Privacy Policy

Effective date: August 24, 2026. Policy version: 2026-08-24.1. DigiHoof is operated by DigiScan LLC.

1. Overview

DigiHoof is a hoof radiograph reporting platform operated by DigiScan LLC. This Privacy Policy explains how we collect, use, protect, and disclose information when clinics, veterinarians, farriers, staff members, and invited collaborators use DigiHoof. We designed this policy to be clear about a central point: uploaded studies and reports are not sold, published, or distributed as third-party content. Data needed to operate the service is handled separately from optional use of a restricted study copy for model improvement.

2. Data We Collect

We may collect account and clinic information such as names, email addresses, clinic names, roles, authentication details, professional verification information such as veterinary licensing jurisdiction or region and registration or licence number, subscription status, billing status, and support requests. We may collect uploaded and generated clinical workflow data such as radiographs, DICOM files, photographs, image metadata, horse names, owner names, study dates, annotations, landmarks, measurements, labels, reports, notes, share links, and related workflow history. We also collect technical data such as device and browser information, IP addresses, log data, security events, usage events, performance data, cookies, and similar information needed to operate and protect the platform.

3. Use of Data

We use information to provide DigiHoof, process uploads, generate and store reports, authenticate users, manage subscriptions, provide support, troubleshoot problems, detect abuse, verify eligibility for veterinarian accounts, protect security, maintain audit logs, communicate with users, comply with legal obligations, and maintain the platform. We may use limited account, workflow, and support information for security, troubleshooting, service quality, and resolving clinic-specific problems. We use a study for model training, retraining, testing, or evaluation only when the uploader separately chooses Yes as described below.

To monitor DigiHoof's largely automated service during launch and ongoing operations, authorized DigiHoof operators may receive a restricted operational copy of transactional messages such as verification, invitation, billing, report/share, and support notices. Those copies are used only for delivery, content-quality, security, continuity, and support checks; they are not a marketing list and are not sold or publicly distributed.

4. Clinic Ownership and Our Limited Rights

Clinics and authorized users retain ownership of uploaded imaging data and generated reports. DigiHoof does not claim ownership of clinical imaging content or reports. By using DigiHoof, you authorize DigiScan LLC to host, store, copy, process, display, transform, analyze, transmit, and otherwise use Clinic Data only as reasonably needed to provide, maintain, secure, support, or troubleshoot the service and as described in this Privacy Policy and the Terms of Service. The separate model-improvement choice controls creation of the restricted copy described in Section 5.

5. Optional Model Improvement

Before a new study is uploaded, the uploader must make a separate Yes or No choice about model improvement. Neither choice changes access to the study analysis. The uploader may ask DigiHoof to remember that Yes or No choice for future studies and may change it before a later upload. Contributing helps us improve DigiHoof. It does not change the five-study Regular Hoof Balance allowance, Membership requirement, price, or access to the current study analysis. Choosing No has no effect on the study analysis.

If the uploader chooses Yes, DigiHoof may create a restricted, pseudonymized copy for DigiScan LLC's in-house model training, retraining, testing, evaluation, validation, and safety work. That copy may retain radiograph pixels, corrected landmarks and measurements, limb, laterality, fore or hind designation, projection or view, examination date, technical rendering fields, model and method versions, and keyed opaque tokens representing the clinic, study, subject group, and original DICOM identifiers.

The model-input bundle removes horse and owner names, user names and email addresses, free-text notes and reports, and direct patient identifiers. To preserve source provenance and prevent duplicate use, a separately access-controlled linkage record may retain the clinic name and raw clinic identifier, original DigiHoof study UUID, raw DICOM unique identifiers, and submitted DICOM metadata including vendor-private fields. Those direct linkage values are not used as model inputs or placed in a portable training manifest. Vendor-private fields may contain arbitrary submitted content and are not described as de-identified.

A file marked as containing burned-in annotations, or whose annotation status is unknown, may be retained in restricted staging rather than discarded, but is not used for model training until reviewed, redacted, or explicitly cleared. Metadata processing cannot detect every identifier visible in image pixels. Because dates, images, clinic/source linkage, and stable pseudonymous tokens can sometimes be linked with other information, we describe the restricted study package as pseudonymized, not anonymous.

The restricted copy is not sold, used for advertising, published, supplied to other clinics, or offered as a third-party study dataset. It is available only to authorized DigiScan LLC personnel and organizations acting on our behalf that provide secured infrastructure under confidentiality and data-protection obligations. It is not a clinical archive and is not available through DigiHoof as a study that a clinic can retrieve or ask us to reconstruct.

6. No Sale or Public Distribution of Studies

We do not sell Clinic Data. We do not rent Clinic Data. We do not publish or distribute radiographs, DICOM studies, photographs, reports, horse information, owner information, or clinic case materials to the public, other clinics, marketing audiences, or unrelated third parties as datasets. We may disclose information only as described in this policy, including as needed for organizations acting on our behalf to operate DigiHoof, comply with law, protect rights and safety, investigate abuse, complete business transactions, or act with your direction or consent.

7. Organizations Acting on Our Behalf

Organizations acting on our behalf may process limited information only when needed to operate DigiHoof. They are expected to handle that information under appropriate contractual, confidentiality, security, and data-protection obligations.

8. Sharing Directed by Users

DigiHoof may let users share reports, images, or links with clients, farriers, clinic team members, and other collaborators. When you choose to share information, the recipients you select may be able to view, download, print, screenshot, forward, or otherwise use that information. You are responsible for deciding whether a recipient is authorized to receive shared materials.

9. Security Measures

We use safeguards designed to protect information from unauthorized access, alteration, disclosure, or destruction, including access controls, authentication, encryption in transit, logging, and operational controls. No internet-connected service can guarantee absolute security, and users are responsible for maintaining account security, strong passwords, and appropriate access controls within their clinic.

10. Retention and Deletion

DigiHoof is not a PACS, DICOM archive, practice-management system, or long-term repository for veterinary medical records. For Regular Hoof Balance studies completed without Membership, including trial or expressly grandfathered access, source files and generated reports may be deleted after 24 hours. For Membership studies, source DICOM radiographs and clinical photographs may be deleted after 30 days; generated PDF reports and image-bearing share packages may be deleted after 90 days. A visible study countdown and download notice are intended to help clinics export required records before deletion.

After large clinical-workflow files are removed, DigiHoof may retain the smaller structured record needed for longitudinal comparison, including measurement names and values, units, dates, limb and view, calibration information, workflow/model/method versions, veterinarian-confirmed annotation geometry, and a small flattened preview, with annotations when available. This measurement history is retained while the clinic account remains active, unless the clinic requests deletion or a longer or shorter period is required by law, security, dispute, audit, backup, or contractual obligations. Deleted data may remain temporarily in protected backups until normal backup expiration.

If the uploader separately chose Yes for model improvement, deletion of the clinic's time-limited clinical-workflow copy does not automatically delete the restricted model copy. Restricted copies are retained only while assigned to documented model-development, validation, safety-monitoring, or released-model provenance work and are reviewed at least annually. If no documented active purpose remains, the copy is deleted or irreversibly de-identified within 90 days. If an authorized person withdraws model-improvement permission, DigiHoof stops using the copy for new work and removes eligible working copies within 90 days. Withdrawal cannot generally reverse completed training or validation or remove what a released model has already learned.

Account and professional-verification records may be retained while an account is active and afterward when reasonably needed for security, fraud prevention, dispute handling, audit, legal compliance, or enforcement of account eligibility. Applicable deletion requests remain subject to legal and operational retention requirements.

To enforce the one-time five-study allowance and prevent abuse, DigiHoof may retain a persistent pseudonymous trial-subject key and minimal trial-usage ledger after study or account deletion. This record is pseudonymous, not anonymous, and is not used to restore deleted clinical files.

11. Veterinary Records and Client Information

DigiHoof is intended for veterinary and hoof-care workflow use. Users are responsible for complying with professional obligations, client confidentiality duties, record-retention laws, and veterinary medical record rules that apply in their jurisdiction. Do not upload human medical images or human protected health information to DigiHoof.

12. Cookies and Technical Tracking

We may use cookies, local storage, session tokens, analytics events, and similar technologies to keep users signed in, secure accounts, remember preferences, preserve campaign attribution during a browsing session, measure performance, understand feature usage, and operate the platform. Browser controls may allow you to limit some cookies, but certain features may not work without them.

The public website uses Cloudflare Web Analytics for basic traffic and performance measurement. DigiHoof also records a small set of fixed website funnel events, such as a signup click or tutorial start, without placing a name, email address, horse or owner information, DICOM data, or free text in the event. These events use fixed workflow, intent, and page-location labels.

Prospecting emails do not use open-tracking pixels. When a later message contains a DigiHoof product link, the link uses an opaque random token. The DigiHoof click service records the first and most recent link-fetch time and a fetch count, then redirects to the DigiHoof page with campaign labels and an opaque contact reference. The click-event record does not store the recipient's name or email address, IP address, or browser user agent. Because automated mail-security systems may fetch links, a recorded fetch is not treated as proof that a person opened or read the message.

If you separately opt in during signup, we may use your email address to send product news, veterinary measurement education, and offers. Marketing consent is optional, is not required to create an account, and may be withdrawn. Every marketing email includes a one-click unsubscribe. Unsubscribes, spam complaints, hard bounces, delivery blocks, and manual removal requests are recorded on a global suppression list so that the address remains blocked across future marketing systems and is not silently re-added later. Service, security, billing, retention, and clinical workflow notices are separate and may still be sent when needed to operate your account.

13. International Data Processing

DigiHoof is operated from the United States. Information may be processed outside your state, province, or country, where privacy laws may differ.

14. Privacy Rights

Depending on your location, you may have rights to request access, correction, deletion, portability, restriction, objection, or information about certain processing activities. We will respond to applicable privacy requests as required by law. We may need to verify your identity and authority before fulfilling a request, especially when the request involves clinic records or another user's account.

15. Legal Disclosures

We may disclose information if we believe in good faith that disclosure is required by law, subpoena, court order, legal process, regulatory request, professional obligation, or to protect the rights, property, safety, security, or integrity of DigiScan LLC, DigiHoof, users, patients, clients, or others.

16. Business Transfers

If DigiScan LLC or DigiHoof is involved in a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar transaction, information may be transferred or disclosed as part of that transaction, subject to appropriate confidentiality or privacy protections where reasonably available.

17. Changes to This Policy

We may update this Privacy Policy from time to time. DigiHoof records acceptance of the exact policy version presented to an authenticated user. A user is not asked to accept the same version at every login, but must review and accept a new version before a later upload when the policy changes. Acceptance of this service policy does not count as choosing Yes for optional model improvement.

18. Contact

For privacy inquiries, contact us at support@digihoof.com or visit our support page.