Information We Collect

When you interact with our website or use our services, we may collect the following types of information:

Account Information

If you choose to create an account, we will collect your name, email address, and any other information you provide during the registration process.

Audio Files

As part of our AI-powered transcription and analysis service, we use audio files that you submit and we collect the transcriptions for analysis. These audio files may contain personal or sensitive information, depending on the content you choose to record and submit.

Data Collected

When you interact with our website, we collect the following data:

General Data: This encompasses general information about the requests and answers. We ensure this data remains anonymous and cannot be traced back to individual users.

Personal Data: Only if provided, which may include your name and email address.

Usage Data: This includes information on how you utilize our service, such as the questions you ask, the content you generate, or the audio files you submit for transcription and analysis.

How We Use Your Information

We use the information we collect, including the audio files and transcribed data, for the following purposes:

• To provide and maintain our AI-powered transcription and analysis service, which includes processing the audio files to generate transcriptions and perform AI-based analysis.
• To improve our AI models and enhance the accuracy and performance of our service. The data used for this purpose will be anonymized or pseudonymized to protect user privacy.
• To communicate with you about your account, provide customer support, and send important updates or notifications related to our service.
• To process transactions (your personal data is not stored and is subject to the third-party payment processors' privacy policy).
• We may also use aggregated, anonymised data for statistical analysis, research, and business improvement purposes.

Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. However, we may share your information in the following circumstances:

Third-Party AI Providers

To provide our AI-powered transcription and analysis service, we securely share your audio files and transcribed data with trusted third-party AI providers. These providers process and analyze the data to generate insights and perform the requested services. The AI providers are bound by strict confidentiality agreements and are required to protect your data's privacy and security. They are not permitted to use your data for any other purpose, and they do not retain the data after the analysis is completed.

Service Providers

We may engage trusted third-party service providers to assist us in operating our services, such as cloud storage providers, payment processors, and other technology partners. These service providers have access to your information only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Legal Requirements

We may disclose your information if required by law, to protect our rights or the rights of others, or in response to valid legal processes, such as court orders or subpoenas.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or use of your personal information, as well as any choices you may have regarding your personal information.

Data Security

We take the security of your personal information and audio files seriously. We implement a range of technical and organizational measures to protect your data from unauthorized access, disclosure, alteration, or destruction. These measures include:

Encryption: We use industry-standard encryption protocols to secure your data during transmission and storage. All audio files and transcribed data are encrypted at rest and in transit.

Access Controls: We employ strict access controls to ensure that only authorized personnel can access your data. Access is granted on a need-to-know basis and is regularly reviewed and updated.

Secure Storage: Your transcribed data is stored on secure, encrypted servers hosted by reputable cloud storage providers. These providers maintain strict security standards and are ISO 27001, SOC 2, and HIPAA compliant.

• Antroptic
• Open Ai
• Custom GPT
• Kajabi
• AWS
• Claude

Regular Security Audits: We conduct regular security audits and vulnerability assessments to identify and address any potential security risks promptly.

Employee Training: All our employees undergo mandatory security and privacy training to ensure they understand and adhere to our data protection policies and best practices. Despite our best efforts, no method of data transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach, we will promptly notify you and take appropriate measures to mitigate any potential harm.

Data Retention and Deletion

We retain your personal information and transcribed data only for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Transcribed Data: The transcribed data generated from your audio files will be retained for the whole period of your account being active to provide you with access to the analysis results and to improve our AI models. After this period, the data will be permanently deleted or anonymised.

Account Information: If you choose to close your account, we will delete your account information within 30 days of receiving your request. However, some information may be retained in backups for a limited period as required by law or for legitimate business purposes.

If you wish to request the deletion of your personal information, audio files, or transcribed data, please contact us at [email protected]. We will promptly process your request in accordance with applicable laws and regulations.

Your Rights

Depending on your location and the applicable laws, you may have certain rights regarding your personal information. These rights may include:

Right to Access: You have the right to request access to the personal information we hold about you, including your transcribed data. Audio files are not stored if transcription was successful.

Right to Rectification: If you believe that any personal information we hold about you is inaccurate or incomplete, you have the right to request its correction.

Right to Erasure: You may request the deletion of your personal information and transcribed data, subject to certain limitations and exceptions.

Right to Restrict Processing: You have the right to request that we restrict the processing of your personal information in certain circumstances.

Right to Data Portability: You may be entitled to receive a copy of the personal information you have provided to us in a structured, commonly used, and machine-readable format and to transmit that information to another controller.

Right to Object: You have the right to object to the processing of your personal information for certain purposes, such as newsletters of updates and new features, related products or services or where we rely on legitimate interests as the legal basis for processing.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within the applicable legal time frame. Please note that some of these rights may be subject to limitations and exceptions under applicable laws.

Right to Non-Discrimination: Consumers have the right not to receive discriminatory treatment for exercising their CCPA rights.

Supplemental Disclosures for Residents of Canada

Consent: By expressly consenting to this Privacy Policy, you confirm you have read, understand, and consent to the collection, use, processing, and disclosure of your personal data in accordance with this Privacy Policy and understand that, in jurisdictions where it is available, Valor AI also relies on other lawful bases for the foregoing as more fully set out in this policy. We will only collect, use and disclose your personal data with your consent, unless otherwise permitted or required by law. Your consent may be given expressly or implied, depending on the circumstances and the sensitivity of the information involved. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice.

Cross-jurisdictional Transfers: By providing us with personal data, you acknowledge and agree that your personal data may be transferred or disclosed to other jurisdictions for processing and storage outside of Canada, where laws regarding the protection of personal data may be less stringent than the laws in your jurisdiction. Furthermore, we may disclose your personal data in these jurisdictions in response to legal processes or where we believe in good faith that disclosure is required or permitted by law.

Contact: If you have any questions or comments about our processing of your personal data, or to exercise your rights, please contact us at [email protected].

Compliance with Regulations

Valor AI strives to comply with all applicable data protection and privacy laws and regulations in the regions where we operate and where our users are located. This includes, but is not limited to, the following:

Health Insurance Portability and Accountability Act (HIPAA): If you are a covered entity or business associate under HIPAA, we will work with you to ensure that our services comply with HIPAA requirements for protecting the privacy and security of protected health information (PHI).

General Data Protection Regulation (GDPR): If you are located in the European Economic Area (EEA) or if we process the personal data of individuals in the EEA, we will comply with the requirements of the GDPR, including providing appropriate safeguards for data transfers outside the EEA.

If you have any specific compliance requirements or concerns, please contact us at [email protected], and we will work with you to address them.

Valor AI's Trust and Safety Practices

Valor AI has implemented a Trust and Safety Team that is responsible for enforcing our Usage Policy and ensuring the responsible use of our AI-powered services. This team implements detections and monitoring to identify potential violations of our Usage Policy, such as the generation of inaccurate, biased, or harmful content.

If you discover that our model outputs are inaccurate, biased, or harmful, please notify us at [email protected]. 

High-Risk Use Case Requirements

Some integrations (meaning use cases involving the use of our products and services) pose an elevated risk of harm because they influence domains that are vital to public welfare and social equity. "High-Risk Use Cases" in the veterinary domain include, but are not limited to:

• Veterinary diagnosis and treatment recommendations
• Surgical planning and guidance
• Prescription of medications or controlled substances

If your use case falls under the "High-Risk Use Cases" category, we require that you implement the following additional safety measures:

• Human-in-the-loop: When using our products or services to provide advice, recommendations, or subjective decisions that directly impact animal health and well-being, a qualified veterinary professional must review the content or decision prior to dissemination or finalisation.
• Disclosure: You must disclose to your customers or end-users that you are using our services to help inform your decisions or recommendations.

Clinical Waiver

By using Valor AI, you acknowledge and agree to the terms of our Clinical Waiver, which you can read here.

Please review this Clinical Waiver carefully before using Valor AI. If you do not agree to these terms, please refrain from using our service.

Consent for Audio Recording

By using the transcription of a streaming audio to a microphone via Valor AI, you represent and warrant that you have obtained all necessary consents, permissions, and authorisations from the individuals featured in the recordings to use their voice and any personal information contained in the audio for the purposes described in this Privacy Policy.

It is your responsibility to ensure that you have the right to share the audio files with us and that the recording, processing, and analysis of the audio files do not violate any applicable laws, regulations, or third-party rights.

If you are a veterinary professional using Valor AI to transcribe and analyze audio recordings of your clients, it is your responsibility to inform your clients about the use of our service and obtain their consent, where required by applicable laws or professional guidelines.

Valor AI's Data Processing Addendum

Valor AI has implemented a Data Processing Addendum that covers important aspects related to the handling of personal data and veterinary records. This addendum includes provisions for:

• Data processing details and instructions
• Sub-processor management
• Data subject rights requests
• Security measures
• Audits and records
• Security incident response
• Data deletion and return

The Data Processing Addendum is incorporated into and forms an integral part of these Terms. If you require a copy of the Data Processing Addendum or have any specific requirements or concerns related to data processing, please contact us at [email protected].

Children's Privacy

ValorAI is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13 without proper parental consent, we will take steps to delete such information from our systems as soon as possible.

If you believe that we may have collected information from a child under 13, please contact us immediately at [email protected]. 

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. We encourage you to review this Privacy Policy periodically for any updates or changes.

Whenever we make material changes to this Privacy Policy, we will provide notice by posting the revised policy on our website and updating the "Last Updated" date at the top of the policy. In some cases, we may also provide additional notice, such as sending an email to registered users or displaying a prominent notice on our website. Your continued use of ValorAI after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.If you do not agree to these terms, please refrain from using our service.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, our data practices, or your personal information, please contact us using the following information:

ValorAI
[email protected] 

Our dedicated privacy team will be happy to assist you with any inquiries or requests you may have.

By using ValorAI, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy. We recommend that you print a copy of this Privacy Policy for your records.

This Privacy Policy was last updated on 26/07/2024.