Agilix Vet Privacy Policy

Effective from 9 October 2026.

1. Personal data controller

   The controller of personal data in Agilix Vet - the software for veterinary clinics available at vet.agilix.dog - is:

   • Full company name: Hackerman Consulting - Adam Gajzlerowicz
   • Tax ID (NIP): 7772841677
   • REGON: 380997651
   • Registered address: Hebanowa 16E, 62-020 Zalasewo, woj. wielkopolskie
   • Email: adam@agilix.dog
   • Phone: +48 737 909 076

   The same business runs the Agilix platform. Agilix Vet is nevertheless a separate service with its own database: the data of clinics, their clients and patients does not reach the Agilix platform.

2. Scope of this policy

   • the Agilix Vet panel (vet.agilix.dog) used by veterinarians and clinic staff;
   • the agilix.dog/vet page with its contact form;
   • the "Contact" window in the Agilix Vet panel.

   You sign in to the panel with your Agilix account, and at sign-in we receive your first name, last name and e-mail address from it. The processing of the Agilix account itself is described in the Agilix Privacy Policy.

3. Controller and processor

   • As the controller we decide on the purposes and means of processing the data of panel users (veterinarians and clinic staff), the data of people who write to us through the contact form, and technical data.
   • As a processor (Article 28 GDPR) we store and process the data a clinic enters into the panel about its clients and their animals. The clinic is the controller of that data: it decides what data it collects, for what purpose and for how long it keeps it.

   The rules under which we process the data of the clinic's clients and patients are set out in the Data Processing Agreement, and the rules for using the panel in the Agilix Vet Terms of Service.

4. Data of panel users

   • account data: first name, last name, e-mail address and whether it has been confirmed, profile photo and the identifier of the linked Agilix account;
   • data about work at a clinic: the clinic, role (owner or employee), job title, the history of being added to and removed from the clinic team (with the e-mail address), clinic invitations (the invited person's e-mail address) and the visits the user recorded or led;
   • clinic data: name, logo, branches (address, phone, e-mail), templates, documents for signature and the GDPR information text for clients;
   • panel usage data: time of last activity and dismissed "What's new" announcements.

   Purposes and legal bases of processing:

   • maintaining the account and providing the Agilix Vet service - Article 6(1)(b) GDPR (performance of a contract);
   • sending an invitation to join a clinic team to the e-mail address given by the clinic owner (the message contains the inviter's name and the clinic name) - Article 6(1)(f) GDPR (legitimate interest);
   • security of the panel, accountability for changes in the clinic team, and establishing, pursuing and defending claims - Article 6(1)(f) GDPR;
   • notifying the Agilix Vet team through the Matrix messenger that a new clinic has been created (clinic and branch name, city, and the creator's name or e-mail address) - Article 6(1)(f) GDPR;
   • an overview of service use in the Agilix Vet admin panel (clinic name, the owner's name and e-mail address, the number of team members and clients, and the team's last activity) - Article 6(1)(f) GDPR.

5. Data of clinic clients and patients

   A clinic may record in the panel, in particular:

   • client (animal owner) data: names and phone numbers of contact persons, e-mail address, address, country, a note on outstanding payments, whether the clinic holds a signed GDPR document, documents signed on screen at the clinic or by the client on their own phone through a link from the panel, other files, and a greeting sentence for the client written by the AI model;
   • animal data: name, species, sex (including whether neutered or spayed), breed, colour, date of birth, microchip number, allergies, chronic conditions and whether the animal is alive;
   • visit records: date, branch, notes, examination, procedures performed, recommendations, referrals, private notes, body weight, follow-up date and whether it took place, attachments, the attending veterinarian, the person who recorded the visit, and a summary written by the AI model;
   • preventive care: vaccinations, deworming and flea and tick protection (product, batch, dates).

   As a processor:

   • We process this data to provide the Agilix Vet service to the clinic. We do not sell it.
   • We pass it only to the providers listed in this policy.
   • In the panel, a clinic's client and patient data is visible only to members of its team.
   • In the panel, the clinic can correct this data, delete visits and files, and archive clients and animals. The panel has no function to delete a client, export data or delete a clinic.
   • Deleting a visit or a client file also deletes the file itself from our file storage, unless it is still attached elsewhere in the panel.

   If you are a client of a clinic that uses Agilix Vet, contact that clinic to exercise your rights (for example access to or erasure of your data) - it is the controller of your data.

6. Artificial intelligence features

   The panel uses Google's Gemini 3.8 Flash model, called through the Gemini API, in two features. When a visit is saved with notes or its notes change, the panel sends the notes and recommendations, and the model returns a one-sentence summary of the visit. The panel also creates a sentence the veterinarian can use to open the conversation with the client: it then sends the date, notes, examination, procedures, recommendations and referrals of the latest visits of the client's animals (up to five visits from the last three months, or only the latest one when there are fewer than two) and the animal's name and species. Private notes are never sent, and the panel does not add the client's contact details. Notes are, however, free text written by the clinic team, so whatever is written in them reaches the model. We store the results with the visit and on the client's record; they are only a suggestion for the veterinarian.

7. Messages sent through the contact form

   • When you write to us through the form on the agilix.dog/vet page or the "Contact" window in the Agilix Vet panel, we store the type of request, the message, the attached files, and your name and e-mail address - in the panel taken from your account, together with its identifier. We also store the address of the page you write from, your browser's name and version, and a one-way hash of your IP address.
   • We process this data to reply to the message and deal with what it reports, and the IP hash to limit the number of messages sent from one address and protect the form from abuse. This is our legitimate interest (Article 6(1)(f) GDPR). The message reaches the Agilix Vet team by e-mail, and we store the files in Google Firebase Storage without public access.
   • We delete the messages and their attached files 12 months after they were sent.

8. Cookies, statistics and diagnostics

   • Panel cookies - keep the sign-in session (including the shared sign-in with the Agilix account) and remember the language, the theme, the selected clinic, the page you return to after signing in, and the identifiers of recently opened client records (for 30 days); the panel does not work without the session cookies.
   • Statistics - after sign-in the panel loads Google Analytics, which stores cookies and receives the addresses of the panel pages visited together with the Agilix Vet account identifier (without name or e-mail address), as well as information about opening and sending the "Contact" window, dismissing a "What's new" announcement and actions on the upcoming care list. The legal basis is our legitimate interest in improving the panel (Article 6(1)(f) GDPR). The pages on which a clinic client signs a document do not load Google Analytics.
   • Diagnostics - we send application errors and timing measurements of every operation to Sentry, and keep server logs in Google Cloud Logging; they include, among other things, page addresses, browser information and a description of the error. The panel does not record user sessions.
   • The agilix.dog/vet page is part of the agilix.dog website - its cookies and statistics are described in the Agilix Privacy Policy.
   • You can manage cookie settings in your browser; disabling the session cookies makes signing in to the panel impossible.

9. Recipients and processors

   We pass data to the following providers:

   • Hetzner Online GmbH (Germany) - a server in the European Union that runs the panel, the search and the database;
   • Google (Firebase, Google Cloud) - file storage (visit attachments, documents, photos) in a United States region, database backups in Frankfurt plus a daily database copy in the United States, server logs (Google Cloud Logging), statistics (Google Analytics) and the Gemini model (Gemini API);
   • Mailgun Technologies, Inc. - delivery of clinic team invitations and contact form messages (servers in the European Union);
   • Functional Software, Inc. (Sentry) - application errors and performance measurements (servers in the United States);
   • Cloudflare, Inc. - all traffic to the panel passes through its network (CDN and connection protection);
   • The Matrix.org Foundation C.I.C. (United Kingdom) - the public server of the Matrix messenger through which the Agilix Vet team is notified that a new clinic has been created.
   • Data may also be disclosed to entities authorized under the law and to legal and accounting advisers.

10. Transfers outside the EEA

    Some data leaves the European Economic Area. Clinic files and the daily database copy are stored in a Google region in the United States. Application errors and performance measurements go to Sentry in the United States. Google Analytics, the Gemini API and Cloudflare may also process data outside the EEA, including in the United States. Matrix.org is based in the United Kingdom. The transfer relies on a European Commission adequacy decision (the Data Privacy Framework for the United States, the decision for the United Kingdom) or on Standard Contractual Clauses approved by the European Commission. A copy of the safeguards applied can be obtained by writing to [email protected].

11. Data Retention Period

    • account and clinic team data - for as long as the panel is used; the panel has no account deletion function, you can request deletion by writing to [email protected];
    • clinic client and patient data - for as long as the clinic uses the service; we do not delete it automatically;
    • files deleted in the panel, including a replaced profile photo or clinic logo - we delete them from file storage when they are deleted; the recoverable copy the storage keeps expires after at most 37 days;
    • contact form messages and their files - 12 months after sending, after which we delete them automatically;
    • database backups - point-in-time recovery copies are deleted after 40 days, daily copies in the European Union after 60 days and the daily copy in the United States after 2 months;
    • server logs and error reports - for the retention period set in Google Cloud Logging and Sentry, after which they are deleted automatically;
    • data needed to establish, pursue or defend claims - until those claims become time-barred.

12. Data Subject Rights

    • You have the right of access to your data, to rectification, erasure, restriction of processing and data portability, and the right to object to processing based on our legitimate interest.
    • We respond to a request without undue delay and in any event within one month of receiving it.
    • Clinic clients exercise their rights with the clinic, which is the controller of their data.

    In matters concerning the processing of personal data, the controller can be contacted at: adam@agilix.dog

13. Right to lodge a complaint

    If you believe that we process your data unlawfully, you have the right to lodge a complaint with the supervisory authority - the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw, Poland).

14. Providing data

    Providing data is voluntary. Without account data, however, the panel cannot be used, and without a name and e-mail address we cannot reply to a message from the form.

15. Profiling and automated decisions

    We do not make decisions about you based solely on automated processing, including profiling, that would produce legal effects or similarly significantly affect you. Summaries written by the Gemini model are only suggestions for the veterinarian.

16. Data Security

    Connections to the panel are encrypted (HTTPS). In the panel, a clinic's client and patient data is visible only to members of its team. Files are not publicly accessible - the panel opens them through links valid for up to 3 days.

17. Changes in Privacy Policy

    We may update this policy when Agilix Vet's features or providers change. We publish the current version on this page together with the date from which it applies.