Vet-Files afspraken: privacy

This is a translation. The Dutch version is the binding text.

With the connector "Vet-Files afspraken", your AI assistant (for example Claude or ChatGPT) can book an appointment for you at a veterinary practice that uses the Vet-Files online agenda. Vet-Files is a product of MillerFox BV, Hoogeind 160, 2940 Stabroek, Belgium, company number BE 0681.386.891. This page explains which data we receive for that, what for and for how long.

What we receive

Only what is needed to book the appointment:

• the practice, the location, the type of appointment and the chosen time;
• your first name, last name, e-mail address and phone number, and possibly your language;
• the name and species of your animal, and possibly its sex and date of birth;
• the reason for your visit, as you gave it to your assistant.

We do not ask for an address or a medical history.

What for

We only use this data to put the appointment in the practice's agenda. The practice receives it, reviews the appointment and confirms it. You receive a confirmation e-mail from the practice. We do not use your data for advertising and do not pass it on to anyone else.

How long

The connector passes your data on to the practice's agenda straight away. The appointment and your data are then in the practice's agenda, like any other online booking; the practice keeps them according to its own policy.

Vet-Files keeps track of which appointments were made through the connector: the appointment number, the practice, the time and whether the appointment is still on. Until 30 days after the appointment, this also includes your client number at the practice, your animal, the vet and a check value against double bookings, from which your data cannot be derived. We delete those 30 days after the appointment, and the rest 24 months after the appointment.

Our technical logs contain the time, the function used, the practice and whether it worked, never your name, your password, data about your animal or your remarks. If an e-mail address exceeds a limit on sign-in or booking attempts, the logs only record a shortened hash of it (for sign-in attempts together with the IP address); if sending a confirmation e-mail fails, the e-mail address is in the logs. We keep them for about 3 months at most. In addition, the web server keeps for 2 weeks which IP address requested which page, without the content.

Your AI assistant

What you tell your assistant is covered by the terms of its provider, even if the provider is based outside the EU. Vet-Files only receives what the assistant passes on to book.

Connecting your account

If you are already a client of a practice and have an account for its online agenda, you can connect your assistant to that account, if your practice allows it. You sign in on a Vet-Files page (api.vet-files.com), not in your assistant. Your password only goes to Vet-Files to check that it is correct: we do not store it and your assistant never sees it. You then explicitly give your assistant access to your account.

Once connected, your assistant can, only at that practice and only for your account:

• see your name as the practice knows it and your language;
• see your animals (name, species, breed, sex and date of birth);
• see your upcoming appointments, also those you made by phone or in the online agenda;
• book, reschedule and cancel appointments, within the practice's rules.

Your assistant gets no access to your animal's medical record and none to data of other clients. What your assistant requests, for example your appointments, ends up in your conversation and is then covered by the terms of your assistant's provider, even if the provider is based outside the EU.

What we keep: Vet-Files records that your account is connected: with which practice, your client number there, which assistant, and when the connection was made and last used. Appointments and animals that are added or changed through your assistant are in the practice's agenda, as with the online agenda. If you book or reschedule through your assistant, you receive the usual confirmation e-mail of the online agenda; when you cancel, you receive no e-mail.

How long: a connection expires 90 days after it was last used. We do not keep an expired or revoked connection: we delete it within the hour.

Stopping: disconnect in your assistant. To make sure the connection stops everywhere at once, change your password in the practice's online agenda: every connection of your account then stops. You can also have the connection revoked through your practice. A connection also stops if the practice blocks your account for online use.

Rescheduling and cancelling

To reschedule or cancel an appointment: contact the practice, or do it through your assistant if your account is connected.

Who is responsible for your data

• Your practice is responsible for your appointment, your client data, your animals and your account in its online agenda. MillerFox BV processes that data on behalf of the practice. To access, correct or delete it, contact your practice.
• MillerFox BV, the company behind Vet-Files, is itself responsible for the data needed to run and secure the connector: the connection between your assistant and your account, the overview of appointments made through the connector and the check against double bookings, the limits against abuse and the technical logs. We process it to provide the service you ask for and because we have an interest in keeping the connector secure. For questions about this, or to exercise your rights, e-mail ai@vet-files.com.
• The provider of your AI assistant is your own choice. What you share in the conversation and what the connector shows there is covered by its terms and its privacy policy, even if it is based outside the EU.

You can also lodge a complaint with the Belgian Data Protection Authority (www.dataprotectionauthority.be).

Terms of use

The terms of use apply to the use of the connector.