Visionary AI Veterinary AI Chat Compliance Memo

Subject: Compliance Summary for Visionary AI Veterinary AI Intake and Appointment Chat
Prepared by: Visionary AI Inc.
Date: May 31, 2026

1.Overview

Visionary AI provides an AI-enabled veterinary intake, urgency-routing, and appointment-request tool that may be implemented on veterinary clinic websites. The tool is designed to help pet owners describe their pet’s concern, identify potential emergency or urgent-care indicators, and request an appointment with the veterinary clinic connected to that website or selected by the user.

The tool is not a veterinarian, does not diagnose conditions, does not prescribe treatment, and does not replace direct veterinary care. It is an intake, routing, communication, and appointment-support tool.

This memo summarizes the compliance controls Visionary AI has implemented for the veterinary AI chat workflow.

2.Compliance Position

Visionary AI has implemented the veterinary AI chat workflow with privacy, consent, data minimization, security, and emergency-escalation controls designed to support compliance with applicable Canadian privacy requirements, Ontario veterinary confidentiality expectations, and internal responsible-AI standards.

Visionary AI’s compliance approach is based on the following principles:

1. collect only information reasonably needed for pet intake, urgency routing, appointment support, and clinic follow-up;
2. obtain user consent before collecting personal information;
3. disclose that AI is being used;
4. clearly state that the tool does not provide veterinary diagnosis, treatment, or medical advice;
5. share identifiable intake information only with the veterinary clinic selected by or associated with the user;
6. minimize personal information sent to AI providers;
7. protect stored and transmitted information through encryption and access controls;
8. maintain consent and transmission records for auditability; and
9. use conservative emergency-escalation language.

3.User Consent Flow

Visionary AI uses a layered consent model.

For new users, the full Pre-chat Consent notice is displayed before the user can begin the chat. The notice explains that the AI chat helps collect information about the pet, identify possible urgency, and request an appointment with the veterinary clinic. It also explains that the tool does not provide diagnosis, treatment plans, or veterinary medical advice and does not replace a veterinarian.

The user must affirmatively confirm consent before the chat begins.

For returning users, Visionary AI does not require full consent every time unless the consent version has materially changed. Instead, the user is shown the shorter returning-user reminder from the Pre-chat Consent document.

If the consent language materially changes, or if a new consent version is deployed, the user is treated as a new user for consent purposes and is required to accept the updated notice before continuing.

4.Intake Consent Before Personal Information Collection

Before collecting appointment-related personal information, the chat clearly explains that Visionary AI will collect the user’s information and share it only with the selected veterinary clinic for appointment follow-up.

Personal information may include:

• owner name;
• phone number;
• email address;
• pet name;
• pet details;
• reason for visit;
• preferred appointment time;
• symptom information;
• urgency or emergency flag; and
• related appointment request information.

If the user does not agree to continue, Visionary AI does not collect or transmit appointment-related personal information.

5.Data Sharing Limitation

Identifiable intake information collected through the veterinary AI chat is transmitted only to the veterinary clinic connected to that specific website or selected by the user.

Visionary AI does not knowingly share identifiable veterinary intake information with unrelated clinics, partners, or third parties unless:

1. the user specifically requests or authorizes it;
2. the disclosure is required for legal, safety, or security reasons;
3. the disclosure is necessary to operate the chat, appointment, hosting, security, or communication workflow through approved service providers; or
4. the disclosure is otherwise required or permitted by applicable law.

6.OpenAI API and AI Provider Controls

Visionary AI uses the OpenAI API as part of the AI chat workflow.

For veterinary AI chat requests, Visionary AI has implemented the following controls:

1. API requests are configured with store: false where supported.
2. The OpenAI API account is not opted in for model training or model-improvement data sharing.
3. Personal information sent to the AI model is minimized where practical.
4. Emergency screening is designed not to require owner name, phone number, or email.
5. Identifying information is collected only when needed for appointment booking or clinic follow-up.
6. Persistent OpenAI storage tools are avoided unless intentionally configured and reviewed.
7. Visionary AI monitors OpenAI data-control settings and will review additional retention controls, including Zero Data Retention or Modified Abuse Monitoring where available and appropriate.

7.Data Security and Encryption

Visionary AI protects veterinary chat and appointment information using security controls appropriate for sensitive personal information.

At minimum:

1. communications between the user, Visionary AI, OpenAI, the clinic, and internal systems use HTTPS/TLS;
2. the production database is encrypted at rest;
3. backups and storage are encrypted at rest;
4. sensitive fields are encrypted at the field level where practical;
5. encryption keys are managed separately from the application database, preferably through Azure Key Vault or a similar secure key management system;
6. keys are not hardcoded in the application;
7. access to decrypted data is role-based and limited to authorized personnel; and
8. access to sensitive data is logged.

Sensitive fields may include owner name, phone number, email address, pet name, appointment reason, symptom details, chat transcript, urgency or emergency flag, and clinic transmission records.

8.Records and Auditability

Visionary AI maintains separate records for consent, chat activity, appointment requests, emergency flags, and transmission activity.

For each consent event, Visionary AI stores:

• user or session ID;
• timestamp;
• clinic, location, or website;
• consent type;
• consent version;
• confirmation method;
• IP address, if already captured in normal server logs;
• browser or device metadata, if already captured; and
• language or version of the notice shown.

Consent logs are not overwritten when a user starts a new session. Each consent event is retained as its own record.

For appointment and clinic transmission records, Visionary AI stores:

• chat transcript;
• appointment request details;
• emergency or urgency flag;
• clinic the request was sent to;
• transmission timestamp; and
• delivery status, if available.

9.Emergency and Urgency Routing

Visionary AI’s veterinary AI chat is configured to use conservative emergency-routing language.

The AI should not tell users that a situation is “not an emergency.” If no emergency trigger is detected, the safer language is:

“I do not see an emergency trigger based on the information provided, but I cannot rule out a medical emergency. A clinic team member or veterinarian should confirm.”

If emergency indicators are detected, the AI directs the user to call the clinic immediately during business hours or go to an emergency veterinary hospital after hours, based on the clinic’s configured instructions.

Emergency indicators may include, without limitation:

• trouble breathing;
• collapse;
• seizure;
• poisoning or toxin exposure;
• severe bleeding;
• inability to urinate;
• repeated vomiting;
• extreme weakness;
• pale or blue gums;
• serious trauma;
• non-responsiveness;
• open-mouth breathing in cats;
• severe pain;
• bloating or unproductive retching; and
• any statement suggesting the pet may be in immediate danger.

10.Role of Visionary AI and the Veterinary Clinic

Visionary AI is responsible for the AI intake workflow, consent flow, data-processing workflow, AI configuration, security controls, and transmission of the appointment request to the selected clinic.

The veterinary clinic remains responsible for veterinary medical services, clinical judgment, diagnosis, treatment, prescriptions, clinic follow-up, and any veterinary medical records maintained by the clinic.

The tool is not intended to replace veterinarian review, clinic staff review, or the clinic’s own emergency protocols.

11.Data Retention

Visionary AI retains veterinary chat, appointment, consent, and transmission records only as reasonably necessary for service delivery, auditability, safety review, troubleshooting, legal compliance, contractual obligations, and dispute resolution.

Retention periods may vary depending on the type of data, the clinic agreement, the applicable jurisdiction, and operational requirements.

Where practical, analytics and quality-review data are aggregated or de-identified.

12.Marketing and Secondary Use

Visionary AI does not use identifiable veterinary intake information for unrelated marketing, resale, or third-party advertising without appropriate consent or legal authorization.

Appointment-related messages and emergency follow-up messages are treated as service-related communications. Promotional, newsletter, reactivation, or marketing communications require separate consent or additional compliance controls where required.

13.Cross-Border Processing

Visionary AI may use cloud hosting, AI providers, communication providers, security tools, and other service providers located in Canada, the United States, or other jurisdictions.

Users are informed that information may be processed, stored, or accessed outside their province, state, or country, subject to applicable legal requirements and contractual safeguards.

14.Internal Governance

Visionary AI maintains internal policies and implementation requirements for:

• user consent;
• veterinary AI intake;
• emergency escalation;
• OpenAI API configuration;
• data minimization;
• encryption and key management;
• role-based access;
• audit logging;
• data retention;
• incident response; and
• clinic-specific configuration.

Visionary AI also maintains documentation showing the consent version shown to the user, when consent was provided, what clinic the appointment request was sent to, and how sensitive information is protected.

15.Summary

Assuming the implemented controls are operating as designed, Visionary AI’s veterinary AI chat workflow is structured to support responsible and privacy-conscious operation for veterinary intake and appointment routing.

The workflow includes:

1. pre-chat consent for new users;
2. reminder notice for returning users;
3. intake consent before collecting appointment-related personal information;
4. limited sharing only with the selected veterinary clinic;
5. OpenAI API use with store: false;
6. no model-training opt-in;
7. data minimization;
8. encryption in transit and at rest;
9. field-level encryption for sensitive fields where practical;
10. consent and transmission audit logs;
11. conservative emergency-escalation rules; and
12. clear separation between AI intake support and veterinary medical judgment.

Disclaimer: This memo is intended as a compliance summary. It does not replace legal advice, clinic-specific regulatory review, or jurisdiction-specific privacy counsel review.