Privacy Policy

Steadely is practice-management software for canine rehabilitation and hydrotherapy businesses. This policy explains what it collects, why, and what you can ask us to do about it.

Who is responsible for your information

Steadely is operated by James Anthony Neal trading as Steadely (ABN 57 906 374 934).

There are two different relationships here, and which one applies to you changes who is answerable for your information.

• If you are a client of a clinic — the clinic decides what is recorded about you and your dog. The clinic is the data controller; Steadely processes that information on the clinic's instructions. Requests about your records are best made to your clinic, who can action them directly in the app.
• If you are a clinic or therapist — Steadely is the controller for your own account details, and a processor for the clinical records you enter. Under UK and EU data protection law this relationship requires a written data processing agreement; email support@steadely.app and we will provide one.

What we collect

• Account details — name, email address, and the account identifier issued at sign-up.
• Clinic details — clinic name, phone, email, address, and logo.
• Client contact details — name, email address and phone number, entered by the clinic.
• Records about dogs — name, breed, weight, date of birth, diagnosis, treatment sessions, measurements, exercise programmes, goals, medical history, uploaded documents and photographs, form answers and signatures.
• Voice recordings — only when a therapist uses AI-assisted session capture. See below.
• Expense records — amounts and receipt images submitted by staff for reimbursement.
• Device identifier — a push notification token, if you enable notifications, so a notification can be addressed to your device.

Clinical records in Steadely describe animals, not people. They are not health information about you.

What we do not do

There is no advertising, no analytics and no tracking anywhere in Steadely. We do not sell or share your information with data brokers, we do not build profiles, and we do not use your clinical records to train AI models. No third-party tracking SDK is present in the application.

How recordings and transcripts are handled

Voice recordings are sent for transcription and then deleted — whether the transcription succeeded or failed — and are never retained. The resulting text is used to prepare a draft clinical record, which a therapist must review, edit and explicitly save. Nothing the AI produces is saved automatically, and fields it inferred are marked as needing confirmation. The AI assists the therapist; it does not make clinical decisions.

Why we are allowed to process it

For clinics and therapists, processing is necessary to perform our contract with you. For clients of a clinic, the clinic determines its own basis — normally the contract for your dog's care, and its legitimate interest in keeping accurate treatment records. Where we rely on your consent — microphone access, notifications, camera and photo access — you can withdraw it at any time in your device settings without losing access to the rest of the app.

Who else processes it

Steadely relies on a small number of service providers. Each processes information only to provide its service to us:

• Supabase — database, authentication and file storage, hosted on AWS in Tokyo, Japan.
• Vercel — application hosting.
• OpenAI (United States) — transcription of voice recordings, only when session capture is used.
• Anthropic (United States) — drafting clinical text from a transcript, only when session capture is used.
• Resend — sending invitations, session reports and forms by email.
• Apple and Google — delivering push notifications, if enabled.
• Xero or QuickBooks — only if your clinic connects its own accounting organisation.

Where your information goes

Information is stored in Japan and, for the AI features only, processed in the United States. If you are in the United Kingdom: Japan is covered by a UK adequacy decision, and transfers to our United States providers are made under the UK Extension to the EU–US Data Privacy Framework or, where a provider is not certified, standard contractual clauses with the UK Addendum. If you are in Australia, we take reasonable steps under Australian Privacy Principle 8 to ensure these providers handle your information consistently with the Australian Privacy Principles.

How long we keep it

While your account is open, your records are kept so the clinic can provide continuing care — clinical histories are only useful across years. When an account is deleted from within the app, the associated records are permanently deleted after 30 days. That window exists so an accidental deletion can be reversed; after it, deletion is irreversible and we cannot recover the data. Voice recordings are the exception and are deleted within minutes, as described above.

A clinic may have its own professional or legal obligation to retain treatment records for longer. That obligation is the clinic's, and it may keep its own copies outside Steadely.

Your rights

You can ask us to give you a copy of your information, correct it, delete it, restrict or object to how it is used, or provide it in a portable form. You can delete your account and its data yourself at any time from Settings in the app.

To make a request, email support@steadely.app. We respond within 30 days. If you are a client of a clinic, we will usually need to pass your request to that clinic, since the records are theirs.

If you are unhappy with our response, you can complain to your data protection regulator: the Information Commissioner's Office in the United Kingdom, or the Office of the Australian Information Commissioner in Australia. Residents of some United States states have similar rights under their own state privacy laws; the same address above reaches us.

Keeping it secure

Information is encrypted in transit and at rest. Access is enforced at the database level, so a clinic can only ever read its own records and a client only their own — this is not merely hidden in the interface. Uploaded files are held in private storage and reached only through short-lived links. No security is absolute, but we do not rely on the app's screens to keep your data separate from anyone else's.

Children

Steadely is a professional tool for rehabilitation businesses and is not intended for or directed at children. We do not knowingly collect information from anyone under 16.

Changes

If this policy changes materially we will update the date at the top of this page and notify clinic account holders by email before the change takes effect.

Contact

Privacy questions and data requests: support@steadely.app.