Terms of Service

1. These terms and who they bind

VetDoze is operated from Seattle, Washington, United States, and in these terms "we" and "us" mean VetDoze. By creating an account, or by browsing or using www.vetdoze.com or the VetDoze application, you agree to these terms. If you do not agree with them, stop using the service.

• You must be at least 18 and able to enter a binding contract where you live.
• You must be a veterinary professional, a veterinary student, or a member of veterinary clinic staff. VetDoze is not intended for animal owners treating their own animals.
• If you accept these terms for a clinic, you confirm you are authorised to bind that clinic, and "you" then means both you and the clinic.
• You must not be barred from receiving the service under the laws that apply to you.

We may change these terms. If a change materially affects your rights or what you pay, we will email account holders before it takes effect. Other changes take effect when the updated version is posted, and the date at the top always reflects the current version. Continuing to use VetDoze after a change means you accept it.

How we handle your data is set out in our Privacy Policy, which forms part of this agreement.

2. What VetDoze is, and what it is not

VetDoze is a clinical workspace for veterinary consultations. It records or accepts consultation audio (up to 25 MB per file), transcribes it, drafts a structured note, calculates drug doses and fluid rates from a verified formulary, and keeps client and patient records, documents, prescriptions, and discharge summaries in one place.

It is equally important to be clear about what it is not, so that no purchasing decision rests on something we do not do:

• It is not a practice management system. There is no appointment booking, no invoicing or payments, and no inventory management.
• It does not integrate with practice management systems. VetDoze is standalone and notes are copied out manually.
• It is not a medical device, a diagnostic system, or a source of veterinary advice, and it does not practise veterinary medicine.
• It does not hold SOC 2, ISO 27001, or HIPAA certification, and we make no such claim anywhere.
• It does not contact animal owners on your behalf, and it does not send them reminders.

3. Clinical responsibility

Two specific limits are worth stating plainly.

• Automatic speech recognition and language models make mistakes. A transcript can mishear a drug name, a strength, or a number, and a drafted note can omit something you said or include something you did not. The note reflects what the audio captured, not what happened in the room.
• Doses and fluid rates are computed by a deterministic engine from our own formulary, compiled and cross-referenced from multiple published veterinary references and manufacturer product data, using the species, weight, and route you supply. The language model never writes a dose number. That removes one class of error, and it does not remove your duty to check: the formulary can be incomplete or out of date, sources disagree, and a wrong weight or species produces a confidently wrong result. Drugs not in the formulary are flagged rather than estimated, and a flag is information for you to act on, not a substitute for your judgement.

You must not use VetDoze as the sole basis for a clinical decision, and you must not use it in place of your own clinical judgement, current product literature, or your professional obligations to your regulator.

Using VetDoze does not create a veterinarian-client-patient relationship between us and you, your clients, or their animals. We do not treat animals and we give no clinical advice.

Recording consent is your obligation. Before recording a consultation you must tell everyone present that it is being recorded and obtain any consent the law where you practise requires. We supply the recording tool and cannot obtain that consent for you.

Your regulator's record-keeping rules remain yours to meet. VetDoze is a working tool, not a certified system of record, and we make no representation that it satisfies any record retention, audit, or licensing requirement that applies to your practice. Keep whatever independent copies those rules require.

4. Your account

• Give accurate registration and billing details, and keep them current so we can reach you and process payments.
• Your account is for one person. Keep your sign-in credentials secure and do not share them. If a colleague needs access, add a seat rather than sharing a login.
• You are responsible for everything done through your account, whether or not you did it.
• Tell us at sina@vetdoze.com as soon as you suspect unauthorised use.

5. Clinic accounts, seats, and shared data

A clinic account puts a team on one subscription with shared records. If you use one, these rules apply on top of the rest of this agreement.

• One clinic per user. The person who creates it is the owner, and only the owner controls billing, seats, and invitations.
• A clinic has at least 2 and at most 20 seats. Every member occupies one, including reception and laboratory staff. The seat count can never be reduced below the number of current members plus pending invitations.
• Everything the clinic creates is visible to every member of the clinic: clients, patients, medical records, consults, documents, recordings, referrals, and note templates. Each item keeps the name of the member who created it. Roles change which screen a member lands on and which clinical actions they can take, and they do not restrict which clinic data a member can see. Do not put anything in a clinic account that the whole team should not read.
• Owners and doctors can perform clinical actions such as running the scribe and finalising a consult, and can be assigned a consult. Reception and laboratory roles cannot.
• If a member leaves or is removed, the clinic keeps the records. That member loses access to the clinic's shared data, and currently retains access to items they personally authored. The owner can delete the clinic, and doing so affects every member.
• The clinic owner is responsible for who is invited, for the lawful basis on which the clinic holds its records, and for responding to requests from the animal owners in those records.

6. The free trial

New accounts get 30 consults over 14 days, whichever runs out first. No card is required and the trial does not turn into a paid subscription by itself.

• If the 30 consults run out while days remain, the rest of the product, including dose and fluid calculations and patient records, keeps working until day 14.
• When the 14 days end without a subscription, the features behind the access gate stop, including dose and fluid calculations. Your records stay in the account and you get them back when you subscribe.
• One trial per person. Creating extra accounts to extend a trial is a breach of section 11.

7. Plans, billing, and renewal

Current prices are shown on the pricing page in the currency for your region, and those prices govern at the moment you subscribe.

• Subscriptions are monthly or yearly and renew automatically at the end of each period, at the then-current price for your plan, until you cancel.
• Card payments are processed by Lemon Squeezy, which acts as merchant of record and handles invoicing and any applicable sales tax or VAT. Your card details go to them and never to us.
• Iranian customers pay by bank transfer. Access starts once we verify and approve the transfer, not at the moment you send it. Renewal is not automatic on this route: a new transfer is needed for each period.
• Two actions consume a consult: running or saving a consult note, and generating a prescription. Dose calculations, fluid calculations, and record keeping never consume a consult, and they do require an open trial or an active subscription.
• Paid plans are not metered in normal clinical practice. We will not stop you mid-consultation for running a busy month. In return, the subscription is for genuine clinical use by the people occupying your seats. If usage looks automated, resold, or shared beyond your seats, we may contact you, and we may apply reasonable limits or suspend the account if it continues.
• Founding Vet pricing, where you hold it, stays at the rate you signed up at for as long as your subscription stays continuously active. USD Founding pricing is held for the life of the subscription; Iranian Founding pricing is held for one year. Letting a subscription lapse ends the lock.
• We may change prices. Existing subscribers get notice by email before a change applies to their renewal, and you can cancel before it takes effect.
• If a payment fails, we may suspend access to paid features until it is settled.

8. Cancellation and refunds

You can cancel at any time from your account, or by emailing sina@vetdoze.com. Cancelling stops the next renewal, and your access continues until the end of the period you have already paid for.

Payments are not refundable, including partial periods after a cancellation, periods you did not use, and renewals you did not intend to keep. Cancel before the renewal date if you do not want the next period.

This does not affect any statutory right you have that cannot be excluded. Consumers in the EEA and the UK normally have 14 days to withdraw from a distance contract; by subscribing and using VetDoze straight away you ask us to begin supplying the service immediately and accept that the right to withdraw ends once we have fully supplied it. We will refund where the law requires it. If you were charged in error, or a payment was taken after you cancelled, write to us and we will correct it.

When your access ends, your records are not deleted immediately. Sign in and save what you need, export any consult you want as a PDF, or write to us for a copy of your records. Deletion follows the retention schedule in the Privacy Policy or your deletion request, whichever comes first.

9. Your content and who owns it

Everything you put into VetDoze, and everything the service drafts from it, stays yours: client and patient records, recordings, transcripts, notes, calculations, prescriptions, documents, and templates. Using VetDoze transfers no ownership to us.

You grant us a non-exclusive, worldwide, royalty-free licence to host, store, transmit, display, and process that content, and to have our sub-processors do so, strictly to operate the service for you, to keep backups, and to provide support. The licence lasts only as long as we hold the content, and it covers nothing else.

We do not use your content to train any model of our own, and we do not sell or license it to anyone for training. We may use aggregate, de-identified statistics about how the service is used to operate and improve it, and those never include clinical content. Section 3 of the Privacy Policy explains what the third-party AI providers do with content sent to them, and names each one.

You confirm you have the right to enter the content you upload, including the personal data of the animal owners in your records and any consent needed to record a consultation. When you create a case referral link, you decide who receives it and what it exposes, and you are responsible for that disclosure.

10. Our intellectual property

VetDoze, including the application, the website, the dosing engine, the formulary data as we compile and present it, the interface, and the VetDoze name and logo, belongs to us and is protected by intellectual property law. Drug and dosing information is compiled and cross-referenced from multiple published veterinary references and manufacturer product data. We do not reproduce any single third-party work, and nothing in VetDoze implies endorsement by, or affiliation with, any publisher or manufacturer.

We grant you a limited, non-exclusive, non-transferable, revocable licence to use VetDoze for your own veterinary practice while your account is in good standing. Nothing here grants you any other right, by implication or otherwise, to use our trademarks or content.

11. Acceptable use

You must not:

• Break any law or regulation that applies to you, including the rules of your veterinary regulator and the data protection law covering your clients.
• Share your login, resell or sublicense access, or give the service to people who are not on your account or your clinic's seats.
• Scrape, crawl, bulk-export, or otherwise extract the formulary or any other part of the service, or use it to build a competing product.
• Reverse engineer, decompile, or attempt to derive the source code, models, or prompts behind the service.
• Upload malware, attack or probe the infrastructure, bypass access controls, or attempt to reach data belonging to another account.
• Upload content you have no right to upload, or content that infringes someone else's rights.
• Send automated or artificial volume through the service, or use it for anything other than genuine veterinary practice.
• Use VetDoze to treat human patients, or hold it out to anyone as a source of human medical advice.

12. Availability, changes, and support

We work to keep VetDoze available and accurate, and we do not promise uninterrupted service. Maintenance, third-party outages, and events outside our control can interrupt it. We have no service level agreement and offer no uptime guarantee.

We may add, change, or remove features, and we may replace the AI providers behind the scribe. Where a change removes something you rely on, we will give notice by email if we reasonably can.

Support is by email at sina@vetdoze.com. Keep your own copies of anything you cannot afford to lose. Individual consults can be exported as a PDF from the app, and you can write to us for a copy of your records, but VetDoze is not a backup service and you should not rely on it as your only copy.

13. Suspension and termination

You may stop using VetDoze at any time, and you may ask us to delete your account. See the Privacy Policy for how deletion works.

We may suspend or close an account that breaches these terms, that we reasonably believe is being used unlawfully, that puts the service or other users at risk, or that has an unpaid balance. Where the circumstances allow it, we will contact you first and give you a chance to put things right. For a serious breach we may act immediately.

If we close your account for a reason other than your breach, we will refund the unused part of a period you have already paid for. On any termination we will give you a reasonable opportunity to export your records before they are deleted.

14. Disclaimer of warranties

To the fullest extent the law allows, VetDoze is provided "as is" and "as available", without warranty of any kind, express or implied. We disclaim the implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, and any warranty arising from a course of dealing or trade usage.

We do not warrant that the service will be uninterrupted, secure, or error free, that transcripts or drafted notes will be accurate or complete, or that formulary data will be current, comprehensive, or correct for your patient. Nothing in this section limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud.

15. Limitation of liability

To the fullest extent the law allows, we are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, nor for lost profits, lost business, lost goodwill, or lost or corrupted data, however caused and on any theory of liability.

We are not liable for any clinical decision, diagnosis, treatment, prescription, or dose administered, nor for harm to an animal, arising from your use of VetDoze. Section 3 sets out why: the output is a draft for you to check, and the clinical decision is yours.

Our total liability arising out of or connected with these terms or the service, in aggregate, will not exceed the greater of the amount you paid us in the 12 months before the event that gave rise to the claim, or 100 US dollars.

Any claim arising out of or connected with these terms or the service must be brought within one year of the event that gave rise to it, except where the law where you live does not allow that limit.

Some jurisdictions do not allow some of these exclusions, and in those places this section applies only as far as the law permits.

16. Indemnity

You will indemnify us against claims, damages, losses, and reasonable legal costs arising from your use of VetDoze, from any clinical decision you take, from your breach of these terms, from your breach of a law or of an animal owner's rights, or from use of the service through your account or your clinic's seats.

We will tell you promptly about any such claim and give you reasonable cooperation. You may control its defence with counsel we reasonably approve, we may take part at our own expense with our own counsel, and you may not settle in a way that admits fault on our part, imposes any obligation on us, or fails to release us fully, without our written consent.

17. Governing law and disputes

VetDoze can be reached from many countries, and those countries have different laws. By using the service, you and we agree that the laws of the State of Washington, United States, without regard to their conflict of laws principles, govern these terms and any dispute arising out of them or the service. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

The state and federal courts sitting in King County, Washington have exclusive jurisdiction over any dispute, and you and we consent to their personal jurisdiction and venue.

If you are a consumer, this does not remove the protection of any mandatory law of the country where you live, or your right to bring a claim in your local courts where the law gives you that right.

You are responsible for making sure your use of VetDoze is lawful where you are, including any local rule on cross-border transfer of data, payment, or software. We may decline, suspend, or withdraw the service in any territory where the law requires us to, and doing so is not a breach of these terms.

Before starting formal proceedings, write to sina@vetdoze.com and give us 30 days to resolve the matter. Most disputes are settled faster that way than by either side going to court.

18. General terms

• Entire agreement: these terms and the Privacy Policy are the whole agreement between us about VetDoze, and they replace anything said before.
• Severability: if a provision is held unenforceable, it is removed or narrowed to the minimum extent needed, and the rest stays in force.
• No waiver: not enforcing a provision once does not waive it.
• Assignment: you may not assign this agreement without our written consent. We may assign it to a successor in a merger, acquisition, or sale of the business.
• No agency: nothing here creates a partnership, employment, or agency relationship between us.
• Notices: we send notices to the email on your account, and you send them to sina@vetdoze.com. Keep your email address current.
• Force majeure: neither side is liable for a failure caused by events outside its reasonable control.
• Language: these terms are published in English and Persian. If the two versions conflict, the English version governs.
• Survival: the sections on your content, our intellectual property, warranties, liability, indemnity, and governing law survive the end of this agreement.