to use Vetincloud's AI to:

• generate clinical diagnoses without veterinary supervision;
• generate legal or insurance documentation without professional review;
• delegate autonomous clinical, therapeutic, or medical decisions to AI;
• enter data into the system for the purpose of circumventing regulatory or professional obligations;
• transfer irrelevant or arbitrary data of third parties without consent.

11. Liability

Vetincloud:

• does not provide clinical evaluations;
• does not guarantee the accuracy of AI-generated content;
• assumes no responsibility for any errors, inaccuracies, or consequences arising from improper use;
• is not liable for the use of AI content in extra-clinical or unforeseen contexts (legal, insurance, commercial, disciplinary).

The user is responsible for the appropriate use and verification of AI-generated content.

12. Changes to the AI Policy

This policy may be updated periodically. Users will be informed of any substantial changes.