Privacy policy.
Last updated: 8 July 2026
Last updated: 8 July 2026
Harns Technologies Inc. ("Coggo," "we," "us," or "our") operates the Coggo voice-first veterinary AI scribe and SOAP platform, available at coggo.ai, app.coggo.ai, and the Coggo mobile applications (collectively, the "Service"). This Privacy Policy explains what information we collect, how we use and share it, and the choices and rights you have.
By using the Service, you agree to the practices described in this Policy. If you do not agree, please do not use the Service.
1. Who we are and how to contact us
Harns Technologies Inc. is the controller of the personal data described in this Policy, except where we act as a processor on behalf of a veterinary practice (see Section 9, Our role: controller vs. processor).
- Entity: Harns Technologies Inc., Ohio, United States
- Privacy contact: [email protected]
- General support: [email protected]
2. The information we collect
a. Information you provide directly - Account information: name, email address, password (managed by our authentication provider), clinic/practice name, role, and preferences (language, units, time zone). - Practice and patient records you enter: animal patient details (name, species, breed, age, weight, microchip, clinical notes), and pet-owner contact details (name, phone, email, address) that you choose to record. - Audio recordings of consultations that you record to generate notes. - Support communications: messages, tickets, and attachments you send us.
b. Information generated by your use of the Service - Transcripts and generated documents: transcriptions of your audio and the SOAP notes, recaps, surgery reports, referral letters, discharge instructions, and differential diagnoses generated from them. - Usage and device data: log data, IP address, device and browser type, app version, feature usage, and timestamps, used for security, debugging, and improving the Service.
c. Information from third parties - Payment information processed by our payment provider (we do not store full card numbers). - Practice management system (PIMS) data, where you connect an integration that imports patients/appointments or receives pushed notes.
We do not intentionally collect special-category data about you as a user beyond what is necessary to operate a veterinary documentation tool. The Service is intended for veterinary professionals and is not directed to children.
3. How we use information
We use information to: - Provide, maintain, and secure the Service, including transcribing audio and generating clinical documents. - Authenticate users and manage clinic access and roles. - Process subscriptions, billing, and seats. - Provide customer support and respond to your requests. - Send service and transactional communications (e.g., account, billing, and ticket updates). - Monitor, debug, and improve the reliability, safety, and quality of the Service. - Detect, prevent, and address fraud, abuse, and security incidents. - Comply with legal obligations.
Audio recordings and AI processing — our commitment
This is central to a veterinary scribe, so we are explicit:
- Your audio recordings are used solely to generate the transcripts and documents you request. We store them so you can re-generate or review your notes.
- We do not use your audio recordings, transcripts, or generated notes to train any artificial-intelligence or machine-learning model.
- The AI sub-processors we use to transcribe audio and generate text (see Section 8) process your content only to return results to you and, under our agreements with them, do not use your content to train their models.
- Before any audio or consultation content is sent to these AI sub-processors, we ask for your explicit consent inside the app. You can decline, though the scribe features require this processing to function.
4. Legal bases for processing (EEA/UK users)
Where the EU or UK General Data Protection Regulation ("GDPR" / "UK GDPR") applies, we process personal data on the following legal bases: - Performance of a contract — to provide the Service you (or your clinic) signed up for. - Legitimate interests — to secure, debug, and improve the Service, and to communicate about it, provided these interests are not overridden by your rights. - Consent — where required, for example for certain non-essential communications; you may withdraw consent at any time. - Legal obligation — to comply with applicable law.
Pet-owner contact details and patient records are entered by veterinary practices acting as controllers; for that data we act as a processor (Section 9).
5. How we share information
We do not sell personal data. We share information only as follows: - Sub-processors / service providers that help us run the Service (Section 8), under contracts that restrict their use of data to providing services to us. - Within your clinic/organization — your notes, patients, and visits are visible to authorized members of your clinic according to roles and permissions you configure. - PIMS integrations you enable — when you connect a practice management system, the data you choose (patients, appointments, generated notes) is shared with that system at your direction. - Legal and safety — when required by law, legal process, or to protect the rights, safety, and security of Coggo, our users, or the public. - Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.
6. International data transfers
Coggo is operated from the United States and uses globally distributed infrastructure. If you access the Service from outside the United States, your information may be transferred to and processed in the United States and other countries. Where we transfer personal data out of the EEA or UK, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (and the UK Addendum), or other lawful transfer mechanisms.
7. Data retention
- Account data is retained for as long as your account is active and as needed to provide the Service.
- Audio, transcripts, and generated documents are retained so you can access and re-generate your records, until you or your clinic delete them or close the account.
- Backups may persist for a limited period after deletion as part of routine, secured backup cycles.
- When you delete your account, we delete or de-identify your personal data within a commercially reasonable period, except where retention is required by law or for legitimate business purposes (e.g., fraud prevention, dispute resolution).
You can delete patient records, visits, and notes within the Service, and request account deletion (Section 11).
8. Sub-processors
We use the following categories of sub-processors to deliver the Service. Each is bound by data-protection terms:
| Sub-processor | Purpose |
|---|---|
| Cloudflare | Hosting, edge compute, database, and file storage (incl. audio) |
| Clerk | User authentication and session management |
| Anthropic | AI generation of SOAP notes and clinical documents |
| Deepgram | Speech-to-text transcription of audio |
| Stripe | Subscription billing and payments |
| Apple / RevenueCat | In-app subscription purchases and entitlements (iOS App Store) |
| Resend | Transactional and system email |
| Twilio / Telnyx / Plivo | Telephony features (where enabled) |
We will maintain an up-to-date list of sub-processors and provide it on request at [email protected]. None of the AI sub-processors use your content to train their models under our agreements.
9. Our role: controller vs. processor
- For your account and use of the Service (your name, login, billing, usage), Coggo acts as a controller.
- For the patient records and pet-owner contact details a veterinary practice enters, the practice is the controller and Coggo acts as a processor, handling that data only on the practice's instructions and as described in our Terms and any Data Processing Addendum. Practices are responsible for having a lawful basis to enter pet-owner data and for their own privacy notices to clients.
10. Security
We implement administrative, technical, and organizational measures to protect personal data, including encryption in transit, access controls and role-based permissions, scoped per-clinic data isolation (tenancy), audit logging, rate limiting, and secured backups. No method of transmission or storage is 100% secure, but we work to protect your information and to respond promptly to incidents.
11. Your rights and choices
Depending on where you live, you may have the right to: - Access the personal data we hold about you. - Correct inaccurate data. - Delete your data ("right to erasure"). - Restrict or object to certain processing. - Port your data to another service. - Withdraw consent where processing is based on consent. - Lodge a complaint with a supervisory authority (EEA/UK users).
To exercise these rights, email [email protected]. You can also delete records and your account from within the Service. For data we process on behalf of a veterinary practice (Section 9), please contact that practice, and we will assist them as their processor.
We will not discriminate against you for exercising your rights.
12. Cookies and similar technologies
We use strictly necessary cookies and similar technologies to keep you signed in, remember preferences, and secure the Service. We use limited analytics to understand and improve usage. We do not use advertising cookies or sell data to advertisers. You can control cookies through your browser settings; disabling some may affect functionality.
13. Changes to this Policy
We may update this Policy from time to time. When we make material changes, we will update the "Last updated" date and, where appropriate, notify you through the Service or by email. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.
14. Contact
Questions or requests about this Policy or your data: Harns Technologies Inc. — [email protected]