VaxPup Privacy Policy
Effective Date: October 27, 2026
Introduction
VaxPup is a simple app designed to help you track your dog's vaccine records and medication schedules. This privacy policy explains how VaxPup handles your data. Most of your data stays on your device or in your own iCloud account. This policy explains the few things that involve our server.
Account
You do not need an account to use VaxPup. You can add dogs, records, medications, and vets, get reminders, and export PDFs without signing in. VaxPup asks you to sign in with Sign in with Apple only when you start a cloud scan or report a scan problem. You can also sign in from Settings. When you sign in, we store the unique Apple identifier for your account, your email address (or the private relay address that Apple gives us if you hide your email), and your name if you choose to share it. We use this data only to identify your account, enforce scanning limits, and help you with support requests. We do not use it for marketing.
Your dog profiles, vaccine records, medications, photos, and veterinarian contacts stay on your device and, if iCloud sync is on, in your own private iCloud database. The developer cannot access, read, or receive this data, whether you sign in or not.
Cloud Scanning
When you use cloud scanning, the scanned document (image or PDF) is sent to VaxPup's server. Our server sends the document to OpenRouter, a third-party artificial intelligence (AI) service. OpenRouter passes the document to an AI model provider, which reads the document and returns the vaccine and medication details. VaxPup does not use your documents to train AI models.
Before your first cloud scan, VaxPup asks for your permission. The permission screen names OpenRouter as a third-party AI service and tells you that VaxPup keeps the document and the scan result of a failed scan on its server for 30 days. VaxPup does not upload a document until you agree. You can withdraw your permission at any time with the toggle in Settings. After you withdraw it, VaxPup does not upload documents, and it asks again before the next cloud scan.
Cloud scanning is on for new accounts. If cloud scanning is turned off for your account or for the service, receipt scanning is unavailable, and you add records manually.
If VaxPup's server cannot be reached during a scan, the scan fails and you can try again. Nothing is uploaded in this case, and no extraction happens on your device.
When cloud extraction fails to return usable fields, VaxPup stores the original scanned document (image or PDF) and the scan result on our server for 30 days. We keep this data solely to debug extraction failures and improve accuracy. After 30 days, the data is deleted automatically. You can request earlier deletion at any time (see Your GDPR Rights below).
You can see whether cloud scanning is active for your account in Settings.
Scan Reports
If a scan reads a document incorrectly, you can send a report to help us fix it. We only send a report when you choose to send one.
A report can include: the draft vaccine or medication entries as they appeared on your screen, your device and app version, which extraction method was used, an optional comment you write, and the scanned image or PDF. You can exclude the image before sending. VaxPup shows you exactly what will be sent before you submit.
Retention
Report uploads, including any included images, are deleted from our server automatically 90 days after submission. Failed cloud extraction data (scanned documents) is deleted automatically 30 days after the failure. Usage events (records of each scan and its processing cost) are deleted automatically 400 days after the scan. We use them for accounting, rate limits, and planning.
Account Deletion
You can delete your account from Settings at any time. When you delete your account, VaxPup deletes these items from its server: your account data, your sessions, your usage events, your scan reports and their files, and your failed scans and their files. VaxPup also asks Apple to revoke the app's Sign in with Apple authorization.
To keep scan limits in force, VaxPup keeps one item for 48 hours after deletion: a one-way keyed hash (HMAC) of your Apple account identifier. The hash does not contain your email, your name, or your documents. VaxPup deletes the hash automatically after 48 hours.
Dogs and records on your device and in your iCloud account are not affected. You can continue to use VaxPup without an account.
Notifications
VaxPup uses local notifications to remind you about upcoming vaccines and medication schedules. These reminders are created and managed on your device only. We do not send push notifications from external servers.
Diagnostics You Choose to Share
VaxPup collects app logs and uses Apple MetricKit to monitor crashes and performance—but only on your device. These diagnostics are never automatically sent to us. If you encounter a problem and want to help us improve the app, you can manually export your diagnostics from VaxPup's Settings by tapping "Export Diagnostics" and sending the file to us yourself (for example, by email). Logs automatically redact your pet's names and detailed record information to protect your privacy.
Children's Privacy
VaxPup is a general-audience app not directed at children under 13. If you believe a child has provided us with information without parental consent, please contact us.
Your Choices and Data Deletion
Your Account: Delete your account from Settings to remove your account data and session from our server, as described above.
On Your Device: Deleting the VaxPup app removes all locally stored data.
In iCloud: Deleting the app does not automatically remove synced data from iCloud. To remove synced VaxPup data from your iCloud account:
- Open Settings on your device
- Tap your name, then iCloud
- Tap Manage Account Storage
- Select VaxPup and delete it
Your Rights: For questions about the account or report data described above, contact us at the email below. For iCloud data, contact Apple directly.
US State Privacy Rights
Residents of California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other states with comprehensive privacy laws have the following rights:
- Right to know. You can request details about the personal data we collect, use, and disclose.
- Right to access. You can request a copy of the personal data we hold about you.
- Right to delete. You can ask us to delete your personal data. You can also delete your account from Settings at any time.
- Right to correct. You can ask us to fix inaccurate personal data.
- Right to data portability. You can request a machine-readable copy of your data.
- Right to opt out. We do not sell, share for cross-context behavioral advertising, or use personal data for targeted advertising. VaxPup has no ad trackers, no third-party analytics, and no data brokers. Because we do none of these things, there is nothing to opt out of.
- Right to non-discrimination. We will not treat you differently for exercising any of these rights.
Categories of personal data we collect:
| Category | Examples | Purpose |
|---|---|---|
| Identifiers | Apple account identifier, email address, name | Account authentication and enforcement of usage limits |
| User content | Scanned documents submitted for cloud extraction, user-submitted scan reports | Core service functionality and debugging |
| Device data | App version and iOS version (in scan reports you choose to send) | Debugging scan problems |
Sources: We collect data directly from you through the app and from Apple (your Sign in with Apple identifier). We collect account data only if you sign in.
Disclosures: We share your data with the following service providers:
- OpenRouter, a third-party AI service, receives the scanned document for extraction when you use cloud scanning. OpenRouter sends the document to the AI model provider that does the extraction.
- Our cloud infrastructure provider hosts our server, which stores account data, failed extraction data, and user-submitted reports.
We do not disclose personal data to any other third party unless required by law.
Sensitive data: VaxPup does not collect or process sensitive personal data (such as health information, precise location, biometrics, or government IDs).
To exercise any of these rights, contact us at the email below. We may ask you to verify your identity before processing your request. We will respond within 45 days (or the period required by your state's law). If we cannot fulfill your request, we will explain why. You may designate an authorized agent to submit a request on your behalf.
California residents may also request a report of the specific personal data we collected about you and the third parties it was disclosed to over the prior 12 months.
Your GDPR Rights (EEA and UK Users)
If you are located in the European Economic Area (EEA) or the United Kingdom, you have the following rights under the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018:
- Right of access. You can request a copy of the personal data we hold about you.
- Right to rectification. You can ask us to correct inaccurate or incomplete data.
- Right to erasure. You can ask us to delete your personal data. You can also delete your account from Settings at any time.
- Right to restrict processing. You can ask us to limit how we use your data while a concern is resolved.
- Right to data portability. You can request a machine-readable copy of your data.
- Right to object. You can object to processing based on legitimate interests.
Legal basis for processing. We process your personal data on the following lawful bases:
| Data | Purpose | Legal basis |
|---|---|---|
| Apple account identifier, email, name | Account creation and authentication | Providing the service you request |
| Scanned documents (cloud scanning) | Vaccine and medication extraction | Consent (you agree before your first cloud scan) |
| Scanned documents (failed extractions) | Debugging and improving extraction accuracy (stored 30 days) | Consent (the consent sheet tells you about the 30-day storage) |
| Scan reports (user-submitted) | Bug fixing and accuracy improvement | Consent (you choose to send each report) |
| Usage events (stored 400 days) | Accounting, rate limits, planning | Legitimate interest |
You can withdraw consent at any time (turn off cloud scanning consent in Settings, or choose not to send a report). Withdrawal does not affect the lawfulness of processing based on consent before its withdrawal.
To exercise any of these rights, contact us at the email address below. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.
VaxPup's server is hosted in the United States. We rely on standard contractual clauses as the legal transfer mechanism for data sent from the EEA or UK to the United States.
Data Protection Officer. For privacy-related inquiries, contact:
Email: developer@vaxpup.com
Changes to This Policy
We may update this privacy policy occasionally. We will post the updated version here with a new effective date.
Contact Us
If you have questions about this privacy policy or VaxPup's privacy practices, please contact:
Email: developer@vaxpup.com