1. Definitions

• "Vetos" refers to the software company operating at thevetos.com, the developer and licensor of the Vetos veterinary clinic management software.
• "Software" / "Platform" means the complete Vetos veterinary clinic management system, including all plugin modules described in Section 2.
• "Clinic Operator" means any veterinary clinic, practitioner, or organization that licenses and deploys the Software on their WordPress website.
• "Director" means a user with the clinic_director role — the primary account holder responsible for their clinic's installation.
• "Staff" means users assigned roles of Co-owner, Manager, Veterinarian, Para Vet, Lab Technician, or Receptionist under a Director.
• "Pet Owner" means a client whose personal data and their pet's medical data is recorded in the system by the clinic they visit.
• "Clinical Data" means any diagnosis, treatment record, prescription, lab result, or other medical or health-related data recorded about an animal patient.
• "AI Credits" means the usage credits allocated to a clinic director for AI Assistant queries, managed through the AI Credit Manager module.
• "WhatsApp Credits" means the notification credits allocated to a clinic director for sending WhatsApp messages to pet owners.

2. About Vetos and Scope of These Terms

Vetos develops and licenses veterinary clinic management software to veterinary clinics on a subscription/paid-access basis. The software is deployed on the clinic's own WordPress website, giving the clinic full control over their data and operations.

These Terms of Use govern:

• The Clinic Operator's use of the licensed Vetos software
• All Staff users operating the software under the clinic's account
• The relationship between Vetos, Clinic Operators, and end-users

These Terms apply to all of the following modules within the Vetos platform:

• Vet Clinic Case Management
• Vet Pet Registry
• Vet Invoice Plugin (Billing & Stock Management)
• Vet Clinic Lab Management
• Vet Clinic Indoor Patients
• Vet Clinic Certificate Management
• Vet AI Assistant
• Vet AI Credit Manager
• Vet Clinic Messaging
• Vet Clinic User Management
• Vet Clinic Profile
• Vet Clinic WhatsApp Credits & WhatsApp Blocker
• Account Switcher

3. License and Access

Subject to payment of applicable fees and compliance with these Terms, Vetos grants the Clinic Operator a limited, non-exclusive, non-transferable license to install and use the Software solely for the purpose of operating their veterinary clinic.

This license does not permit:

• Redistributing, reselling, or sublicensing the Software to any third party
• Modifying the Software's source code for commercial redistribution or resale
• Using the Software for any purpose other than veterinary clinic management
• Reverse engineering the Software to create a competing product
• Sharing the Software's code, files, or plugin packages with any person outside the licensed clinic

Access to each module is determined by the subscription plan the Clinic Operator has purchased from Vetos. Unlicensed modules must not be activated.

4. Clinic Operator Responsibilities

The Clinic Operator, as the holder of the Software license, is responsible for:

• Ensuring that all Staff using the system understand and comply with these Terms
• Keeping their WordPress installation, server, and the Vetos software updated to the latest available versions
• Securing their server with HTTPS/SSL, strong passwords, and regular database backups
• Obtaining lawful consent from pet owners before collecting their personal data and before sending WhatsApp notifications
• Complying with all applicable local laws including veterinary council regulations, tax laws, and data protection laws
• Promptly deactivating staff accounts for any personnel whose association with the clinic has ended
• Ensuring that all clinical records entered into the system are accurate, complete, and entered in good faith by qualified personnel

5. Case Management

The Case Management module is a clinical record-keeping tool that allows veterinarians to document diagnoses, treatment plans, prescriptions, and physical examination findings for each patient visit.

• All clinical data entered is the sole professional responsibility of the licensed veterinarian or qualified para-veterinary staff who enters it
• The Software does not validate, recommend, or verify clinical decisions — it is a record-keeping tool only
• Case IDs are automatically assigned by the system and must not be manually altered
• Case reports generated as PDFs contain confidential clinical and personal information and must only be shared with authorized individuals (the treating veterinarian, the pet owner, or a regulatory authority)
• Case verification status is informational only and does not carry regulatory or legal certification unless separately validated by an authorized authority
• Vaccination records entered within cases are linked to the Pet Registry and contribute to the pet's overall vaccination history

6. Pet Registry

The Pet Registry is the central record for all pet and owner information, shared across all clinical modules.

• Owner and pet information must be collected with the pet owner's knowledge and for the purpose of providing veterinary services
• Pet owners may request correction of inaccurate records; the clinic operator is responsible for processing such requests promptly
• Deletion of a pet record may affect linked case records, lab reports, invoices, and certificates — the clinic operator must manage such dependencies carefully
• Profile photographs uploaded to the registry are stored in the clinic's file system and are subject to the same security and privacy obligations as other personal data

7. Invoice and Billing

Billing Accuracy

• All pricing, service fees, discounts, and tax rates configured in the system must be accurate and compliant with applicable tax laws
• If GST billing is enabled, the GST registration number entered must be a valid, government-registered GST identification
• The Software generates billing documents for the clinic's use — it does not file tax returns or submit data to any tax authority; the clinic operator is solely responsible for tax compliance

Stock Management

• The stock management feature tracks medicine and product inventory for billing purposes only
• The Software does not validate drug licenses, expiry dates, or pharmaceutical regulations
• The clinic operator is solely responsible for maintaining inventory in compliance with local pharmacy, veterinary drug, and storage laws

Service Catalogue

• All service types, prices, and GST rates in the service catalogue are set by the clinic director
• The clinic operator is responsible for keeping all rates current, accurate, and in compliance with applicable consumer protection and price transparency laws

8. Lab Management and AI Interpretation

Lab Report Accuracy

• Lab reports are the professional responsibility of the lab technician or veterinarian who creates and verifies the data
• Reference ranges provided in the system are for general guidance only; they vary by instrument, laboratory method, and patient-specific factors and must be validated against the clinic's own laboratory protocols
• Reports in "Pending Verification" status must not be communicated to pet owners until reviewed and verified by an authorized veterinarian or lab technician

AI Lab Interpretation

• AI credits are deducted per interpretation query
• The clinic operator accepts that AI output may occasionally be inaccurate, incomplete, or outdated
• Vetos accepts no liability for clinical decisions made on the basis of AI-generated lab interpretations

9. Indoor Patient Management

• Admission records must accurately reflect the actual admission date, condition on arrival, and the admitting veterinarian
• Condition codes (Normal, Stable, Critical, Emergency) must be assigned in accordance with genuine clinical assessment — not for administrative convenience
• A patient outcome of "Dead" must be recorded promptly and accurately; falsification of mortality records is strictly prohibited
• Discharge notes must include follow-up instructions sufficient for the pet owner to continue post-discharge care at home
• The Software is a record-keeping tool only and does not monitor real-time vital signs; it cannot replace clinical monitoring by qualified veterinary staff

10. Certificate Management

Authority to Issue

• All information on a certificate must be clinically verified and accurate at the time of issuance
• The digital signature applied to certificates carries the same professional responsibility as a handwritten signature
• Certificate expiry dates must be set in accordance with the requirements of the receiving authority (airline, government body, etc.)
• Cancelled certificates must not be used for any official, commercial, or travel purpose

Certificate Templates

• Templates created in the template management feature are owned by the clinic operator
• Vetos does not certify that any template complies with any specific government, airline, or regulatory format
• Compliance with authority-specific certificate formats is entirely the clinic operator's responsibility

11. AI Assistant and AI Credit Manager

OpenAI API Key

• The AI Assistant requires a valid OpenAI API key configured by the Director in the AI Credit Manager
• The API key is the clinic operator's responsibility; it must not be shared with unauthorized parties
• All costs incurred on the clinic's OpenAI account are the clinic operator's financial responsibility and are separate from Vetos's internal AI credit system

Access Roles

No Medical Reliance

AI Credits

• AI credits are allocated to each clinic director by Vetos or the platform administrator
• Credits are consumed per AI query; unused credits do not automatically roll over unless stated in the credit agreement
• Vetos reserves the right to adjust credit allocations in accordance with the clinic's subscription plan

12. WhatsApp Notifications

• The clinic operator confirms they have obtained each pet owner's prior consent to receive WhatsApp messages from the clinic before sending any notifications
• WhatsApp notification credits are allocated to the clinic director by Vetos; credits are consumed per message sent
• Unused WhatsApp credits are non-refundable unless otherwise agreed in writing
• The WhatsApp notification system must not be used for unsolicited commercial messages, promotional campaigns unrelated to the pet's healthcare, or any content that violates WhatsApp's Business Policy
• Pet owners who request to stop receiving WhatsApp notifications must have their mobile number added to the blocked list via the WhatsApp Blocker module
• The clinic operator is responsible for complying with all applicable anti-spam laws and TRAI regulations

13. User Management and Role-Based Access

The User Management module allows Directors to create and manage user accounts for clinic staff and pet owners. The following conditions apply:

• Staff accounts must only be created for individuals who are genuine employees or authorised associates of the clinic
• Each user account is personal to one individual and must not be shared between multiple people
• The Director must promptly deactivate or delete staff accounts when their employment or association with the clinic ends
• Role assignments must reflect the actual job function of the user — roles must not be inflated to grant unnecessary data access

Role Access Overview

14. Clinic Profile

• All information entered in the Clinic Profile (clinic name, license number, address, contact details) must be accurate and kept current
• Uploaded images (logo, casepaper templates, signature, watermark) must not infringe any third-party intellectual property or trademark rights
• The veterinarian's signature image, once uploaded, will appear on case reports, certificates, and other official documents; it must be the genuine signature of the authorized veterinarian and must not be used to misrepresent authorship of any document

15. Account Switcher

• The Account Switcher stores encrypted WordPress login credentials to enable quick switching between authorized clinic accounts
• Credentials are stored using AES-256-CBC encryption; the security of stored credentials depends on the confidentiality of the WordPress LOGGED_IN_KEY — the clinic operator must keep this key secure
• The Account Switcher must only be used to switch between the user's own legitimate clinic accounts — it must not be used to access accounts belonging to other organizations or individuals without their authorization
• If a saved password is changed externally, the stored credential in the Account Switcher will become invalid and must be updated
• Vetos accepts no liability for any unauthorized access resulting from misuse of the Account Switcher feature

16. Internal Messaging

• The Clinic Messaging module is for professional, clinic-related communications only
• Users must not send abusive, offensive, discriminatory, or illegal content through the messaging system
• All messages are stored in the clinic's database and may be reviewed by the Director for operational or compliance purposes
• The messaging system must not be used to transmit sensitive personal, financial, or legal information outside the scope of routine clinic operations

17. Data Accuracy and Record Integrity

All users agree that:

• Records must be created, edited, and maintained accurately and in good faith
• Records must not be deleted to conceal errors, misconduct, or adverse outcomes — corrections must be made transparently with proper justification noted
• System-generated audit fields (Case IDs, Report IDs, created_by, created_at) must not be tampered with
• Clinical records, certificates, and invoices generated by the system are official documents and carry the professional and legal responsibility of the person who created them

18. Payments and Subscription

• Access to Vetos software modules is granted on a subscription or paid-access basis. The specific fees, billing cycle, and included modules are defined in the agreement between Vetos and the Clinic Operator
• Fees are payable in advance as per the agreed billing cycle. Non-payment may result in suspension or termination of access
• Vetos reserves the right to change subscription pricing with reasonable prior notice to the Clinic Operator
• AI credits and WhatsApp credits are allocated per the clinic's subscription plan. Additional credits may be purchased separately
• Refunds for prepaid subscription fees are at Vetos's discretion and subject to the specific terms of the subscription agreement
• Unused AI credits or WhatsApp credits at the end of a billing period do not carry over to the next period unless explicitly stated in the subscription agreement

19. Disclaimers and Limitation of Liability

No Medical Advice

The Vetos platform is a clinical record management and practice management tool. Nothing in the Software — including AI-generated content, reference ranges, certificate templates, or any other feature — constitutes professional veterinary advice. All clinical decisions are the sole responsibility of the licensed veterinary professional.

No Warranty

The Software is provided "as is" and "as available" without warranties of any kind, express or implied, including without limitation any warranty of merchantability, fitness for a particular purpose, uninterrupted availability, or freedom from errors or security vulnerabilities.

Limitation of Liability

To the maximum extent permitted by applicable law, Vetos shall not be liable for any:

• Loss or corruption of clinical data
• Incorrect or incomplete medical records
• Reliance on AI-generated clinical interpretations
• Unauthorized access to data stored in the clinic's system
• Financial loss arising from invoice or billing errors
• Regulatory penalties arising from improper certificate issuance
• Any other direct, indirect, incidental, special, or consequential damages arising from the use or inability to use the Software

Indemnification

The Clinic Operator agrees to indemnify and hold harmless Vetos from any claims, losses, liabilities, damages, or expenses (including legal fees) arising from: the Clinic Operator's use of the Software; violation of these Terms; violation of applicable law; or infringement of any third-party right in connection with the use of the Software.

20. Prohibited Uses

You must not use the Vetos platform to:

• Create, store, or transmit false, fraudulent, or misleading clinical records or certificates
• Issue veterinary certificates without holding the required professional license
• Send unsolicited or spam WhatsApp messages to pet owners
• Access data of another clinic's patients without authorization
• Attempt to reverse engineer, decompile, or extract source code from the Software
• Distribute, resell, or share the Software with any third party
• Use the AI Assistant to generate content intended to deceive, mislead, or harm any person or animal
• Store or process data in violation of applicable data protection or privacy laws
• Use the Software in any way that violates applicable veterinary council regulations

21. Termination

These Terms remain in effect for as long as the Clinic Operator holds an active subscription and the Software is installed and in use.

• By the Clinic Operator: The Clinic Operator may terminate by cancelling their subscription and deactivating/removing all Vetos plugin modules. Prior to removal, the Clinic Operator is responsible for exporting all data they are legally required to retain
• By Vetos: Vetos may suspend or terminate access with notice in the event of: non-payment, material breach of these Terms, or use of the Software in a manner that causes harm or violates applicable law
• Effect of termination: Upon termination, the license to use the Software ceases. Data stored in the WordPress database and file system is not automatically deleted and remains the responsibility of the Clinic Operator to manage in accordance with applicable retention laws

22. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of India. Any disputes arising from or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation between the parties. If unresolved within 30 days, disputes shall be submitted to binding arbitration in accordance with the Arbitration and Conciliation Act, 1996 (India).

23. Changes to These Terms

Vetos reserves the right to modify these Terms at any time. Updated Terms will be published at thevetos.com with a revised effective date. Clinic Operators will be notified of significant changes via email to the address on their account. Continued use of the Software after updated Terms are posted constitutes acceptance of the new Terms.

24. Contact Us