The data controller for the flow.vet platform (the "Service") is the entity operating flow.vet (the "Company"), based in Athens, Greece. For any questions or requests regarding your personal data, contact us at support@flow.vet.
a) Account holders (veterinary professionals)
When you register and use the Service, we collect: email address, first and last name, password (encrypted), language and timezone preferences, sign-in activity (timestamps, IP addresses, sign-in count), and Google account identifiers if you use Google sign-in.
b) Client data (pet owners)
Veterinary professionals enter data about their clients into the Service, including: first and last name, email address, phone number(s), postal address, and preferred language. The veterinary professional is the data controller for this data; we act as a data processor on their behalf.
c) Animal data
The Service stores animal records including: name, species, breed, gender, date of birth, microchip number, passport number, medical history, vaccinations, treatments, clinical notes, and uploaded documents/photos.
d) Booking requests
When pet owners submit booking requests through a clinic's public page, we collect: first and last name, phone number, email address, pet details, and the reason for the visit.
e) Automatically collected data
When you visit the Service, we may automatically collect: IP address, browser type, pages visited, and timestamps. If you consent to analytics cookies, Google Analytics collects anonymized usage data (see our Cookie Policy).
We process personal data under the following legal bases (Article 6 GDPR):
We use the following third-party services that may process personal data on our behalf:
| Service | Purpose | Data processed |
|---|---|---|
| Stripe | Payment processing | Billing details, subscription data |
| Brevo | Transactional email and SMS | Email addresses, phone numbers, message content |
| Amazon Web Services (S3) | File storage | Uploaded documents and photos |
| Google Analytics | Usage analytics (with consent) | Anonymized browsing data, IP address |
| Google OAuth | Authentication | Email, name, Google account ID |
| Cloudflare | Security and bot protection | IP address, browser metadata |
| Sentry | Error monitoring | User ID, email, technical error data |
| Anthropic (Claude AI) | AI-assisted medical summaries | Animal medical records, clinical notes |
All third-party services are bound by their own privacy policies and, where applicable, data processing agreements.
Some of our third-party services (Stripe, AWS, Google, Sentry, Cloudflare, Anthropic) may process data outside the European Economic Area (EEA). Where this occurs, transfers are protected by appropriate safeguards such as Standard Contractual Clauses (SCCs) or the EU-U.S. Data Privacy Framework, in accordance with Chapter V of the GDPR.
The Service offers optional AI-powered features (such as medical record summaries) that use the Anthropic Claude API. When you use these features:
The legal basis for this processing is legitimate interest (Art. 6(1)(f)) in providing useful clinical tools, combined with the account holder's explicit activation of AI features.
Under the GDPR, you have the following rights regarding your personal data:
To exercise any of these rights, contact us at support@flow.vet. We will respond within 30 days.
If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Hellenic Data Protection Authority (HDPA):
We implement appropriate technical and organisational measures to protect personal data, including: encryption of all communications via HTTPS, encrypted password storage, session management controls, and access controls within multi-user accounts.
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. Continued use of the Service after changes constitutes acceptance of the updated policy.