What we process, where, and for how long.
Last updated 29 July 2026
This page is the reference companion to the privacy policy and the one-page overview for vet clinics. GotIt Guides acts as a service provider: we process the information a creator (a clinic or an individual) gives us solely to generate, store and serve their guide. The creator remains the owner of that information.
Data we process
| Data | Purpose | Kept |
|---|---|---|
| Guide content (text, photos, videos, contacts, routines, log entries) | Generating, storing and serving the guide | Until the creator deletes it |
| Uploaded source material (discharge notes, photos of paperwork, voice recordings) | One-off AI conversion into the draft guide | Not stored — only the resulting guide is kept |
| Account email + display name (optional Google sign-in) | The creator's dashboard and clinic kit | Until the account is deleted |
| Emails given for link delivery or the updates list | Sending what was asked for | Until unsubscribe / deletion request |
| Anonymous analytics (page views, a random browser id, referrer domain only) | Understanding product usage — never identity | Aggregate; contains no personal data |
Storage & encryption
- All data is stored on Amazon Web Services in Sydney, Australia (ap-southeast-2).
- Everything is encrypted in transit (HTTPS) and at rest (AWS-managed encryption).
- Code-locked guides (the default for vet discharge guides) are additionally encrypted end-to-end on the creator's device (AES-256-GCM, key derived from the guide code via PBKDF2). We store ciphertext we cannot decrypt; only the guide's title and emoji remain readable. A lost code cannot be recovered — by design.
- Edit access is verified server-side; edit secrets are stored only as SHA-256 hashes and are generated with a cryptographic random number generator, as are guide links.
- No guide or document content is written to server logs.
Who can access what
- Anyone with a guide's link can view that guide (they are unlisted, unguessable and excluded from search engines) — unless it is code-locked, in which case the code is also required.
- The operator can technically access unlocked guide content for support and maintenance only, and cannot access locked guide content at all.
- No one else. No advertising or data resale; no third-party analytics or tracking pixels.
Subprocessors
| Provider | What they do | Where | Notes |
|---|---|---|---|
| Amazon Web Services | Hosting, storage, serverless compute | Sydney, Australia | Encrypted at rest |
| Anthropic (Claude API) | AI conversion of notes into a draft guide; optional wording polish | United States | No training on API data; inputs retained briefly (up to 30 days) for abuse monitoring, then deleted |
| OpenAI (Whisper API) | Voice transcription for the optional "Talk it out" flow | United States | No training on API data; transient processing |
| Cloudflare Stream | Hosting videos uploaded to guides | Global CDN | Video only |
| Resend | Delivering emails we send | United States | Vet guide codes are never included in emails |
| Optional sign-in for the dashboard | Global | Authentication only |
Each provider receives only what its job requires. There are no others.
Retention & deletion
- Guides stay published until deleted — a care guide that disappears mid-recovery helps no one. Deleting is an email away: send any guide link to hello@gotitguides.com and it will be permanently removed, no questions asked.
- Uploaded source material (documents, photos of paperwork, recordings) is not retained after the AI conversion — only the guide the creator publishes.
- Account deletion removes the dashboard, its saved records, and the clinic kit.
The AI, precisely
The AI transforms presentation; it does not generate clinical advice. For veterinary discharge guides it is instructed to transcribe clinical details exactly, never to invent or infer a value, and to flag anything missing or ambiguous for human confirmation. Publishing is gated behind the creator confirming medications, warning signs, follow-up and clinic contact details against the source paperwork — and, for clinic-created guides, confirming the owner's consent to receive the digital guide.
Questions, or a requirement this page doesn't cover? hello@gotitguides.com — a real person, usually within a day.