Effective Date: May 31, 2026
Last Updated: May 31, 2026
This Veterinary AI Intake, Data Processing, and Emergency Escalation Addendum (“Addendum”) applies to the veterinary AI intake, urgency-routing, appointment-request, and related communication tools made available by VisionaryAI Inc. (“VisionaryAI,” “Company,” “we,” “us,” or “our”) on or through veterinary clinic websites, landing pages, chat interfaces, forms, and related digital properties.
This Addendum supplements VisionaryAI’s Terms of Use, Privacy Policy, AI Policy, and any applicable agreement between VisionaryAI and a veterinary clinic or animal hospital. If there is a conflict between this Addendum and VisionaryAI’s general policies, this Addendum will control for the veterinary AI intake workflow.
1.Purpose of the Veterinary AI Intake Tool
VisionaryAI provides an AI-enabled veterinary intake and appointment-support tool designed to help pet owners and authorized caregivers:
a. describe their pet’s concern or symptoms;
b. identify whether the information provided may indicate possible urgency or emergency concern;
c. request an appointment with the veterinary clinic selected by the user;
d. provide contact and pet intake information needed for clinic follow-up; and
e. receive general routing, intake, and service-related information.
The tool is intended to support intake, routing, communication, and appointment workflow. It is not a veterinarian, animal hospital, emergency hospital, or veterinary medical service.
2.No Veterinary Diagnosis or Treatment Advice
The Veterinary AI Intake Tool does not provide veterinary diagnosis, treatment, prescription, prognosis, or medical advice.
The tool may help identify possible emergency indicators based on information provided by the user, but it cannot determine with certainty whether a pet is or is not experiencing a medical emergency.
The tool must not be relied on as a substitute for a licensed veterinarian, emergency veterinary hospital, or direct veterinary examination.
If a user believes their pet may be experiencing an emergency, the user should contact the veterinary clinic, an emergency veterinary hospital, or appropriate emergency service immediately.
3.Emergency Limitation
VisionaryAI’s tool may provide emergency-routing prompts where certain symptoms or risk indicators are reported. However, the tool cannot rule out an emergency.
The tool should not state that a situation is “not an emergency.” Instead, the tool may state that it does not identify an emergency trigger based on the information provided, while advising that a veterinarian or clinic team member should confirm.
Examples of possible emergency indicators may include, without limitation:
a. trouble breathing or rapid/difficult breathing;
b. collapse, non-responsiveness, seizure, or extreme weakness;
c. pale, blue, gray, or white gums;
d. suspected poisoning or toxin exposure;
e. severe bleeding or major trauma;
f. inability to urinate;
g. repeated vomiting or diarrhea, especially with lethargy or blood;
h. inability to walk or non-weight-bearing lameness;
i. open-mouth breathing in cats;
j. severe pain or distress;
k. bloated abdomen, repeated unproductive retching, or suspected GDV;
l. eye injury or sudden vision loss;
m. labor or pregnancy-related distress; and
n. any other condition that appears urgent based on clinic-approved escalation rules.
The presence or absence of listed symptoms is not a complete medical assessment.
4.User Consent and Notice
Before using the Veterinary AI Intake Tool, users may be asked to review a short notice explaining that:
a. the tool is AI-assisted;
b. the tool supports pet intake, urgency routing, and appointment requests;
c. the tool does not replace a veterinarian;
d. the tool cannot rule out an emergency;
e. the user’s information may be collected, used, and disclosed for intake, routing, appointment support, clinic follow-up, safety, recordkeeping, and service operation; and
f. information may be shared with the veterinary clinic selected by the user and with approved service providers that support the tool.
VisionaryAI may collect consent through a checkbox, button, continued-use confirmation, or other reasonable method. VisionaryAI may maintain records of consent, including date, time, notice version, clinic or website location, session identifier, and related audit information.
For returning users, VisionaryAI may display a shorter reminder instead of requiring full consent each time, unless a material change occurs or additional consent is required by law, policy, or workflow.
5.Information Collected
Depending on the interaction, VisionaryAI may collect the following information through the Veterinary AI Intake Tool:
a. owner or caregiver name;
b. phone number;
c. email address;
d. preferred appointment date and time;
e. selected veterinary clinic or location;
f. pet name;
g. pet species, breed, age, sex, and spay/neuter status;
h. reason for visit;
i. symptoms, duration, severity, behavior changes, and related pet-health information;
j. whether the issue may involve urgency or emergency indicators;
k. insurance or financing interest, if voluntarily provided and supported by the workflow;
l. chat transcript, form responses, and appointment request details;
m. technical information such as device, browser, IP address, logs, timestamps, and interaction data; and
n. other information voluntarily submitted by the user.
VisionaryAI seeks to limit collection to information reasonably necessary for intake, urgency routing, appointment support, clinic follow-up, security, auditability, service operation, and compliance.
6.Information Users Should Avoid Submitting
Users should not submit information that is not needed for pet intake, urgency routing, appointment support, or clinic follow-up.
Unless specifically requested through a secure and approved workflow, users should avoid submitting:
a. payment card numbers;
b. bank account information;
c. government identification numbers;
d. passwords or authentication credentials;
e. human medical information unrelated to the pet’s care or appointment request;
f. children’s personal information unless submitted by a parent or legal guardian where required;
g. highly sensitive personal information unrelated to the veterinary service; and
h. any information the user is not authorized to provide.
7.Use of Information
VisionaryAI may use information collected through the Veterinary AI Intake Tool to:
a. operate the AI intake and chat workflow;
b. ask relevant intake questions;
c. identify possible urgency or emergency indicators;
d. generate appropriate routing messages;
e. create, transmit, or support appointment requests;
f. share the user’s request with the veterinary clinic selected by the user;
g. support clinic follow-up and communication;
h. maintain records, logs, and audit trails;
i. monitor tool safety, quality, misuse, and performance;
j. troubleshoot errors and improve workflow reliability;
k. comply with legal, contractual, security, and regulatory obligations; and
l. protect users, clinics, VisionaryAI, service providers, and the public.
VisionaryAI will not use identifiable veterinary intake data for unrelated marketing, resale, or third-party advertising purposes without appropriate consent or legal authorization.
8.Sharing With the Selected Veterinary Clinic
VisionaryAI may share the user’s intake, contact, pet, symptom, urgency-routing, and appointment-request information with the veterinary clinic or animal hospital that the user selected or intended to contact through the tool.
VisionaryAI will not knowingly share the user’s identifiable veterinary intake information with unrelated veterinary clinics for that user’s appointment request, except where:
a. the user selects a different clinic;
b. the selected clinic operates under a shared ownership, management, or network arrangement disclosed by the clinic;
c. the user requests referral or redirection;
d. emergency routing requires providing information to an emergency hospital and the user authorizes or requests it;
e. disclosure is required by law; or
f. disclosure is necessary to protect safety, prevent harm, investigate misuse, or comply with legal obligations.
9.VisionaryAI Responsibility for the Tool
VisionaryAI is responsible for designing, operating, configuring, maintaining, and supporting the Veterinary AI Intake Tool according to its applicable policies, contractual commitments, and technical specifications.
VisionaryAI accepts responsibility for the operation of its AI intake workflow, including its intake logic, routing prompts, configured escalation rules, data processing controls, and service-provider configuration, subject to the limitations set out in VisionaryAI’s agreements and applicable law.
VisionaryAI does not control the independent veterinary judgment, medical decisions, treatment recommendations, staffing, scheduling, follow-up practices, or clinical services of any veterinary clinic.
10.Veterinary Clinic Role
The veterinary clinic remains responsible for veterinary medical services, clinical judgment, examination, diagnosis, treatment, prescriptions, medical records maintained by the clinic, client communication after receipt of the appointment request, and compliance with veterinary professional obligations that apply to the clinic.
The clinic should review appointment requests, emergency flags, and intake information according to its own professional standards and operational procedures.
The tool is not intended to replace clinic staff review, veterinarian review, or emergency protocols.
11.Clinic Data Processing Addendum
When VisionaryAI implements the Veterinary AI Intake Tool for a veterinary clinic, VisionaryAI may process personal information and pet intake information for the purpose of providing the tool and related services.
VisionaryAI will:
a. process information for the purposes described in this Addendum, the applicable agreement, and user-facing notices;
b. use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information;
c. restrict access to authorized personnel and service providers with a need to access the information;
d. use service providers and subprocessors only as reasonably necessary to provide, secure, maintain, support, or improve the tool;
e. maintain reasonable confidentiality obligations for personnel and service providers with access to information;
f. support reasonable privacy requests, subject to legal, contractual, operational, and clinic recordkeeping requirements;
g. notify the clinic of confirmed security incidents affecting clinic-related data as required by the applicable agreement and law;
h. retain information only as reasonably necessary for the purposes described in this Addendum, unless a longer period is required or permitted by law or agreement; and
i. delete, return, de-identify, or retain data at the end of the relationship as provided in the applicable agreement, retention policy, or legal requirement.
The clinic agrees to use information received from VisionaryAI only for veterinary intake, appointment, client communication, emergency review, recordkeeping, and related clinic purposes, unless the user has authorized another use or the use is otherwise permitted by law.
12.Subprocessors and Service Providers
VisionaryAI may use third-party service providers and subprocessors to support the Veterinary AI Intake Tool, including providers for:
a. AI language processing;
b. cloud hosting and infrastructure;
c. database storage;
d. security monitoring;
e. email, SMS, or communication delivery;
f. scheduling, CRM, or workflow automation;
g. analytics and performance monitoring; and
h. technical support and error logging.
Where OpenAI API or another AI provider is used, VisionaryAI should configure the service in a privacy-conscious manner, including using store: false where supported, avoiding training opt-in where not needed, limiting data sent to the AI provider, and using available retention controls where appropriate.
VisionaryAI may maintain a list of subprocessors and may update that list from time to time.
13.Data Minimization
VisionaryAI will seek to minimize the personal information sent to AI providers and other service providers.
Where reasonably practical, VisionaryAI may separate emergency-screening information from direct contact information, collect identifying information only when needed for appointment booking or follow-up, and avoid sending unnecessary identifiers to AI systems.
For example, the tool may ask symptom-related questions first and request owner name, phone number, and email only when the user wants to request an appointment or clinic follow-up.
14.Data Retention
VisionaryAI may retain veterinary intake data, chat transcripts, logs, appointment request details, consent records, and related metadata for as long as reasonably necessary to:
a. provide the service;
b. support clinic follow-up;
c. maintain safety and audit records;
d. troubleshoot errors;
e. comply with contractual or legal obligations;
f. resolve disputes;
g. enforce policies; and
h. improve operational reliability.
Retention periods may vary depending on the type of data, clinic agreement, user request, legal requirements, and operational need.
VisionaryAI may retain de-identified or aggregated data for analytics, quality, safety, or service improvement, provided it does not reasonably identify the user.
15.Cross-Border Processing
VisionaryAI may operate in Canada, the United States, and other jurisdictions, and may use service providers located outside the user’s province, state, or country.
As a result, information submitted through the Veterinary AI Intake Tool may be processed, stored, or accessed outside Ontario or outside Canada, subject to applicable legal requirements and contractual safeguards.
16.Privacy Requests
Users may request access to, correction of, or deletion of certain personal information held by VisionaryAI, subject to legal, contractual, operational, safety, and clinic recordkeeping requirements.
Requests may be submitted to:
VisionaryAI Inc.
Email: legal@vai-tech.com
Mailing Address: 628 Fleet St, Toronto, ON, M5V 1A8
Where information has already been shared with a veterinary clinic, the user may also need to contact the clinic directly regarding clinic records, appointment notes, communications, or veterinary medical records.
17.Internal AI Safety and Emergency Escalation Policy
VisionaryAI will maintain internal rules, prompts, workflows, or configuration standards designed to reduce risk in veterinary intake and emergency-routing interactions.
The Veterinary AI Intake Tool should be configured to:
a. avoid diagnosing conditions;
b. avoid prescribing treatment;
c. avoid providing medication dosage instructions unless expressly approved by the clinic and legally appropriate;
d. avoid assuring users that a situation is not an emergency;
e. use conservative escalation where symptoms suggest possible urgency;
f. route clear emergency indicators to immediate clinic contact or emergency hospital guidance;
g. recommend human review where the situation is unclear, high-risk, or outside the tool’s scope;
h. avoid unsupported claims about outcomes, wait times, or clinical availability;
i. keep responses clear, short, and action-oriented during possible emergency interactions;
j. document emergency flags and routing outcomes where reasonably necessary; and
k. provide clinic-specific after-hours or emergency instructions where configured and approved.
18.Required Escalation Categories
The tool should escalate or provide urgent guidance when the user reports symptoms or circumstances that may indicate immediate veterinary attention is needed, including but not limited to:
a. difficulty breathing, open-mouth breathing in cats, or blue/pale gums;
b. collapse, unconsciousness, seizure, or non-responsiveness;
c. suspected poisoning, toxin exposure, or ingestion of dangerous substances;
d. inability to urinate, especially in male cats;
e. severe bleeding, trauma, hit-by-car incidents, or major wounds;
f. repeated vomiting, severe diarrhea, blood in vomit or stool, or signs of dehydration;
g. severe pain, bloating, unproductive retching, or signs of GDV;
h. inability to walk, sudden paralysis, or non-weight-bearing injury;
i. eye injury, sudden blindness, or severe eye pain;
j. pregnancy, labor, or newborn complications;
k. extreme lethargy, weakness, or rapid decline; and
l. any statement indicating the pet may die, is in severe distress, or needs immediate help.
Escalation language should direct the user to call the clinic immediately during business hours or contact an emergency veterinary hospital after hours, depending on the configured clinic workflow.
19.Human Review
VisionaryAI may design the tool to notify the clinic, flag the conversation, or route the user to human support when:
a. an emergency indicator is detected;
b. the tool cannot confidently categorize the issue;
c. the user requests diagnosis, medication, or treatment advice;
d. the user expresses distress, confusion, or dissatisfaction;
e. the user submits unclear or contradictory information;
f. the conversation involves a sensitive, unusual, or high-risk scenario; or
g. the clinic has requested human review for certain categories.
The clinic is responsible for reviewing received appointment requests and emergency flags according to its own professional and operational standards.
20.Quality Monitoring and Incident Review
VisionaryAI may review de-identified, aggregated, or limited identifiable interaction data for quality assurance, safety monitoring, abuse prevention, emergency-routing review, error correction, and service improvement.
If VisionaryAI identifies a material safety issue, configuration error, security issue, or emergency-routing concern, VisionaryAI may investigate, correct the issue, document the incident, and notify affected clinics or users where appropriate or legally required.
21.Marketing and Secondary Use
VisionaryAI will not use identifiable veterinary intake information for unrelated marketing, advertising, resale, or unrelated third-party targeting without appropriate consent or legal authorization.
Appointment-related messages, emergency follow-up, and clinic service communications may be treated as service-related communications. Promotional, newsletter, reactivation, or marketing communications may require separate consent, unsubscribe functionality, or additional compliance steps depending on the jurisdiction.
22.Updates to This Addendum
VisionaryAI may update this Addendum from time to time to reflect changes in the Veterinary AI Intake Tool, clinic workflows, service providers, legal requirements, safety practices, or business operations.
When changes are material, VisionaryAI may provide additional notice or request renewed consent where required by law or appropriate under the circumstances.
23.Contact
Questions about this Addendum may be directed to:
VisionaryAI Inc.
Email: legal@vai-tech.com
Mailing Address: 628 Fleet St, Toronto, ON, M5V 1A8
