1 Acceptance of Terms
By accessing or using VetPro (the "Service"), operated by StallWise ("we," "us," or "our"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service.
These Terms apply to all visitors, users, and others who access or use the Service, including veterinary professionals, practice administrators, and staff members.
Important: By creating an account or using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.
2 Description of Services
VetPro provides a comprehensive veterinary practice management platform including:
- Patient Management: Electronic health records, medical history tracking, and vaccination records
- Appointment Scheduling: Calendar management, automated reminders, and waitlist functionality
- Billing & Invoicing: Payment processing, invoicing, and financial reporting
- Inventory Management: Stock tracking, reorder alerts, and supplier management
- Client Portal: Pet owner access to records, appointments, and communications
- Reporting & Analytics: Practice performance metrics and business intelligence
- AI-Powered Features: Diagnostic assistance, documentation automation, and predictive analytics
3 User Accounts
To access the Service, you must create an account and provide accurate, complete, and current information. You are responsible for:
- Maintaining the confidentiality of your account credentials
- All activities that occur under your account
- Immediately notifying us of any unauthorized use of your account
- Ensuring that your use complies with applicable laws and regulations
We reserve the right to suspend or terminate accounts that violate these Terms or engage in suspicious activity.
4 Subscription & Billing
Access to VetPro requires a paid subscription. By subscribing, you agree to:
- Pay all applicable fees according to your selected plan
- Provide valid payment information and authorize recurring charges
- Receive electronic invoices and billing communications
Refund Policy: Subscription fees are non-refundable except as required by law or at our sole discretion. You may cancel your subscription at any time, and access will continue until the end of your billing period.
Price Changes: We may modify pricing with 30 days' advance notice. Continued use after price changes constitutes acceptance of the new pricing.
Lapsed Accounts: If a free trial ends without a plan being selected, or a subscription payment fails and is not resolved within 14 days, or a subscription is canceled and its paid period ends, the practice account is locked: sign-in continues to work, but only the Subscription page (to select a plan) and the data export are available, clients of the practice may read their records and pay open invoices, and no reminders or messages are sent. Selecting a plan restores full access immediately.
Data Retention After Lapse: We retain a locked account's data for 30 days after the lock when the account never held a paid subscription, and for 90 days when it did. We email the account owner when the account is locked and again seven days before deletion. After the retention period the practice's data — including patient and client records, medical records, invoices, documents and imaging — is permanently deleted and cannot be recovered; encrypted backups age out on their normal rotation. You are responsible for exporting any records you are required to retain (for example under your state veterinary practice act or DEA regulations) before that date. We may extend the retention period at our discretion on request.
5 Data & Privacy
Your privacy is important to us. Our Privacy Policy explains how we collect, use, and protect your information. Key points include:
- Data Ownership: You retain ownership of all data you input into the Service
- Data Security: We employ industry-standard encryption and security measures
- Data Portability: You may export your data at any time in standard formats
- Data Retention: We retain data according to legal requirements and our retention policy
6 HIPAA Compliance
VetPro is designed to support HIPAA compliance for covered entities. We maintain appropriate administrative, physical, and technical safeguards to protect Protected Health Information (PHI).
As a Business Associate under HIPAA, we will:
- Enter into Business Associate Agreements (BAA) with covered entities upon request
- Implement and maintain required security controls
- Report security incidents and breaches as required by law
- Limit access to PHI to authorized personnel only
- Conduct regular security assessments and audits
Your Responsibility: While we provide tools to support compliance, you remain responsible for your own HIPAA compliance obligations, including proper configuration of the Service and training of your staff.
7 Acceptable Use
You agree not to use the Service to:
- Violate any applicable laws, regulations, or third-party rights
- Transmit malicious code, viruses, or harmful software
- Attempt to gain unauthorized access to our systems or other users' accounts
- Interfere with or disrupt the Service or servers
- Use automated systems to access the Service without permission
- Collect or store personal information about other users without consent
- Use the Service for any illegal or fraudulent purposes
8 Intellectual Property
The Service and its original content, features, and functionality are owned by StallWise and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.
Certain features of the Service, including the VetPro Voice AI assistant, are the subject of one or more pending United States patent applications.
You are granted a limited, non-exclusive, non-transferable license to use the Service for your internal business purposes in accordance with these Terms.
Your Content: You retain all rights to the content you submit to the Service. By submitting content, you grant us a license to use, store, and process that content to provide the Service.
9 Limitation of Liability
To the maximum extent permitted by law:
- The Service is provided "as is" without warranties of any kind
- We do not warrant that the Service will be uninterrupted or error-free
- We are not liable for any indirect, incidental, special, or consequential damages
- Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim
Some jurisdictions do not allow limitations on implied warranties or liability, so these limitations may not apply to you.
10 Termination
We may terminate or suspend your access to the Service immediately, without prior notice or liability, for any reason, including breach of these Terms.
Upon termination:
- Your right to use the Service will immediately cease
- You may export your data yourself at any time during the retention period described in Section 4 (30 days after a lapsed trial, 90 days after a lapsed paid subscription)
- We permanently delete your data when that retention period ends
- Provisions that should survive termination will remain in effect
11 Changes to Terms
We reserve the right to modify these Terms at any time. We will notify you of material changes by:
- Posting the updated Terms on our website
- Sending an email notification to your registered email address
- Displaying a notice within the Service
Continued use of the Service after changes constitutes acceptance of the modified Terms.
12 Text Messaging (SMS) Program
StallWise VetPro sends text messages on behalf of veterinary practices to clients who have agreed to receive them. By opting in you agree to the following:
- Program description: Practices use the Service to send appointment reminders and confirmations, vaccine-due notices, payment receipts, account notifications and one-time security codes. These are informational messages about your animals' care and your account with the practice; the program does not send marketing texts.
- How you opt in: By ticking the text-message consent box in the client portal (My Profile), by giving your practice consent at intake (on a signed form, in writing or verbally, which the practice records), or by texting START to the number that texted you. You will receive a one-time confirmation text when consent is recorded. Consent is not a condition of purchasing any goods or services.
- Message frequency: Varies with your appointments and account activity.
- Cost: Message and data rates may apply. Contact your wireless carrier for details of your plan.
- Cancelling: Reply STOP to any message to opt out at any time. You will receive one final message confirming that you have been unsubscribed, after which no further texts are sent unless you opt in again. You can also untick the consent box in the client portal.
- Help: Reply HELP to any message, email support@stallwise.com, or contact your veterinary practice directly.
- Carriers: Wireless carriers are not liable for delayed or undelivered messages. Messages are sent from a dedicated toll-free number operated by the Service.
- Privacy: Your mobile number and your consent are used only to deliver the messages described above and are not shared with third parties or affiliates for marketing purposes. See our Privacy Policy.
13 Contact Information
If you have any questions about these Terms, please contact us:
- Email: legal@stallwise.com
- Support: support@stallwise.com
- Website: /support