Rounds — Privacy Policy
1. Who we are
Rounds (“the app”) is operated by FormuVet (“we”, “us”). For any privacy question, or to exercise any of the rights below, contact us at info@formuvet.com.
For the purposes of POPIA (South Africa) and the GDPR (UK/EU), we are the responsible party / data controller for the limited personal information described here.
2. What Rounds is — and what it is not
Rounds is a personal professional logbook for veterinarians and veterinary nurses. It records your workload: what you did, when, and where. It is not a clinical or legal record, not a patient management system, and not a substitute for your practice’s medical records or any official CPD or registration system.
Rounds is designed for de-identified logging. By default there is no field for a patient or owner name. An optional short reference field (initials only) can be switched on in Settings. You are responsible for what you type into free-text fields — please do not enter identifiable patient or client information.
3. What we collect
a. Information you enter (your logbook)
Cases (date, category, sub-type, species, breed, outcome, duration, notes, your optional 1–5 self-rating, and an optional short patient reference if you enable it), hours worked, workplaces, CPD activities and reflections, your quick-tap counters, and your app settings.
This is stored on your device. It is only copied to our servers if you sign in.
b. Account information (only if you sign in)
If you choose to sign in with Google, we receive your name, email address, profile photo URL and a Google account identifier, via Firebase Authentication. We use this solely to identify your account and sync your logbook between your devices. We never receive your Google password.
c. AI quick-add (only if you use it)
If you use the AI quick-add feature, the short note you type or dictate is sent to Google’s Gemini API — through our server, so our API key is never exposed — purely to extract structured fields (category, species, breed, outcome, duration) which are returned to you for confirmation. This processing is subject to Google’s Gemini API terms. We do not store these notes on our servers separately from your logbook. The feature requires sign-in and is entirely optional.
d. What we do not collect
No advertising identifiers. No analytics or usage tracking. No location, contacts, photos, microphone recordings (dictation is transcribed by your device and only the resulting text is sent), health data about you, or payment information. Rounds is free and contains no ads and no in-app purchases.
4. Why we process it, and on what basis
We process your data only to provide the app: to store and display your logbook, to sync it across your devices when you are signed in, and to run the AI quick-add feature when you invoke it. Under the GDPR our lawful basis is performance of a contract with you (providing the app you asked for); under POPIA, processing is necessary to carry out the service you have requested and is done with your consent.
5. Who else touches your data
We do not sell, rent, or share your personal information with third parties for their own purposes. We use the following processors purely to run the service:
- Google Firebase (Authentication, Cloud Firestore, Cloud Functions) — hosts your account and your synced logbook.
- Google Gemini API — processes AI quick-add text, only when you use that feature.
These services may process and store data on servers outside South Africa (including in the United States and the EU). Google provides contractual safeguards for such international transfers.
6. How long we keep it
Your logbook is kept for as long as you keep it. Data on your device stays until you delete it or uninstall the app. Cloud data stays until you delete your account or wipe it from Settings. When you delete your account, your cloud data and your Firebase account are deleted immediately; residual copies in routine backups are cleared within 30 days.
7. Security
All traffic is encrypted in transit (HTTPS/TLS). Our database rules restrict every record to the account that created it, so no other user can read your logbook. The AI key is held server-side and never shipped in the app. No system is perfectly secure, but we keep the amount of personal information we hold deliberately small.
8. Your rights and your controls
In the app itself, at any time, you can:
- Export everything — full JSON backup, plus CSV and PDF exports (Settings → Your data, and the Export screen).
- Delete all data — wipes local and cloud copies (Settings → Your data).
- Delete your account — permanently removes your account and all data, everywhere (Settings → Account & sync). See our account deletion page.
- Use the app with no account at all — sign-in is optional.
Under POPIA and the GDPR you also have the right to access, correct, erase, restrict or object to processing of your personal information, and to data portability. Email info@formuvet.com and we will respond within 30 days. You may also complain to the Information Regulator of South Africa, or to your local data protection authority in the UK/EU.
9. Children
Rounds is a professional tool intended for veterinary professionals and students. It is not directed at children and we do not knowingly collect information from anyone under 18.
10. Changes
If we change this policy we will update the date at the top of this page and, for material changes, notify you in the app. Continuing to use Rounds after a change means you accept the updated policy.
11. Contact
FormuVet — info@formuvet.com