Terms and Conditions

Last Updated: January 16, 2026

Agreement to Terms

By accessing or using DigiVet ("Service"), you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, do not use the Service.

1. Definitions

  • "Service" refers to the DigiVet veterinary practice management platform
  • "User," "you," "your" refers to the individual or entity using the Service
  • "Team" refers to a veterinary practice or clinic using the Service
  • "Content" refers to all data, information, and materials on the Service
  • "Account" refers to your registered user account

2. Account Registration and Eligibility

2.1 Eligibility

You must:

  • Be at least 18 years old
  • Be a licensed veterinary professional or authorized staff member
  • Provide accurate and complete registration information
  • Maintain the security of your account credentials

2.2 Account Creation

When you register:

  • A team is automatically created for your practice
  • You are responsible for all activity under your account
  • You must notify us immediately of any unauthorized access
  • You may not share your account credentials

2.3 Team Management

  • You may invite team members to your practice
  • You control team member access and permissions
  • You are responsible for team member actions
  • You may remove team members at any time

3. Subscription and Billing

3.1 Subscription Plans

DigiVet offers various subscription tiers:

  • Free trial period
  • Monthly or annual subscription plans
  • Pricing available at digivet.io/pricing

3.2 Payment Terms

  • Subscriptions are billed in advance
  • You authorize recurring charges to your payment method
  • Prices are subject to change with 30 days notice
  • All fees are non-refundable except as required by law

3.3 Free Trial

If you start with a free trial:

  • Trial period is specified at signup
  • You do not require a credit card for trial signup

3.4 Cancellation

  • You may cancel your subscription at any time
  • You retain access to the Service until the end of your current billing period
  • Cancellation takes effect at the end of the current billing period
  • No refunds for partial periods
  • After your subscription expires, you may request a data export

3.5 Non-Payment

If payment fails:

  • We will attempt to contact you
  • Your access may be suspended after 15 days
  • Your account may be terminated after 30 days
  • Deleted data cannot be recovered

4. Use of the Service

4.1 Permitted Use

You may use DigiVet to:

  • Manage veterinary practice operations
  • Create and maintain client and patient records
  • Generate invoices and track payments
  • Manage inventory and stock
  • Record medical notes using SOAP format
  • Use voice-to-sale features for hands-free data entry

4.2 Prohibited Use

You may NOT:

  • Violate any laws or regulations
  • Use the Service for unauthorized purposes
  • Access other teams' data without permission
  • Reverse engineer or decompile the Service
  • Interfere with Service operation or security
  • Upload malware, viruses, or harmful code
  • Use the Service to spam or harass
  • Scrape or extract data using automated tools
  • Resell or redistribute the Service

4.3 Voice Recording Consent

By using voice features:

  • You consent to recording your voice
  • Recordings are processed by AI Agents
  • Voice transcript data is retained for system improvement and training

4.4 AI Features

AI-powered features use third-party services:

  • AI responses may not always be accurate - verify important information
  • You are responsible for reviewing AI-generated content before use

5. Data and Privacy

5.1 Your Data Ownership

  • You retain ownership of all data you input
  • We do not claim ownership of your client, patient, or medical records
  • You grant us a license to process your data to provide the Service

5.2 Data Security

We implement security measures including:

  • Multi-tenant data isolation (team-scoped access)
  • Encryption in transit and at rest
  • Regular security audits
  • Access controls and authentication

See our Privacy Policy for complete details.

5.3 Data Backup

  • We perform regular automated backups
  • You are responsible for maintaining your own backups
  • We are not liable for data loss except as required by law

5.4 Data Export

You may export your data at any time:

  • Client and patient records
  • Sales and transaction history
  • Medical records
  • Export formats: CSV, PDF (where applicable)

5.5 Data Retention After Termination

  • When you cancel, you retain access until the end of your paid subscription period
  • After your subscription expires, access to the Service is revoked
  • Your data is retained for 30 days after expiration to allow for reactivation
  • During this 30-day period, you may request a complete data export
  • After 30 days, all data is permanently deleted unless you reactivate your subscription
  • We recommend exporting your data before your subscription expires

6. Multi-Tenancy and Team Scoping

6.1 Data Isolation

  • All data is scoped to your team (practice)
  • Team members can only access their team's data
  • You cannot access other teams' data
  • We implement technical safeguards to ensure isolation

6.2 Team Member Roles

  • Administrators can manage team settings and members
  • Regular users have access based on assigned permissions
  • You control which team members can access specific features

7. Third-Party Integrations

7.1 External Services

DigiVet integrates with:

  • Payment processors
  • Account software integrations

7.2 Your Responsibility

When using integrations:

  • Third-party terms and privacy policies apply
  • We are not responsible for third-party service failures
  • Verify credentials before connecting accounts

8. Intellectual Property

8.1 Our IP

DigiVet owns all rights to:

  • The Service platform and software
  • Trademarks, logos, and branding
  • User interface and design
  • Proprietary algorithms and code

8.2 Your IP

You retain all rights to:

  • Your practice data and client records
  • Medical notes and assessments
  • Your practice's branding and materials

8.3 License Grant

You grant us a limited license to:

  • Use your data to provide the Service
  • Display your data in the interface
  • Process data through AI services as instructed
  • Store and backup your data

9. Warranties and Disclaimers

9.1 Service Availability

We strive to provide:

  • 99.9% uptime (excluding scheduled maintenance)
  • Prompt customer support
  • Regular updates and improvements

9.2 Disclaimer

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES:

  • We do not guarantee uninterrupted or error-free operation
  • We do not warrant that the Service meets all your requirements
  • We do not guarantee AI accuracy or completeness
  • You use the Service at your own risk

9.3 Professional Responsibility

  • DigiVet is a practice management tool, not a substitute for professional judgment
  • You are responsible for all veterinary medical decisions
  • Verify all AI-generated content before using clinically
  • Maintain professional standards and regulatory compliance

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

10.1 No Indirect Damages

We are not liable for:

  • Lost profits or revenue
  • Lost data (beyond our backup efforts)
  • Business interruption
  • Indirect, incidental, or consequential damages

10.2 Exceptions

Limitations do not apply to:

  • Violations that cannot be limited by law

11. Indemnification

You agree to indemnify and hold harmless DigiVet from:

  • Your violation of these Terms
  • Your violation of laws or regulations
  • Your infringement of third-party rights
  • Claims arising from your use of the Service
  • Actions of your team members

12. Termination

12.1 By You

You may terminate by:

12.2 By Us

We may terminate or suspend your account if:

  • You violate these Terms
  • You fail to pay subscription fees
  • You engage in fraudulent activity
  • Required by law

12.3 Effect of Termination

Upon termination:

  • If you cancel, you retain access until the end of your paid period
  • After your subscription expires, access to the Service is revoked
  • Your data is retained for 30 days after expiration (you may request an export during this period)
  • After 30 days, all data is permanently deleted
  • Outstanding fees remain due and payable

13. Modifications to Service and Terms

13.1 Service Changes

We may:

  • Add, modify, or remove features
  • Update the user interface
  • Change pricing with 30 days notice

13.2 Terms Changes

We may update these Terms:

  • Changes will be posted with a new "Last Updated" date
  • Continued use after changes constitutes acceptance
  • Material changes will be notified via email

14. Governing Law and Disputes

14.1 Governing Law

These Terms are governed by the laws of the Republic of South Africa, without regard to conflict of law principles. By using the Service, you consent to the jurisdiction of South African courts for any disputes arising from these Terms.

14.2 Dispute Resolution

Informal Resolution:

  • Contact us first at [email protected]
  • We will attempt to resolve disputes amicably within 30 days

15. Compliance and Regulatory

15.1 Veterinary Regulations

You are responsible for:

  • Complying with veterinary practice regulations
  • Maintaining required licenses
  • Following professional standards
  • Meeting record-keeping requirements

15.2 Data Protection

We comply with:

  • GDPR (European users)
  • CCPA (California users)
  • POPIA (South African users)
  • Other applicable data protection laws

15.3 Financial Compliance

For accounting and banking features:

  • We do not provide financial advice
  • You are responsible for tax reporting
  • Comply with anti-money laundering regulations

16. Force Majeure

We are not liable for delays or failures caused by:

  • Natural disasters
  • War, terrorism, or civil unrest
  • Government actions
  • Internet or infrastructure failures
  • Pandemics or health emergencies
  • Other events beyond our reasonable control

17. Miscellaneous

17.1 Entire Agreement

These Terms constitute the entire agreement between you and DigiVet regarding the Service.

17.2 Severability

If any provision is found unenforceable, the remaining provisions remain in effect.

17.3 No Waiver

Failure to enforce any provision does not waive our right to enforce it later.

17.4 Assignment

You may not assign these Terms without our consent. We may assign our rights and obligations.

17.5 Notices

Legal notices will be sent to:

  • Your account email address
  • Posted on the Service

17.6 Feedback

If you provide suggestions or feedback:

  • We may use it without obligation to you
  • You grant us a perpetual, royalty-free license to use feedback

18. Contact Information

For questions about these Terms:

Support: [email protected]
Website: https://digivet.io

19. Specific Feature Terms

19.1 Voice-to-Sale AI System

  • Voice recordings are processed by AI Agents
  • You consent to recording and transcription
  • Verify all voice-generated data before finalizing sales
  • Voice transcription data is used to improve system performance and accuracy

19.2 Product & Inventory Management

  • Stock levels are managed automatically upon sale finalization
  • You are responsible for verifying stock accuracy
  • Price calculations are estimates - verify before client billing

19.3 Medical Records (SOAP Notes)

  • Records follow SOAP format (Subjective, Objective, Assessment, Plan)
  • You are responsible for medical record accuracy and completeness
  • Comply with veterinary record-keeping regulations
  • Records are retained according to professional standards

19.4 Co-Owner System (Split Billing)

  • Split invoices are generated automatically for patients with multiple owners
  • You are responsible for verifying split percentages
  • Payment allocation is your professional responsibility

20. Acknowledgment

BY USING DIGIVET, YOU ACKNOWLEDGE THAT:

  • You have read and understood these Terms
  • You agree to be bound by these Terms
  • You have authority to agree on behalf of your practice/team
  • You understand the limitations and disclaimers

If you do not agree to these Terms, do not use the Service.

For enterprise agreements or custom terms, contact us at [email protected].