How we use AI.

1. Introduction

Kleintierpraxis Cremlingen uses AI systems to support its veterinary work. With this statement we provide transparent information about which systems are used, for what purposes they are used and how we ensure human oversight as well as the protection of personal data.

This statement takes into account the requirements of Regulation (EU) 2024/1689 (AI Regulation, EU AI Act). The key point is this: all AI-supported processes in our practice serve exclusively to support our veterinary work. The final diagnosis and treatment decision always rests with a licensed veterinarian.

2. Responsible entity

Kleintierpraxis Cremlingen
Im Moorbusche 100
38162 Cremlingen

Phone: +49 5306 572 28 41
E-mail:
Owner: Dr Katja Häusler, veterinarian

VAT identification number: DE325632205. Supervision is carried out by the Lower Saxony Veterinary Chamber.

The person responsible for data protection is Dr Katja Häusler. No separate data protection officer has been appointed.

3. The practice's role under the AI Regulation

Kleintierpraxis Cremlingen acts exclusively as a deployer of AI systems from external providers. We do not develop our own AI systems and do not carry out any independent training or adaptation measures that would make us a provider within the meaning of the AI Regulation.

4. Overview of the AI systems used

• Vetpraxis – practice management with AI functions, provider: Vetpraxis GmbH (Germany), risk class: limited risk
• IDEXX Imagyst – laboratory diagnostics (parasitology/cytology), provider: IDEXX GmbH (Germany), risk class: limited risk
• ChatGPT, Claude – editorial content (texts), provider: OpenAI / Anthropic, risk class: limited risk
• Google Gemini – AI image generation (symbolic and illustrative images), provider: Google, risk class: limited risk
• Machine translation – English-language version of this website, risk class: limited risk

The AI Regulation primarily addresses risks to the health, safety and fundamental rights of natural persons. The diagnostic AI systems used in our practice serve veterinary medicine and therefore do not constitute high-risk AI within the meaning of Annex III of the AI Regulation.

5. Detailed description of the AI systems used

5.1 Vetpraxis – practice management software

Provider: Vetpraxis GmbH, Germany. A data processing agreement is in place. The data is stored exclusively within the EU.

Functions:

• Recording and structuring of treatment data
• AI-supported evaluation of diagnostic imaging (X-ray, ultrasound) and laboratory findings
• Profitability analysis based on patient and service data

Data processed:

• Animal and treatment data (species, breed, age, medical history, diagnoses, treatments)
• Personal customer data (name, address, contact details, billing)
• Employee-related performance and activity data

Human oversight: all AI-supported diagnostic suggestions are reviewed without exception by a licensed veterinarian before they feed into a diagnosis or treatment decision.

Legal bases: Art. 6(1)(b) GDPR (performance of a contract) and Art. 6(1)(f) GDPR (legitimate interest).

Storage period: at least 3 years in accordance with professional regulations, 10 years under tax and commercial law provisions.

5.2 IDEXX Imagyst – AI-supported laboratory diagnostics

Provider: IDEXX GmbH, Ludwigsburg, Germany. A data processing agreement is in place. The data is stored on IDEXX servers within the EU.

How it works: the system digitises microscopic samples and evaluates them using AI. The focus is on parasite detection in faecal samples and the cytological evaluation of urine and tissue samples.

Data processed:

• Sample data of patient animals (species, sample type, image data)
• Order-related identifiers (animal ID, order number)

Human oversight: every AI finding generated by IDEXX Imagyst is professionally reviewed and approved by a veterinarian before the final report is issued.

Storage period: at least 3 years in accordance with professional regulations, 10 years under tax and commercial law provisions.

5.3 Generative AI – editorial content

Tools used: ChatGPT (OpenAI), Claude (Anthropic) and Google Gemini (Google) for image generation.

Purpose: support in creating editorial content for the website, social media and patient information (texts, graphics, visualisations). The symbolic and illustrative images on this website, for example in the guide articles and on individual service pages (e.g. veterinary dentistry and end-of-life care). Were generated with Google Gemini (model "gemini-2.5-flash-image"). They are labelled as AI-generated directly at the image (e.g. "This image was created with artificial intelligence." or "Symbolic image · created with AI"). These are schematic or symbolic depictions, not photos of real patients.

No personal data: ChatGPT and Claude are used in our practice exclusively for general editorial and creative purposes. As a matter of principle, no personal data of pet owners, patient data, employee data or other sensitive information is entered into these systems. A data processing agreement is therefore not required. This is governed by binding internal rules and is part of the staff training.

Human oversight: all content generated by generative AI is editorially reviewed, professionally validated and approved by the team of Kleintierpraxis Cremlingen before publication.

Labelling of AI-generated content (Art. 50 AI Regulation): content with substantial AI-generated components is labelled. AI tools that merely provide support (such as a spell checker) are not subject to a separate labelling obligation.

5.4 Machine translation – English website version

Purpose: the English-language version of this website is produced with the help of machine, AI-assisted translation, in order to make access easier for international pet owners.

The German original is always authoritative and legally binding; in the event of discrepancies or translation errors, the German text applies. The language switch in the navigation is labelled accordingly as "machine translation".

No personal data: only the public website texts are used for translation, no patient, customer or staff data.

6. AI literacy under Art. 4 of the AI Regulation

Since 2 February 2025, deployers have been obliged to ensure an adequate level of AI literacy. Kleintierpraxis Cremlingen meets this requirement through:

• Regular internal training for all employees
• Binding rules requiring a final veterinary review of all AI suggestions
• Clear data protection rules, in particular the prohibition on entering personal data into generative AI tools
• Ongoing monitoring of guidance from the Federal Network Agency and the competent veterinary chamber

7. Rights of data subjects

Where personal data is processed, data subjects have the following rights:

• Right of access (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure (Art. 17 GDPR), where no retention obligations apply
• Right to restriction of processing (Art. 18 GDPR)
• Right to data portability (Art. 20 GDPR)
• Right to object (Art. 21 GDPR)
• Right to lodge a complaint with a supervisory authority (Art. 77 GDPR), in particular with the State Commissioner for Data Protection of Lower Saxony

Under Art. 26(11) of the AI Regulation there is also the right to a clear explanation of decisions made by high-risk AI systems. Kleintierpraxis Cremlingen does not currently use any high-risk AI systems.

8. Handling of incidents

In the event of serious incidents or malfunctions affecting patient care, data protection or fundamental rights, the practice will:

• immediately suspend or restrict the affected system,
• inform the provider and request a root cause analysis,
• review any reporting obligations to supervisory authorities,
• inform affected persons where necessary.

9. Updates to this statement

This transparency statement is reviewed regularly and updated in the event of significant changes. The current version is available at kleintierpraxis-cremlingen.de.

10. Contact for questions

In writing: Kleintierpraxis Cremlingen, Im Moorbusche 100, 38162 Cremlingen
Phone: +49 5306 572 28 41
E-mail:

Statement signed on 28 April 2026, Dr Katja Häusler (owner).