Pixit privacy policy

Who we are

The data controller is Pixit Technologies OÜ (Estonian registry code 17319177). Privacy questions and data-subject requests: [email protected].

What we collect

• Account data: name, email, avatar and login method identifiers.
• The pet profile and treatment records you enter, uploaded documents and photos, and records created by processing them. Uploaded information may include the owner’s or veterinarian’s name, contact details and other information relating to an individual.
• Technical service data: session cookie, language preference, IP address and security audit events, such as viewing, editing, scanning and microchip searches.
• Feedback and error reports you send, including any attached files or screenshots.
• Records of acceptance of the terms and conditions: account identifier, time of acceptance and version of the accepted terms.

We obtain data from you, from information you upload and through your use of the service. Only upload information necessary to manage your pet’s health records and remove unrelated personal data.

Why we process data

• Providing your account, pet treatment records, document processing, sharing and necessary service notifications — performance of a contract (GDPR Art. 6(1)(b)).
• Service security, access logging, handling feedback, and identifying and correcting specific processing errors — our legitimate interest in providing a functioning and secure service (Art. 6(1)(f)). On the same basis, we process data about other people contained in documents only to the extent necessary to understand and manage the pet’s treatment information.
• Meeting legal obligations, including handling data-subject requests — legal obligation (Art. 6(1)(c)).
• Proving acceptance of the terms and conditions — our legitimate interest in documenting the agreement with the user and resolving potential disputes (GDPR Art. 6(1)(f)).

We do not sell data or use uploaded information for advertising. Joining the beta test does not subscribe you to newsletters or offers.

Artificial intelligence and error checking

When processing information, we send the necessary content to OpenAI’s service. The results may contain errors; check the records created against the original information.

Neither Pixit nor OpenAI uses information you enter or upload, or the processing results, to train artificial intelligence models.

Where necessary, authorised Pixit team members may manually compare the original information with the processing results to identify and correct a specific error. Access is limited to what is necessary for that task.

Who we share data with

To provide the service, we use hosting and database providers in the EU/EEA, an email delivery service, OpenAI and, if you choose, Google sign-in. When you use Google sign-in, Google also processes data under its own terms.

You control access to your pet’s records: users you authorise and holders of sharing links can view data according to the access granted. Authorised Pixit team members and service providers may also have access to the extent necessary to provide the service, ensure security or correct a specific error.

International transfers

Our hosting and database are located in the EU/EEA. Using OpenAI and Google may involve processing data outside the EU/EEA, including in the USA. We use the European Commission’s standard contractual clauses and data processing agreements to protect relevant transfers. You can request information about the applicable safeguards and how to obtain a copy at [email protected].

How long we keep data

We keep account data, pet records, original files and generated medical histories until the relevant account, pet or file is deleted. After deletion, we remove them from active systems.

We keep security audit logs for up to 12 months. We keep error-report and feedback materials until the relevant issue is resolved, then remove their attachments unless there is another legal basis for retaining them. Sharing links remain valid until revoked or until the expiry time shown.

The retention periods for documents, requests and responses held by OpenAI depend on the actual retention and file-deletion procedures for the API and settings used. By default, OpenAI’s security logs may include request and response content and be retained for up to 30 days, or longer in exceptional cases required by law or to protect the service and third parties.

If the beta test ends, we will give advance notice where possible and explain how data will subsequently be retained or deleted.

Your rights

Subject to the applicable conditions, you may request access, correction, deletion, restriction of processing and data portability, and object to processing based on legitimate interests. Contact [email protected]. We respond without undue delay, generally within one month; we will notify you of any justified extension within the first month.

To obtain a copy of your data and uploaded documents, contact [email protected]. Where the right to data portability applies to your personal data, we provide it in a structured, commonly used and machine-readable format. Before releasing the data, we may ask you to verify your identity where necessary.

Data necessary to create an account and process documents is required to use the service. If you do not provide it, we cannot offer the corresponding feature. You may lodge a complaint with the Estonian Data Protection Inspectorate: https://www.aki.ee.

Cookies and local storage

We use a login session cookie, a language preference cookie and local storage for the selected pet. We do not use advertising or tracking cookies.

Changes

The latest version is available at https://pixit.vet/privacy. We will notify you of significant changes before they take effect. For a new processing purpose, we assess the legal basis separately and request consent where necessary.