Terms of Service

These terms govern the relationship between [LEGAL ENTITY NAME], a [ENTITY TYPE AND STATE OF FORMATION] (the "Provider"), and the veterinary practice that subscribes to the E-Vet practice management software together with the individuals who access it on the practice's behalf (the "Customer"). Anyone who accesses or uses the service accepts these terms.

• Address: [REGISTERED MAILING ADDRESS]
• Contact: [GENERAL CONTACT EMAIL]

E-Vet is browser-based practice management software. It covers appointment scheduling, client and patient records, examination notes, vaccination schedules, laboratory requests, prescriptions, inpatient tracking, inventory, invoicing and reporting. It is a tool that helps a clinical team keep records. It is not the practice of veterinary medicine.

The Provider may develop, change or retire modules. Changes that materially affect how the service is used are announced a reasonable time in advance.

• Accounts are individual. Credentials must not be shared, and every staff member needs their own login. The audit trail is recorded per account, so a shared login makes accountability impossible.
• The Customer provisions its own staff accounts, assigns the correct roles, and deprovisions accounts promptly when someone's employment or engagement ends.
• The Customer is responsible for everything done under its accounts, and must notify the Provider without delay if it suspects unauthorized access.
• The Customer is the party that collects client information and is responsible for giving clients any notice and obtaining any consent the law requires — including prior express consent before any text message reminder is sent.

The Customer agrees not to:

• Use the service in violation of applicable law or the rights of others.
• Attempt to reach records it is not authorized to see, or to circumvent access controls.
• Overload the service with automated tooling, reverse engineer it, or copy its source code without permission.
• Upload personal information without a lawful basis for doing so.
• Introduce malicious code or otherwise threaten the integrity of the service.
• Send text messages through the service to anyone who has not given prior express consent, or who has opted out.

The AI assistant in the software reads and writes clinical records in response to a user's instruction: it books appointments, records vaccinations, updates patient information. The assistant gives no veterinary medical advice, makes no diagnosis, and recommends no dose or treatment.

Diagnosis, treatment selection, drug choice, dosing and every other clinical decision rest exclusively with the licensed veterinarian's professional judgment and professional responsibility. Nothing the assistant produces substitutes for that judgment, and none of it should be relied on without verification.

The assistant can create or update a record incorrectly. Every action it takes is therefore surfaced in the interface, and checking that a record is correct is the Customer's responsibility. The Provider is not responsible for clinical decisions made in reliance on the assistant's output.

The Customer's data belongs to the Customer, and the Customer remains the custodian of its veterinary records for all purposes under applicable state veterinary practice acts — including responding to a client's request for records and meeting minimum retention requirements. The Provider processes that data only to deliver the service.

Client, patient, appointment, vaccination and invoice records can be exported from the dashboard in CSV format at any time. Backup frequency and retention: [BACKUP POLICY]. The Customer is encouraged to keep its own export cadence rather than relying solely on the Provider.

How personal information is handled is described in the Privacy Policy.

Fees, billing period, price changes and refund conditions: [FEES AND BILLING TERMS] · [REFUND POLICY]. Unpaid fees may lead to suspension of the service after reasonable advance notice. Taxes: Sales tax and VAT are calculated and remitted by the payment processor acting as merchant of record.

The Provider does not promise that the service will run without interruption or error. Downtime can result from maintenance, updates, infrastructure provider failures or force majeure. Planned maintenance is announced in advance where possible. Any committed service level: No specific uptime percentage is committed at this time. The Service is provided on a commercially reasonable efforts basis.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, OR ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. Some states do not allow the exclusion of certain implied warranties, so parts of this exclusion may not apply.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE PROVIDER IS NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST BUSINESS, LOST GOODWILL OR LOST DATA, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE PROVIDER'S TOTAL AGGREGATE LIABILITY UNDER THESE TERMS IS LIMITED TO [LIMITATION OF LIABILITY].

These limits do not apply to the Provider's gross negligence or willful misconduct, or to any liability that cannot be limited or excluded under applicable law. Liability arising from the practice of veterinary medicine rests entirely with the Customer and the treating veterinarian.

The Customer will defend, indemnify and hold the Provider harmless from third-party claims, damages, losses and reasonable legal costs arising out of: the Customer's use of the service in breach of these terms or of law; the veterinary care the Customer provides; the content the Customer uploads and its right to upload it; the Customer's failure to obtain required consents, including consent for text messages; and any claim brought by the Customer's own clients or staff in connection with the Customer's records or practices.

The Provider will notify the Customer promptly of any such claim and will not settle it without the Customer's consent.

All rights in the software, its source code, interface design, trademarks and content belong to the Provider. The Customer receives a non-exclusive, non-transferable right to use the service for as long as it complies with these terms. Data the Customer enters is not covered by this grant and remains the Customer's.

• The Customer may terminate at any time, and should export its data beforehand.
• The Provider may suspend or terminate an account for material breach of these terms, non-payment, or unlawful use. Except in an urgent security situation, notice is given first.
• After termination, data stays available for export for [POST-TERMINATION EXPORT WINDOW]; after that it is deleted, except where a retention obligation requires it to be kept. The Customer is responsible for retaining its own veterinary records for the period its state requires.

These terms may be updated. The current version is published on this page, and material changes are notified a reasonable time before they take effect. Continuing to use the service after that notice means the changes are accepted.

These terms are governed by the laws of the State of [GOVERNING LAW], without regard to its conflict of laws rules. The exclusive venue for any dispute is [VENUE FOR DISPUTES], and both parties consent to the personal jurisdiction of those courts.

[DISPUTE RESOLUTION MECHANISM]

Whether to require binding arbitration, and whether to include a class-action waiver or a jury trial waiver, is a deliberate commercial and legal decision that has not been made here. It is left open for counsel to decide, together with the arbitration forum and rules, who bears the fees, and whether a small-claims carve-out or opt-out right applies. This section must not be published in its current state.

If any provision is held unenforceable, the rest stays in effect. Failure to enforce a provision is not a waiver of it. The Customer may not assign these terms without the Provider's consent; the Provider may assign them in connection with a merger or sale of assets. These terms, together with the Privacy Policy and any data processing agreement the parties sign, are the entire agreement between them regarding the service.

Questions about these terms: [GENERAL CONTACT EMAIL] · [REGISTERED MAILING ADDRESS]