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Privacy Policy

Updated:

Privacy Policy

Last updated: 2 October 2026

This Privacy Policy explains how smoll collects, uses, stores, protects and otherwise processes personal information when you use smoll’s websites, applications, software and services.

The Services are provided by smoll Inc. and/or smoll Pet Health Technologies L.L.C-FZ, depending on the applicable geography and contracting arrangement.

This Privacy Policy applies to information relating to:

  • Clinic customers;

  • Clinic employees and authorised users;

  • pet owners and clients;

  • website visitors;

  • individuals who communicate with smoll; and

  • other individuals whose information is processed through the Services.

Where a Clinic uses smoll to process information about its customers or pet owners, the Clinic may act as the controller or equivalent responsible party, while smoll may act as a processor or service provider, depending on applicable law.

1. Information We Collect

Depending on how you use smoll, we may collect:

Account Information

This may include:

  • name;

  • email address;

  • telephone number;

  • password or authentication information;

  • Clinic name;

  • job title;

  • business information;

  • billing information; and

  • account preferences.

Clinic Information

This may include:

  • Clinic details;

  • business registration information;

  • veterinary professional information;

  • location;

  • services;

  • opening hours;

  • pricing;

  • staff information;

  • Clinic configuration; and

  • information necessary to operate the Services.

Pet and Client Information

The Services may process information about pets and their owners, including:

  • pet name;

  • species;

  • breed;

  • age or date of birth;

  • medical and veterinary records;

  • appointment information;

  • treatment information;

  • prescription information;

  • images and documents;

  • owner name;

  • contact information;

  • communications;

  • payment information;

  • preferences; and

  • other information submitted by the Clinic or pet owner.

Payment Information

Payments may be processed by Stripe, Inc. or another third-party payment provider.

smoll generally does not need to store full payment-card information when payment processing is performed directly by the payment processor.

The payment processor may collect and process payment information under its own privacy policy and terms.

Technical Information

We may collect information such as:

  • IP address;

  • device type;

  • browser;

  • operating system;

  • application information;

  • log data;

  • usage information;

  • approximate location;

  • authentication events;

  • security information; and

  • interaction with the Services.

2. How We Use Information

We may use information to:

  • provide and operate the Services;

  • create and manage accounts;

  • process appointments;

  • facilitate communications;

  • support veterinary workflows;

  • process payments;

  • provide customer support;

  • maintain security;

  • detect fraud and abuse;

  • troubleshoot technical issues;

  • improve the Services;

  • develop new features;

  • understand aggregate usage;

  • comply with legal obligations;

  • enforce our agreements; and

  • protect the rights and safety of users and the Services.

3. AI and Automated Processing

Certain smoll features use artificial intelligence or automated processing.

Depending on the feature, this may include:

  • transcription;

  • summarisation;

  • extraction of information;

  • appointment summaries;

  • workflow generation;

  • case organisation;

  • task suggestions;

  • communications assistance; and

  • other operational assistance.

AI-generated output may not always be accurate and should be reviewed where appropriate.

Where third-party AI infrastructure is used, information may be processed by those providers in accordance with applicable contractual, security and privacy requirements.

4. How We Share Information

We may share information with:

  • infrastructure and hosting providers;

  • payment processors;

  • communication providers;

  • authentication providers;

  • AI technology providers;

  • analytics and monitoring providers;

  • customer-support providers;

  • professional advisers;

  • legal authorities where legally required; and

  • other service providers necessary to operate the Services.

We do not sell Clinic Data as a commercial data product.

We do not use personal information for purposes incompatible with the Services without an appropriate legal basis or consent where required.

5. International Data Transfers

smoll operates technology infrastructure across multiple geographic regions.

Information may therefore be processed or stored in countries other than the country in which the Clinic or pet owner is located.

Where required by applicable law, smoll will implement appropriate safeguards for international transfers of personal information.

6. Data Retention

We retain information for as long as reasonably necessary to:

  • provide the Services;

  • maintain business and financial records;

  • comply with legal obligations;

  • resolve disputes;

  • prevent fraud;

  • enforce agreements; and

  • maintain security.

Retention periods may vary depending on the type of information and applicable legal requirements.

7. Security

smoll uses technical and organisational safeguards designed to protect personal information.

These may include access controls, encryption, authentication controls, monitoring and other security measures appropriate to the nature of the information.

However, no system can guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have rights including:

  • access;

  • correction;

  • deletion;

  • restriction;

  • portability;

  • objection;

  • withdrawal of consent; and

  • other rights established by applicable privacy law.

Requests relating to information controlled by a Clinic may need to be directed to that Clinic.

smoll will reasonably assist Clinics in responding to valid data-subject requests where required by applicable law.

9. Cookies and Similar Technologies

smoll may use cookies, pixels, local storage and similar technologies to:

  • operate the Services;

  • maintain sessions;

  • understand usage;

  • improve performance;

  • maintain security; and

  • support analytics or communications.

Where required, we will obtain consent before using non-essential technologies.

10. Children’s Information

The Services are intended for businesses and their customers and are not directed at children.

We do not knowingly collect personal information from children in violation of applicable law.

11. Third-Party Links

The Services may contain links or integrations to third-party websites and services.

smoll is not responsible for the privacy practices of those third parties.

Users should review the applicable third-party privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

When material changes are made, we may notify users through email, the Services or other appropriate means.

13. Contact

Privacy-related questions or requests can be directed to:

smoll Inc.
privacy@smoll.ai