This Notice describes how Maxly may use and disclose Protected Health Information (PHI).

Last reviewed: January 28, 2026
Owner: Privacy/Security Officer (CEO)
Contact: hello@maxly.vet / privacy@maxly.vet

1. Purpose

This Notice describes how Maxly may use and disclose Protected Health Information (PHI) when we act as a Business Associate to veterinary providers ("Subscribers") who use our Platform. It also describes individuals' rights regarding their PHI.

HIPAA requires covered entities (and, where applicable, business associates) to provide a Notice of Privacy Practices. While HIPAA traditionally applies to human healthcare, Maxly voluntarily adopts these standards to ensure the highest level of data protection for veterinary practices. This Notice may be posted on our website (https://maxly.vet) and provided to Subscribers and, where appropriate, to clients whose animal patient information is processed through the Platform.

Maxly's Role

Maxly provides an AI-powered clinical documentation platform for veterinary professionals. Veterinary providers (our Subscribers) use the Platform to transcribe and document patient encounters involving animal patients.

When they do so, patient information (PHI) is processed by Maxly on behalf of the provider. We operate under contracts (including Business Associate Agreements) that require us to protect PHI and use it only as permitted.

2. How We May Use and Disclose PHI

We use and disclose PHI only as permitted by our agreements with veterinary providers (covered entities) and by law. Examples include:

To provide the Platform — To transcribe, process, and generate clinical documentation as requested by the provider.
To service providers (subcontractors) — We use vendors (such as cloud hosting, transcription, and AI services) that are bound by Business Associate Agreements or equivalent obligations to protect PHI.
As required by law — Including court orders, subpoenas, or public health reporting requirements.
For health and safety — When necessary to prevent or lessen a serious threat to health or safety, as permitted by applicable law.

We do not use or disclose PHI for marketing or advertising purposes.
We do not sell PHI.

3. Your Rights (Individuals Whose PHI We Process)

If you are a client whose animal patient information is processed through the Maxly Platform by your veterinary provider, you may have rights under applicable privacy laws. Many of these rights are exercised through your veterinary provider, who is the covered entity.

You may also contact us with questions about how we handle PHI.

Your Rights Include:

Right to access — You may request a copy of your PHI that we hold on behalf of your provider. Requests may be directed to your provider or to us. We will work with your provider to fulfill requests as required by law.
Right to amend — You may request corrections or amendments to your PHI. These requests are typically handled by your provider, with our assistance as required.
Right to an accounting of disclosures — You may request a list of certain disclosures of your PHI, as required by applicable law.
Right to request restrictions — You may request restrictions on certain uses or disclosures of your PHI. We will honor restrictions as required by law and our agreements.
Right to request confidential communications — You may request communications by alternative means or at an alternative location. Reasonable requests will be accommodated where feasible.
Right to complain — You may file a complaint with us or with the applicable regulatory authority if you believe your privacy rights have been violated. We will not retaliate against you.

How to Exercise These Rights or Ask Questions

Maxly — Privacy Officer: privacy@maxly.vet or hello@maxly.vet
Your veterinary provider: Contact the practice or provider that uses Maxly for your animal's care.
HHS Office for Civil Rights: https://www.hhs.gov/hipaa/filing-a-complaint

4. Our Legal Duties

We are required by law to:

Maintain the privacy and security of PHI
Provide this Notice and comply with its terms
Notify affected individuals and applicable regulatory authorities following a breach of unsecured PHI, as required by the HIPAA Breach Notification Rule and other applicable laws

We may change this Notice from time to time. If we do, we will post the updated Notice on our website and update the effective date. For material changes, we may also notify Subscribers via email or through the Platform.