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Privacy Policy for Pawfile

Last updated: May 12, 2026

This Privacy Policy explains how Pawfile ("we", "us") collects, uses and protects your data when you use our website at https://pawfile.ai (the "Service"). We process personal information in line with applicable United States privacy laws.

1. Data we collect

  • Account data: name, email, profile picture (if provided by your OAuth provider).
  • Pet data: name, species, breed, date of birth, microchip number, photos and any other detail you choose to record.
  • Documents: emails forwarded to your dedicated pet inbox and files you upload directly (PDFs, images, text).
  • Extracted health events: structured data produced by our AI pipeline (vaccines, weights, treatments...).
  • Billing data: Stripe customer ID, subscription status. We do not store credit-card numbers; payments are processed by Stripe.
  • Technical data: IP address, browser type, error logs, AI usage counters, used for security and to operate the Service.

2. How we use your data

  • Operate the Service: store and display your pet records, run AI extraction on your documents, send reminders.
  • Process payments and manage your subscription.
  • Send transactional emails (magic link, billing receipts, reminders, contact form replies).
  • Detect abuse, debug errors and improve quality (we monitor extraction accuracy and error rates).

We do not use your pet documents to train AI models. We only send the minimum content needed to extract the requested information to our AI provider, with strict no-training data agreements (see Service providers below).

3. Why we process your data

  • To provide the Service: storing pet records and running extraction is necessary to deliver the product you signed up for.
  • Legal and tax requirements: we keep billing records as required by applicable law.
  • Security and reliability: fraud prevention, abuse detection, and keeping the Service stable.

4. Service providers

We use the following providers under their standard service terms and security practices:

  • Vercel (United States) — application hosting.
  • PostgreSQL (managed database in the United States, e.g. Neon) — primary data store.
  • Amazon S3 (United States region) — encrypted document storage.
  • Stripe (United States) — payment processing.
  • Mailgun (United States) — inbound email forwarding.
  • Resend (United States) — transactional email delivery.
  • OpenAI (USA) — AI extraction. Configured with the OpenAI API zero-data-retention business policy: prompts and responses are not stored beyond processing and are not used to train models.
  • Google Analytics (USA) — website usage analytics, loaded only after you accept analytics cookies in our consent banner.

6. Cookies and analytics

We use a cookie consent banner before loading Google Analytics. Analytics cookies are optional: if you decline, we do not load Google Analytics on your browser. Your choice is stored for up to 12 months and can be changed anytime via "Cookie settings" in the site footer.

Essential cookies (for example your sign-in session) are required to operate the Service and are not used for advertising.

7. Data retention

  • Your data is kept for as long as your account is active.
  • When you delete your account, all pet data, documents, reminders and files are permanently deleted within 30 days from our database and S3 storage.
  • Anonymized billing records may be kept for up to 10 years for accounting compliance.
  • Aggregated, non-identifying usage statistics may be kept indefinitely.

8. Your choices

You can:

  • Access or download your data — use the export feature on the pet edit page or request a full export by email.
  • Correct inaccurate data — edit it directly in the app.
  • Delete your data — use the "Delete my account" button in Settings.
  • Download a copy — ZIP of all data per pet from the app.
  • Manage analytics cookies — use "Cookie settings" in the footer to accept or decline Google Analytics.
  • Contact us — for questions about your information or additional choices that may apply where you live, use the email in section 10 below.

9. Children

Pawfile is not intended for users under 16. We do not knowingly collect personal data from children.

10. Security

All data is transferred over HTTPS. Documents are encrypted at rest in S3 (AES-256). Database credentials, API keys and webhook secrets are stored as environment variables and rotated when necessary.

11. Changes

We may update this Privacy Policy. We will notify you by email of any material change.

12. Contact

For any privacy-related question or to exercise your rights, email support@pawfile.ai.

Privacy Policy | Pawfile