Privacy Policy

Finches, a product of Vet Easy Inc., respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the Finches website, mobile application, and related services (collectively, the “Services”).

By using Finches, you agree to the practices described in this Privacy Policy.
Effective Date: 1 March 2026

Who We Are

Finches is an AI-powered veterinary documentation platform designed to help users create transcripts, notes, and SOAP-style clinical records more efficiently.

If you have questions about this Privacy Policy, you can contact us at:

Email: privacy@finches.io

Information We Collect

We may collect the following types of information:

a. Personal Information You Provide
   • Name
   • Email address
   • Country
   • Phone number (optional)
   • Account login details
   • Information you provide when contacting support

b. Content You Create in the App
Because Finches is a documentation tool, we may collect and store content you create or upload, including:
   • Audio recordings
   • Transcripts
   • SOAP notes
   • Templates
   • Other text, prompts, or documentation entered into the app
This content is treated as private and is used to provide the Services to you.

c. Usage and Device Information
We may automatically collect certain technical data, including:
   • Feature usage and interaction data
   • Crash reports and performance diagnostics

d. Website Analytics and Cookies
If you use our website, we may collect data through cookies and similar technologies to understand traffic, improve performance, and enhance the user experience.

This may include:
   • Pages visited
   • General usage behavior

How We Use Your Information

We use your information to:

   • Create and manage your account
   • Provide transcription, note generation, and other app features
   • Personalize your experience
   • Improve the performance, reliability, and usability of Finches
   • Respond to support requests and communicate with you
   • Monitor usage trends and diagnose technical issues
   • Maintain security and prevent misuse of the Services
   • Comply with legal obligations

AI Processing

Finches uses artificial intelligence and related processing tools to help generate transcripts, summaries, and SOAP-style notes.

This means that content you provide, such as audio recordings or written input, may be processed by AI systems in order to deliver app functionality. We take reasonable steps to work with service providers that support secure handling of data.

You are responsible for ensuring that any information you input into Finches is collected and used in accordance with applicable laws, professional requirements, and your own workplace policies.

Sharing of Information

We do not sell your personal information.

We may share information only in the following situations:
   • Service providers: With trusted vendors who help us operate the app, such as hosting, analytics, authentication, storage, customer support, and AI processing providers
   • Legal compliance: If required by law, regulation, subpoena, or legal process
   • Protection of rights: To protect the rights, safety, security, or property of Finches, Vet Easy Inc., our users, or others
   • Business changes: In connection with a merger, acquisition, financing, or sale of assets

Any third-party service providers are expected to handle data only for authorized business purposes.

Clinic and Team Data

If you join a clinic on Finches, records you create under that clinic — such as cases, notes, transcripts, and uploaded documents — are shared with the clinic and are accessible to the clinic owner. If you later leave the clinic or delete your account, those clinic records remain with the clinic and stay accessible to its owner.The clinic also keeps a record of your membership — your name, email address, and the dates you joined and left — as part of its business records.Records you create outside of a clinic are private to your account and are never shared with a clinic owner.

Data Retention and Deletion

We retain personal information and user-generated content only for as long as necessary to:

   • Provide the Services
   • Maintain your account
   • Comply with legal obligations
   • Resolve disputes
   • Enforce our agreements

How to Delete Your Data: You have full control over your information and can delete your account and associated data at any time directly within the app. To do this:

  • Navigate to the Home screen.
  • Open the side menu by tapping the Menu icon (hamburger menu) in the top left corner.
  • Scroll down and select Data Control.
  • Follow the prompts to delete your account.

When you request deletion, your account is deactivated immediately and enters a 30-day recovery period, during which you can restore it by signing in and selecting "Restore my account". After the recovery period ends, your account and personal data — including your profile, cases, uploaded documents, and preferences — are permanently and irreversibly erased, normally within 31 days of your request.

Any active subscription is cancelled immediately when you request deletion. Records you created under a clinic remain with that clinic (see "Clinic and Team Data"). Where we must retain limited information for legal, security, or operational reasons, we retain only what is necessary for those purposes.

Payments

Subscription payments are processed by Stripe, our payment processor. Your card number and full payment details are collected and stored by Stripe — Finches never stores your card number on our own systems. We keep limited billing information (such as your plan, subscription status, and a Stripe customer reference) to operate your subscription. When your account is permanently deleted, we also delete your customer record from Stripe. You can read Stripe's privacy policy at stripe.com/privacy.

Data Security

We use reasonable administrative, technical, and organizational safeguards to protect your information against unauthorized access, loss, misuse, or disclosure.

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

Service Providers

We use a small number of trusted service providers to operate Finches: cloud hosting, database, and authentication (Google Firebase); audio transcription (Deepgram / AssemblyAI); AI-powered note generation (Google Gemini and Open AI); payments (Stripe); and calling features (Twilio). These providers process data only to deliver the Services on our behalf. We do not sell your data or your patients' data to anyone.

Location Data

Finches does not collect or store precise location data unless this is clearly disclosed and enabled for a specific feature.

If location-based features are introduced in the future, this Privacy Policy may be updated accordingly.

Advertising

Finches does not serve third-party advertising inside the app and does not share your personal information with advertising networks for targeted advertising.

Analytics

We may use analytics tools to understand how users interact with the website and app, including which features are accessed, how often they are used, and how the product performs.

This helps us improve stability, usability, and overall customer experience.

Third-Party Services

Finches may integrate with or rely on third-party services such as cloud hosting, authentication providers, analytics tools, payment providers, or AI service providers.

Your use of those services may also be subject to their own privacy policies and terms.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Your continued use of Finches after any changes become effective means you accept the revised Privacy Policy.

Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, contact us at:

Email: privacy@finches.io