Privacy Policy

Fantastic Beasts Veterinary Services is committed to providing exceptional care for your pet while embracing innovative technologies that enhance our ability to serve you. This document explains our use of artificial intelligence (AI) technology in our practice and outlines your rights and options regarding this technology.
 
What is Otto AI and How We Use It
We utilize “Otto,” an artificial intelligence platform specifically designed for veterinary practices. Otto assists our team in the following ways:
  • Two-Way Client Communication: Otto helps facilitate efficient communication between you and our practice, including answering routine questions and scheduling matters.
  • Appointment Reminders: Automated reminders for scheduled appointments, vaccinations, and follow-up care.
  • Consent Documents: Generation and management of routine consent forms and documentation.
  • Clinical Scribe Functions: Otto assists our veterinarians by documenting visit notes and medical records during appointments, allowing our veterinarians to focus more attention on examining and caring for your pet.
Important: Otto is a tool that assists our veterinary team. It is not a substitute for professional veterinary judgment, diagnosis, or treatment decisions. All medical decisions are made by our licensed veterinarians based on their clinical expertise and examination of your pet.
 
Benefits of Otto AI Technology
The use of Otto provides several benefits to our practice and clients:
  • Enhanced Communication: Faster response times to routine inquiries and improved accessibility for non-urgent matters.
  • Improved Documentation: More comprehensive and consistent medical records, which can improve continuity of care.
  • Reduced Administrative Burden: By automating routine tasks, our team can dedicate more time to direct patient care and complex medical cases.
  • Better Preventive Care: Automated reminders help ensure your pet doesn’t miss important vaccinations or follow-up appointments.
  • Increased Face-to-Face Time: When our veterinarians spend less time typing notes, they can spend more time examining your pet and discussing your concerns.
 
Limitations and Potential Risks
While we believe Otto enhances our practice, it is important that you understand its limitations:
  • AI is Not a Veterinarian: Otto cannot diagnose conditions, prescribe treatments, or make medical judgments. These responsibilities remain solely with our licensed veterinarians.
  • Technology Limitations: Like all technology, Otto may occasionally experience errors, misinterpretations, or technical issues. Our team reviews all AI-generated content and communications.
  • Communication Nuances: AI may not fully capture the nuances of complex or emotional situations. If you have urgent concerns or complex questions, please request to speak directly with a veterinarian or team member.
  • Data Security: While we use secure systems that comply with privacy regulations, any technology involving data storage carries some inherent privacy considerations (see Section 5 below).
 
Your Consent and Right to Opt Out
We require your express consent before using Otto AI technology in connection with your pet’s care. You have the absolute right to decline the use of AI technology, and your decision will not affect the quality or standard of care your pet receives.
If you choose to opt out of AI technology:
  • All communications will be handled directly by our human staff members.
  • Appointment reminders will be provided through traditional methods (phone calls or manual emails).
  • Consent forms will be provided in traditional paper or manual electronic format.
  • Medical records will be documented manually by your veterinarian without AI assistance.
  • You will receive the same quality of medical care, examination thoroughness, and treatment options as clients who consent to AI use.
You may change your decision at any time by notifying our practice in writing or verbally. Your preference will be documented in your pet’s medical record.
 
Privacy and Data Protection
Fantastic Beasts Veterinary Services Nanaimo takes your privacy seriously and complies with all applicable British Columbia privacy legislation, including the Personal Information Protection Act (PIPA), as well as professional standards established by the College of Veterinarians of British Columbia (CVBC).
When you consent to the use of Otto AI:
  • Your pet’s medical information and your personal information may be processed by the Otto AI system to provide the services described in this document.
  • All data is stored securely and in compliance with PIPA requirements for the collection, use, and disclosure of personal information.
  • Otto AI is a third-party service provider, and we have ensured appropriate contractual safeguards are in place to protect your information.
  • Your information will only be used for purposes related to your pet’s veterinary care and practice operations, and will not be sold or used for unrelated marketing purposes.
  • You have the right to access, correct, or request deletion of your personal information in accordance with PIPA, subject to legal and professional record-keeping requirements.
 
Professional Standards and Oversight
Our use of AI technology is conducted in full compliance with the standards and regulations established by the College of Veterinarians of British Columbia (CVBC). All veterinary medical decisions, diagnoses, and treatments are made by licensed veterinarians in accordance with CVBC practice standards. Otto serves only as an administrative and documentation tool to support, not replace, professional veterinary judgment.
Our veterinarians maintain full responsibility and oversight for:
  • All medical assessments and diagnoses
  • Treatment plans and prescriptions
  • Review and accuracy of all AI-generated medical records
  • Final approval of all communications involving medical advice or recommendations
 
Questions and Concerns
We encourage you to ask questions about our use of AI technology. If you have any concerns about:
  • How Otto AI works or is used in your pet’s care
  • The security and privacy of your information
  • Whether to consent or opt out of AI technology
  • Any aspect of your pet’s care