ApexHQ Vet helps your team book, document and follow up. It never makes clinical decisions. Your clinic's data stays under your control, handled in a way you can explain to your team and your clients.
Clinic records, notes and consult recordings are stored in Sydney, on ISO 27001 and SOC 2 certified cloud infrastructure, with strict access controls. We don't offer overseas regions, because your clients' data shouldn't leave the country.
Everything is encrypted in transit and at rest. Each staff member sees only what their role allows, every sensitive action is logged, and backups are encrypted and kept in Australia.
Your consults are used to write your notes, nothing else. Our AI providers are bound not to keep your content or train on it. Every AI note is a draft until a vet approves it.
We treat clinic and pet owner data as carefully as you do. Our security and privacy programme is designed to meet the Australian Privacy Act 1988 (APPs) and to align with the EU/UK GDPR where it applies. This page summarises how we protect data and how partners and clinics can obtain our compliance documents.
Our database and uploaded files (consultation recordings, documents and photos) are hosted in Sydney, Australia, on ISO 27001 and SOC 2 certified cloud infrastructure, in private storage opened only through short-lived signed links. Some specialist functions (AI transcription and note-drafting, SMS and email) are performed by trusted providers, some located overseas, under contractual safeguards including Standard Contractual Clauses (SCCs) and data-processing agreements consistent with Australian Privacy Principle 8.
For partnership and procurement reviews, we maintain a Data Protection & Compliance Pack (Article 30 record of processing, lawful bases, subprocessor register with SCCs, technical and organisational measures, breach procedure and data-subject-rights process) and can provide a signed Data Processing Agreement (DPA) to clinics and integration partners. To request these, contact support@apexhqvet.com.au.
We use a small set of vetted providers (database hosting, application hosting and recording storage, SMS/voice, transcription, AI note-drafting, and email), each under a data-processing agreement. The current register is available on request as part of our compliance pack.
AI-generated clinical notes are always drafts for a vet to review and approve. Nothing is auto-finalised. Under our agreements, our AI providers do not use your content to train their models. We are introducing pseudonymisation to minimise the personal information sent to AI providers.
Individuals can request access to, correction, export or deletion of their personal information. We respond within 30 days. Privacy questions and DPA requests: support@apexhqvet.com.au. See also our Privacy Policy.