GekkoVet SaaS Application Data Privacy Policy 1.3.2025

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Contact information: GekkoVet Oy, Hokkarantie 162, 15540 Villähde, FINLAND. Finnish Business ID 2952142-4

e-mail: support@gekkovet.com

 

Groups and sources of Personal Data and Lawfulness of Data Processing

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GekkoVet SaaS Application is a browser-based application for veterinarians and veterinary nurses/technicians at compass.gekkovet.com. It is hosted at Amazon Web Services platform (AWS). All data at compass.gekkovet.com is located at AWS data center in the European Union. The static front page of compass.gekkovet.com doesn’t collect any data in AWS data center.

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Main source of the Personal Data is the user. Name, role (veterinarian or nurse/technician) and country of location are collected at the registration and the user can update this information later in My profile page. Email address is also collected at the registration and is used as identifying the user account in GekkoVet application. Optionally collected data of the user are his/her specialty species and therapeutic areas as a veterinarian or nurse.

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The user may also upload documents, such as laboratory results or other patient records, into GekkoVet to facilitate and expedite the use of the service and the provision of preliminary information to the service. If the user doesn’t remove Personal Data from the documents before uploading them, they are processed and stored for up to 30 days on servers located within the European Union. GekkoVet will not use Personal Data in such documents in any other way than extracting the patient information from the uploaded documents. GekkoVet strives to ensure that the LLM-based AI model does not extract Personal Data from uploaded files. However, if Personal Data is extracted and the user doesn’t remove it before saving the case, it is saved in GekkoVet database on servers located in the EU until the user deletes it or it is deleted in accordance with our data retention policies.

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GekkoVet collects the usage data and the metadata of user’s actions in the application for collecting Real-World Data into GekkoVet Databank.

Processing the Personal Data described above in this chapter is based on the End User License Agreement.

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GekkoVet collects technical Personal Data in relation to Users from the website compass.gekkovet.com and gekkovet.com. Examples of technical data are User IP address, browser type and version, operating system, computer or other device platform, preferred language and geographic location. Cookies are used in processing Personal Data and accepting cookies is a way to ensure the services are working correctly. Technical data is collected from the devices with which the Users are using the services. The processing is based on the Finland’s Act on Electronic Communications Services (917/2014). No unnecessary cookies are used.

 

Purposes of data processing

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The purpose of the Personal Data collected at registration process is to create a user account and enable and enhance the use of GekkoVet application. GekkoVet may also use Personal Data to troubleshoot possible problems in the application reported by the user or found out by GekkoVet. Payment data from Stripe is used to verify subscription status and renew the subscription. The purpose of collecting optionally entered data about user’s specialty species and therapy areas is to show those user choices to animal owners at GekkoVet’s owner application, PetCompass.

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The purpose of processing possible Personal Data within the documents uploaded by the user is to extract clinical information of the (animal) patients from the documents using Artificial Intelligence tools. Personal Data is not needed for this and if the user doesn’t remove it from the documents before uploading them, the Personal Data is only stored, not otherwise processed, on servers within the European Union until it is deleted after 30 days.

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The purpose of processing the usage data and the metadata of user’s actions in the application is to collect Real-World data in GekkoVet Databank.  GekkoVet Databank may be used for multiple types of purposes. Examples of those purposes are aiding research, creating AI-utilizing models for enhanced diagnostics based on Real-World Evidence, predicting and optimizing treatment outcomes, creating best practices in veterinary medicine, creating early warning systems for infective and/or zoonotic diseases and sharing information on breed-specific health insights.

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The purpose of collecting and processing technical data from the Users is to improve GekkoVet Services and ensure they are working correctly. For example, some cookies enable GekkoVet services to function or inform if the services are not working correctly.

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Personal Data (i.e. name and email address) may also be used to inform the users about new features and functions as well as other GekkoVet application-related matters.

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If GekkoVet changes the intended use of Personal Data, the user will see the revised privacy policy/EULA at GekkoVet application or www.gekkovet.com website, and have the possibility to accept the revised EULA or give her/his consent or terminate the use of the services.

 

Storage and retention policies of Personal Data

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GekkoVet SaaS Application is hosted at Amazon Web Services platform (AWS). All data at compass.gekkovet.com and in GekkoVet Databank is located at AWS data center in the European Union.

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User-uploaded documents will be processed by OpenAI in the EU region at the Azure cloud. Uploaded documents will be stored on servers located within the European Union and automatically deleted after 30 days. Extracted clinical information will be stored in GekkoVet’s database in a structured format, but the original PDF and vectorized data will be permanently deleted after processing.

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GekkoVet retains Personal Data for as long as the User has an active subscription and for two (2) years following the termination of the subscription, unless a longer retention period is required or permitted by law.

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The User has the right to request the deletion of their Personal Data at any time. However, certain data, including payment records, will be retained for the period necessary to comply with legal obligations (e.g., bookkeeping, tax regulations), enforce business agreements, and fulfill contractual requirements with data subjects. Once the retention period expires, the data will be securely deleted or anonymized.

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Data in the GekkoVet Databank will be retained for more than two (2) years after the termination of the user's subscription. However, after termination of the user’s subscription, data will be anonymized and will no longer be classified as Personal Data.

 

Profiling and automatic processing

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GekkoVet Oy does not profile Personal Data automatically. However, we may process Personal Data automatically using our Large Language Model (LLM) to enhance our services. This processing is done in compliance with applicable data protection laws and regulations, ensuring that Personal Data is handled securely and responsibly.

 

Rights of the data subjects

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Right of Access – You have the right to request confirmation of whether GekkoVet processes Your Personal Data, and if so, to request a copy of that Personal Data.

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Right to Rectification – You have the right to request that GekkoVet rectifies or updates any Personal Data that is inaccurate, incomplete or outdated.

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Right to Erasure – You have the right to request that GekkoVet erases Personal Data in certain circumstances, such as where Personal Data is collected based on Your consent.

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Right to Restriction of Processing – You have the right to request that GekkoVet restricts the use of Your Personal Data in certain circumstances.

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Right to Withdraw Consent – You have the right to withdraw the consent which You have given to GekkoVet regarding Personal Data processing.

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Right to Data Portability – You have the right to request for a copy of Your Personal Data in a structured, commonly used and machine-readable format in certain circumstances

 

Additional information

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To exercise such rights or get additional information on our privacy policy, please contact support@gekkovet.com