VetAgent privacy policy
Last updated 25 October 2026. Applies to VetAgent at vet-agent.com, the VetAgent app for iPhone and Android, to Vera, the digital employee in it, and to the text messages, emails and calls Vera sends on a practice's behalf.
VetAgent is software for veterinary practices. A practice signs in to VetAgent and talks to Vera. Vera does office work for the practice: she reads the practice's own records, produces its reports, and corresponds with its people and its vendors. This page says what information that involves, where it comes from, who can see it, and what we never do with it.
Who we are
VetAgent is operated by VetAgent LLC, 1908 Thomes Ave STE 61782, Cheyenne, WY 82001, United States. Questions about this policy go to vera@vet-agent.com.
The information VetAgent holds
- Practice records. With the practice's authorisation, VetAgent reads the systems the practice already uses: its practice management software, its payroll and scheduling tools, its accounting, its vendor accounts and its email. The records it reads are the practice's: appointments, invoices, clients and patients, staff rosters and hours, purchase orders, licences and correspondence. They are held so that Vera can do the work the practice asked for, and they remain the practice's property.
- Who you are in VetAgent. Your name, work email address, role and the practice you belong to, so that VetAgent can sign you in and show you what your role is allowed to see.
- What you say to Vera. Your conversations with Vera in VetAgent, by email, and by text message, so that Vera can act on them and so that you can read them back.
- Your messages. What you write in VetAgent's chat (rooms and direct messages with colleagues and with Vera), the photos, files and audio you attach, and when messages were read. They are kept so that you and your colleagues can read them back, and they are the practice's records.
- Dictation. When you dictate a message, the recording is sent to our speech-to-text provider, xAI (SpaceXSI), to be turned into text. VetAgent does not keep the recording; xAI processes it under its API terms. Those published terms say that, by default, API requests are kept for up to 30 days to check for abuse and are not used to train xAI's models (read 25 October 2026). A Hands Free session, if you start one, is kept as a recording.
- Your phone. If you allow notifications, the app registers your phone with Apple's or Google's push service so that we can tell you when a message is for you. A notification shows the sender and the first line of the message unless your practice has chosen notifications without text. Signing out on the phone removes its registration.
- How VetAgent is used. Which pages and features were opened and when, so that we can make the product work better. This is never sold and never used for advertising.
Where it lives and who can see it
- VetAgent runs on Google Cloud in the United States (Google's us-central1 region, in Iowa). Every connection to vet-agent.com and from the app is encrypted.
- Service providers process information for us and use it for nothing else: Google Cloud (hosting, and translation of messages into your language with Google's Vertex AI), Apple and Google (delivering notifications), xAI (speech-to-text for dictation) and Anthropic (the model Vera thinks with).
- Each practice's information is kept separate from every other practice's. Within a practice, what a person can see follows the role the practice gave them.
- Vera reads broadly within a practice so that she can answer its questions, but she shows a person only what that person's role allows.
- Our own staff see a practice's information only to support that practice, and only as far as the support needs.
- We do not sell personal information, and we do not share it with anyone for their marketing.
Text messages from Vera
Vera can send and receive text messages from a VetAgent telephone number, so that a practice's staff can reach her the way they reach a colleague.
- Consent. Vera texts a person only after that person has agreed to receive text messages from VetAgent, and the agreement is recorded. Nobody is texted because their number appears in a practice's records. You can sign up on the text messaging page.
- What the messages are. Replies to what you asked Vera, reminders you or your practice set up, and the reports and notices your practice asked Vera to send. They are conversational, between you and Vera, about your work.
- How often. Message frequency varies with what you ask Vera and what your practice has set up. Message and data rates may apply.
- Stopping. Reply STOP at any time to stop receiving text messages from Vera; you will get one confirmation and nothing more. Reply HELP for help, or email vera@vet-agent.com.
- Your number stays with us. No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent are not shared with any third party. Our messaging carrier handles the messages for us and uses them for nothing else.
Email and calls from Vera
Vera writes email from her own VetAgent address on behalf of the practice, and may place or take calls where a practice has set that up. Emails and recordings of calls are kept with the practice's records so that the practice can read them back. A practice can ask for a recording to be deleted at any time.
Voice
Where a practice turns on voice, Vera can recognise the voices of the practice's own staff so that she knows who is speaking. How that works, what is kept and for how long is set out in the voice notice.
The Vera Assist browser extension
Practices that install the Vera Assist extension for Chrome let Vera work beside them on the vendor sites they already use. What the extension reads and sends has its own page: the Vera Assist privacy policy.
How long we keep it
- A practice's records stay for as long as the practice is a VetAgent customer. When a practice leaves, it can take its records with it, and can ask us to delete our copy.
- Your conversations with Vera stay for as long as your practice account does, so that you can read them back.
- Messages in the practice's chat stay for as long as the practice is a customer, including after the person who wrote them leaves; they are the practice's records.
- Text-message consent records are kept for as long as the consent is in force and for the period afterwards that messaging rules require.
Your choices
- You can stop text messages at any time by replying STOP.
- You can delete your VetAgent account in the app (Menu → Delete my VetAgent account) or at vet-agent.com/delete-account. Your account ends at once and your profile is removed within 30 days. Messages you wrote in the practice's chat stay, as the practice's records.
- You can also ask to see, correct or delete the personal information VetAgent holds about you by emailing vera@vet-agent.com. Records that belong to your practice are the practice's to direct.
Children
VetAgent is for the staff of veterinary practices. It is not directed at children, and we do not knowingly collect information from anyone under 18.
Changes to this policy
When this policy changes, the date at the top changes with it. The current policy is always at vet-agent.com/privacy/.