Terms of Use
The short version. VetSOAP helps veterinary professionals record visits and write notes. You own your records. AI output can be wrong, so a qualified professional must review it before relying on it. We do not train AI models on your content. Our Privacy Policy explains how data is handled, and the app asks for your separate permission before any AI processing starts.
1. About VetSOAP and this agreement
VetSOAP LLC ("VetSOAP," "we," or "us") provides a platform that helps veterinary practices record consultations, prepare clinical documentation, and communicate information about animal care. These Terms govern access to and use of our mobile and web applications and related services (the "Services"). Contact us at help@vetsoap.ai or through Contact Support in the app.
The Services are for users aged 18 or older who are veterinarians or authorized members of a veterinary practice's clinical or administrative team, such as technicians, assistants, or practice administrators. Each user must act within their qualifications, assigned duties, and the practice's authorization. Access to VetSOAP does not by itself authorize anyone to diagnose, prescribe, or perform work the law reserves for licensed professionals.
A professional may accept these Terms in their own name, or a clinic or organization may accept through an authorized representative. If you accept on behalf of a clinic or organization, you confirm you have authority to bind it. Being allowed to use a clinic's account or records does not by itself give you authority to contract for it.
Our Privacy Policy governs data handling. Accepting these Terms does not replace the separate permission the app requests before AI processing.
Mailing address: VetSOAP LLC, 14701 Cumberland Rd #170, Noblesville, IN 46060, USA.
2. Accounts and authorized use
Provide accurate account and professional information and keep it current. Credentials are personal. Do not share them, and report suspected unauthorized access promptly. Anyone who sets up access for another user must have the authority to do so.
Clinics and organizations are responsible for authorizing their staff and for keeping that authorization appropriate to each person's role, including removing access when a role or relationship ends. Users may access, submit, or share only records they are authorized to handle. Being on a clinic's team does not give unlimited access to every record or permission to disclose it.
Do not use the Services for unlawful or fraudulent activity; to harass, threaten, or defame anyone; to infringe others' rights; to access records without authority; to compromise security; to distribute malicious software; or to create intentionally misleading clinical records. Do not create or use another account, or act through another person, to get around a suspension or restriction we have imposed. We may apply reasonable controls to prevent misuse.
3. Documentation assistance and professional review
VetSOAP helps with recording and transcription, SOAP notes, document summaries, email drafts, and recorded phone calls. Available features depend on your plan and service availability.
AI output can omit or misinterpret information and can include inaccurate or fabricated statements. Before relying on it, finalizing a clinical record, or sending it to anyone, the responsible user must review it against the source recording or document and correct it as needed. Anything that requires clinical judgment must be reviewed by an appropriately qualified veterinary professional.
VetSOAP does not replace veterinary judgment and does not diagnose, prescribe, or decide treatment. The practice and its professionals remain responsible for clinical decisions, required notices, and professional recordkeeping. This does not remove VetSOAP's own privacy, security, or contractual obligations.
4. AI processing permission and service providers
Before AI features turn on, the app shows an AI Processing and Data Sharing notice that identifies the data sent, its purpose, and the providers involved, and asks for your express permission. You may decline and still view existing records while your account and plan allow it. New recordings and other AI features require permission.
You can review or withdraw your choice in your profile's privacy settings on mobile or web, or contact us for a broader request. Withdrawing stops new AI requests; it does not undo processing already done or delete information already submitted. The Privacy Policy explains your choices and rights.
We use Deepgram and our own transcription software on AWS for transcription; Anthropic Claude models on Amazon Bedrock (AWS) for notes and summaries, with Alibaba Cloud (Qwen models) as a backup; OpenAI for email drafts; Twilio for phone calls; and AWS for storage. We do not send data directly to Anthropic. The Privacy Policy lists what each provider receives and the protections that apply. These Terms do not authorize undisclosed recipients or unrelated uses.
VetSOAP has a signed Business Associate Addendum (BAA) with AWS covering the AWS services within its scope. It does not certify compliance across all of the Services and does not create a BAA between you and VetSOAP.
5. Recordings and information about others
You must have the authority to submit information about other people, and you must give the notices and get the permissions your jurisdiction requires for recording and sharing. The pet owner on a VetSOAP phone call hears a recording notice; that notice and your own permission choice do not replace other legal requirements that apply to you. Do not record without required permission, and check content and recipients before sharing.
Veterinary records and recordings may identify owners, staff, or other people. Submit only what is relevant to the veterinary purpose and handle it with care.
6. Your content and the license you give us
As between you and VetSOAP, you keep your rights in the content you submit and the clinical records that result, subject to law and to the rights of your clinic and others. We do not claim ownership of your identifiable clinical records, and we do not guarantee that AI output is unique or eligible for intellectual property protection. Access to a record through an individual account does not decide who owns it.
You give VetSOAP and its providers permission to store, transmit, copy, transcribe, summarize, format, and process your content as needed to deliver the Services you request and for the limited support, security, and quality purposes in the Privacy Policy. This does not allow publication, sale of clinical content, advertising, or model training. Retention is governed by the Privacy Policy.
You allow us to use product suggestions you volunteer without payment unless we agree otherwise in writing. Personal or clinical information attached to a suggestion stays protected.
7. No model training; limited internal access
VetSOAP does not use service content to train or fine-tune AI models or for a separate research program. Generating results with existing models is not training.
Authorized VetSOAP personnel, including administrators, developers, and contractors, may access content, including production records, when reasonably necessary for support, troubleshooting, security, legal obligations, or limited service-quality review. Access is limited to the task, covered by confidentiality obligations and the Privacy Policy, and does not extend to unrelated use or model training.
Any future training use would require a lawful basis, updated disclosures, and any required permission before it begins. Your current permission does not cover it.
8. Plans, billing, cancellation, and refunds
Our pricing page and your subscription offer state prices, billing intervals, features, and trial conditions. The standard offer is monthly billing per eligible veterinary user, cancellable at any time. A free trial offered without a credit card does not authorize a charge. Organizations with a separate written agreement are billed under that agreement.
For recurring paid plans, you authorize the disclosed charges until you cancel. Use an authorized payment method and keep billing details current. Taxes are included or added as disclosed and required by law; you are not responsible for taxes on VetSOAP's net income. We will give advance notice of material price changes and get consent where the law requires it.
Cancel through your subscription management channel or contact support. Cancellation stops future renewal; access ordinarily continues through the paid period. Unused time and early cancellation are not refundable except where required by law, app store rules, or an express offer. A refund we choose to give in one case does not create a general right to refunds.
Uninstalling the app, withdrawing AI permission, or requesting account deletion does not by itself cancel billing managed through an app store or another external channel. We will tell you if a separate cancellation step is needed. A deletion request does not have to wait for your subscription to end.
9. Storage, copies, and deletion
Stored clinical records do not expire on a schedule and stay in your account by default, including after inactivity, subject to valid deletion requests, lawful purposes, and applicable retention limits. This is not a promise of permanent storage or a right for us to keep personal information without lawful justification.
Request deletion of your account and associated data through Contact Support or help@vetsoap.ai. We may verify identity or authority and will handle the request under the Privacy Policy and applicable law. Uninstalling, signing out, or deactivating is not deletion.
Your practice is responsible for keeping the clinical records the law requires it to keep. Before closing an account, get the copies you need through the app or by contacting support. We do not guarantee a particular export feature, and this does not reduce VetSOAP's duties toward records entrusted to it.
10. Availability, changes, and support
The Services depend on compatible devices and browsers, connectivity, maintenance, and third-party providers. We do not guarantee uninterrupted availability or error-free output. A disclosed backup provider may complete a request you authorized. We will make reasonable efforts to limit disruption from maintenance and give advance notice when practical.
We may change the Services, with legally required notice for material changes that affect paid access. Changes do not authorize undisclosed processing; we will get further permission where required.
Support is available through Contact Support and help@vetsoap.ai. Unless separately agreed or legally required, we do not promise continuous live support or fixed response or resolution times.
Links to independently operated websites or resources do not imply our endorsement. We do not control them and, to the extent the law allows, are not responsible for them. This does not limit our obligations for providers that process information on our behalf.
To the extent the law allows, neither party is responsible for failure caused by events beyond its reasonable control. The affected party must take reasonable steps to limit the impact, resume performance, and notify the other of material disruption when practical. Mandatory data protection duties still apply.
11. Suspension and termination
We may restrict access for material breach, unlawful activity, serious security risk, or unpaid authorized charges. Where appropriate, we will explain the issue and give you a chance to resolve it; immediate protective or legally required action may sometimes be necessary.
You may stop using the Services at any time and exercise cancellation and privacy rights through the channels above. Provisions that by their nature should continue after termination survive to the extent necessary, including amounts already due, confidentiality, intellectual property rights, lawful data handling, warranty and liability provisions, and dispute resolution. Any continued retention or use of information remains subject to the Privacy Policy and applicable law.
12. Intellectual property, confidentiality, and warranties
VetSOAP and its licensors keep all rights in their software, branding, models, prompts, and materials. Your plan grants a limited, non-transferable right to use the Services. Unless authorized or legally permitted, do not reverse engineer, decompile, disassemble, or extract proprietary code or methods. These restrictions do not transfer rights in your own independently developed work.
App store license. For the version downloaded from the Apple App Store, Apple's Standard Licensed Application End User License Agreement governs the application license; VetSOAP does not provide a custom EULA. These Terms govern the account and the Services alongside applicable platform requirements.
Confidential information. Each party must reasonably protect the other's non-public business or technical information disclosed in connection with the Services and identified or reasonably understood as confidential, use it only to perform this agreement or exercise rights under it, and disclose it only to people who need it for those purposes and are bound by confidentiality. This does not cover information that is lawfully public, already known, independently developed, or lawfully received without restriction. Legally required disclosure is permitted, with notice when lawful and practical. Personal and clinical information remains governed by the Privacy Policy.
Copyright and trademark concerns. Send them to help@vetsoap.ai with your contact details, the location of the material, and the basis of your claim or authority. We may ask for more information and will act under applicable law.
Warranty disclaimer. To the extent the law allows, the Services are provided "as is" and "as available," without warranties of merchantability, fitness for a particular purpose, or non-infringement, and without a guarantee that output will be accurate or complete. Nothing here excludes warranties, remedies, or liability that the law does not allow us to exclude, and nothing excuses unauthorized use or disclosure. Professional review of output remains your responsibility.
13. Limitation of liability
To the extent the law allows, neither party is liable to the other for indirect, incidental, consequential, special, or punitive damages, or for lost profits, lost revenue, or loss of data, arising out of or related to these Terms or the Services, even if advised of the possibility.
To the extent the law allows, VetSOAP's total liability arising out of or related to these Terms or the Services is limited to the fees you paid to VetSOAP for the Services in the twelve months before the event giving rise to the claim.
These limits do not apply to liability that cannot be limited by law, to either party's breach of Section 12's confidentiality obligations, to VetSOAP's breach of its data protection obligations under the Privacy Policy, or to your unpaid fees or unauthorized use of the Services.
14. Indemnification
You will defend and indemnify VetSOAP, its owners, employees, and contractors against third-party claims, and the reasonable costs and damages that result, to the extent they arise from your breach of Sections 2 or 5, from content you submitted without the required authority, notices, or permissions, or from your unlawful use of the Services. This does not cover claims caused by VetSOAP's own breach, negligence, or misconduct.
We will notify you promptly of a covered claim, give you reasonable control of the defense, and cooperate at your expense. You may not settle a claim in a way that admits fault or imposes obligations on VetSOAP without our written consent, which we will not unreasonably withhold.
15. Governing law and disputes
Indiana law and applicable US federal law govern these Terms. Subject to any mandatory rights you have where you live, disputes will be heard in the state or federal courts located in Indiana, and both parties submit to those courts.
This does not remove mandatory protections in the United States, Canada, or another applicable jurisdiction, restrict regulatory complaints, or prevent another forum where the law requires it.
Before filing, we encourage you to contact help@vetsoap.ai so we can try to resolve the issue directly. This is not a mandatory waiting period and does not restrict urgent relief, complaints, or timely claims.
16. General terms
Notices. We may send notices through the Services or to your account email. Keep your contact information current. Service notices do not authorize marketing.
Relationship. The parties are independent contractors. Nothing here creates a partnership, employment, agency, or exclusive relationship. Neither party may bind the other.
Assignment. You may not transfer this agreement without our written consent unless the law permits it. VetSOAP may transfer it with the business, provided the successor assumes the applicable obligations, required notices are given, and data uses are not expanded.
No waiver; severability. A delay in enforcing a right is not a waiver. If a provision is invalid, it will be limited or severed as required and the rest remains in effect.
Remedies. To the extent the law allows, exercising one right or remedy does not exclude others, but neither party may recover twice for the same loss.
Third parties. Except where platform terms expressly provide otherwise, these Terms benefit only the parties and their permitted successors and assigns. This does not limit anyone's statutory rights or rights under the Privacy Policy.
Entire agreement. These Terms, the subscription offer, and any valid separate written agreement make up the whole agreement for the Services and replace earlier general terms on the same subject going forward. A specific written agreement controls its subject to the extent of a valid inconsistency. Accrued and mandatory rights remain protected. Help articles and tutorials do not add obligations.
17. Changes to these Terms and contact
This version takes effect when published at vetsoap.ai/terms. We will identify the version and give required notice of material changes. Changes do not retroactively authorize new data uses or replace required consent.
For service, billing, privacy, and deletion requests: VetSOAP LLC · help@vetsoap.ai · Contact Support in the app