Terms and Conditions – TouchVet

Terms and Conditions

TouchVet · Last updated: May 8, 2025

Please read these Terms and Conditions carefully before using the TouchVet veterinary clinic management service. By accessing or using our service, you agree to be bound by these terms. If you do not agree, you must not use the service.

1. Definitions

In these Terms and Conditions, the following definitions apply:

“TouchVet” refers to our company, its team, and the veterinary clinic management service we provide.
“Service” refers to the TouchVet veterinary clinic management system, including all features such as appointment management, medical records, billing, inventory, staff management, WhatsApp notifications, push notifications, the AI Assistant, the pet owner portal, and any related tools or functionality.
“Clinic” or “Subscriber” refers to the veterinary clinic, hospital, or practice that subscribes to and uses the Service.
“Clinic Administrator” refers to the primary account holder who manages the clinic’s subscription and settings.
“Staff” refers to veterinarians, paravets, groomers, receptionists, and any other personnel added to the clinic’s account.
“Pet Owner” refers to the client of the clinic whose information is entered into the Service.
“AI Assistant” refers to the artificial intelligence-powered feature within the Service that assists clinic staff with tasks such as drafting notes, answering queries, and generating clinical summaries.
“You” refers collectively to the Clinic, Clinic Administrator, and Staff using the Service.

2. Acceptance of Terms

By subscribing to or using the Service, you confirm that:

You are at least 18 years of age and legally capable of entering into a binding agreement.
You have the authority to bind the clinic or organization on whose behalf you are registering.
All information you provide during registration and use is accurate and up to date.
You have read, understood, and agree to these Terms and Conditions and our Privacy Policy.

3. Subscription and Access

TouchVet is offered on an annual subscription basis. Upon successful payment, you are granted a non-exclusive, non-transferable, limited right to access and use the Service for the subscription period.

Subscriptions are valid for one year from the date of activation.
Access to the Service will be suspended if the subscription is not renewed before the expiry date.
The subscription fee is as communicated at the time of purchase and is subject to change upon renewal with prior notice.
Each subscription is for a single clinic. If you operate multiple clinics or branches and wish to use the Service for each, a separate subscription is required per clinic unless otherwise agreed in writing.
You may not resell, sublicense, or transfer your subscription to any third party without our prior written consent.

4. Permitted Use

You may use the Service solely for lawful veterinary clinic management purposes in accordance with these Terms. You agree to:

Use the Service only for managing your own clinic’s operations, including appointments, records, billing, inventory, and communications.
Ensure that all staff members who access the Service are aware of and comply with these Terms.
Keep login credentials confidential and not share them with unauthorized individuals.
Notify us promptly if you suspect unauthorized access to your account.
Use the WhatsApp notification feature only to send relevant and truthful communications to pet owners who are clients of your clinic.
Use push notifications only for legitimate clinic-related communications as permitted by the Service.
Use the AI Assistant only for lawful, professional veterinary clinic management purposes and not for any purpose that could cause harm, violate applicable law, or breach these Terms.

5. Prohibited Use

You must not, under any circumstances:

Use the Service for any unlawful, fraudulent, or harmful purpose.
Attempt to gain unauthorized access to any part of the Service, other clinics’ data, or our infrastructure.
Reverse engineer, decompile, copy, or attempt to extract the source code of the Service.
Upload or transmit any malicious code, viruses, or harmful content.
Use the Service to send spam, unsolicited bulk messages, or misleading communications to pet owners.
Misrepresent your identity or impersonate any other clinic, individual, or organization.
Resell or commercially exploit the Service or any part of it without our express written permission.
Interfere with the security, integrity, or performance of the Service.
Use the AI Assistant to submit prompts designed to circumvent its intended function, generate harmful content, extract confidential system information, or manipulate the underlying AI model in any unauthorized way.
Rely solely on AI Assistant outputs for clinical decisions, diagnoses, prescriptions, or any other action requiring professional veterinary judgment, without independent verification by a qualified professional.

6. User Accounts and Responsibilities

You are responsible for all activity that occurs under your account and the accounts of your staff members. This includes:

Maintaining the accuracy of clinic details, staff profiles, and pet owner records.
Setting appropriate role-based permissions for staff members using the Service.
Ensuring that medical records, diagnoses, prescriptions, and certificates entered into the Service are accurate and created only by qualified professionals.
Ensuring that any information entered about pet owners or their pets has been collected with appropriate consent.

TouchVet is a management tool. It does not verify, validate, or take responsibility for the clinical accuracy of any records, prescriptions, certificates, or diagnoses entered by clinic staff.

7. WhatsApp Notification Feature

The Service includes the ability to send automated WhatsApp messages to pet owners on behalf of your clinic. By using this feature, you agree that:

You have obtained necessary consent from pet owners to receive WhatsApp communications from your clinic.
Messages sent through the feature will be relevant, truthful, and professional.
You will not use the feature to send promotional, spam, or unsolicited marketing messages beyond the scope of veterinary care reminders and appointment communications.
TouchVet is not liable for undelivered messages due to network issues, incorrect phone numbers, or WhatsApp platform restrictions.
WhatsApp message delivery is subject to the terms and availability of the WhatsApp platform, which is operated by a third party independent of TouchVet.

8. Push Notifications New

The Service includes a push notification feature that delivers real-time alerts to clinic staff and, where applicable, to pet owners who have installed the TouchVet application. By enabling or using push notifications, you agree that:

Push notifications will be used only for legitimate, clinic-related communications such as appointment alerts, vaccination reminders, follow-up task notifications, and system updates.
You will not use push notifications to send spam, irrelevant, or misleading content to staff or pet owners.
Push notification delivery relies on third-party infrastructure (such as Firebase Cloud Messaging or equivalent services) and is subject to device settings, network availability, and the policies of those third-party platforms. TouchVet is not liable for undelivered or delayed push notifications due to factors outside our control.
Device tokens used to deliver push notifications are managed securely and are not shared with unaffiliated third parties beyond what is necessary to operate the notification infrastructure.
Staff and pet owners may disable push notifications at any time through their device settings. Doing so will not affect access to the core Service.

9. AI Assistant New

The Service includes an AI Assistant feature designed to support clinic staff with tasks such as drafting clinical notes, summarizing patient information, answering queries, and assisting with day-to-day workflows. By using the AI Assistant, you agree to the following:

9.1 Nature of the Feature

The AI Assistant is powered by a third-party AI model provider. When you interact with the AI Assistant, your query and relevant contextual data from your clinic may be transmitted to the AI provider to generate a response. All such transmissions are made over encrypted connections (TLS). The AI provider processes data solely to return a response and does not use your clinic’s data to train its models, as governed by our agreement with the provider.

9.2 No Medical or Professional Advice

Outputs generated by the AI Assistant do not constitute veterinary, medical, legal, financial, or professional advice of any kind. The AI Assistant is a productivity support tool only. All clinical decisions, diagnoses, prescriptions, treatment plans, and certificates must be made, reviewed, and approved by a qualified veterinary professional. You must not act solely on AI-generated outputs without independent professional verification.

9.3 Accuracy and Reliability

TouchVet does not guarantee the accuracy, completeness, or fitness for purpose of any response generated by the AI Assistant. AI models may produce incorrect, outdated, or incomplete information. You are solely responsible for verifying the accuracy of AI-generated content before using it in any clinical or administrative context.

9.4 Your Responsibilities When Using the AI Assistant

You are responsible for reviewing and verifying all AI-generated outputs before acting on them.
You must not submit sensitive information beyond what is necessary to answer a specific query.
You must not use the AI Assistant to generate false records, fabricated clinical notes, or any content intended to deceive or mislead.
You must ensure that staff who use the AI Assistant understand its limitations and use it appropriately within their professional responsibilities.

9.5 Availability

The AI Assistant feature is provided on an “as available” basis. It may be temporarily unavailable due to maintenance, third-party provider issues, or other circumstances. TouchVet is not liable for any loss or disruption resulting from unavailability of the AI Assistant.

9.6 Voluntary Use

Use of the AI Assistant is entirely voluntary. All core clinic management functions are available without engaging the AI Assistant feature.

10. Data Ownership

All data entered into the Service by your clinic — including pet owner records, pet profiles, medical records, invoices, and other clinical data — remains owned by your clinic. TouchVet does not claim ownership over your data.

You grant TouchVet a limited, non-exclusive licence to store, process, and transmit your data solely for the purpose of providing and operating the Service, including delivering push notifications and powering the AI Assistant feature where you choose to use them.

You are responsible for ensuring that data entered into the Service is accurate and that you have the right to store and process it under applicable laws.

11. Data Security and Backup

TouchVet implements reasonable security measures to protect your data. However, you acknowledge that:

No system is completely immune to security risks and TouchVet cannot guarantee absolute data security.
You are encouraged to maintain your own local backups of critical clinical data.
Data transmitted to third-party providers for push notification delivery and AI Assistant functionality is protected by encrypted connections (TLS) and is handled in accordance with our agreements with those providers.
TouchVet is not liable for data loss caused by events beyond our reasonable control, including force majeure, third-party infrastructure failures, or your own negligence.

12. Intellectual Property

All intellectual property rights in the Service, including its design, features, interface, code, documentation, and the AI Assistant feature, are owned by TouchVet or its licensors. Nothing in these Terms grants you any ownership rights over the Service itself.

You may not copy, reproduce, modify, distribute, or create derivative works from any part of the Service without our prior written consent.

13. Payment Terms

All subscription fees are due in full at the time of purchase or renewal.
Fees are non-refundable except as required by applicable law or as explicitly stated in a refund policy communicated at the time of sale.
We reserve the right to revise subscription pricing at the time of renewal with reasonable advance notice.
Failure to pay the renewal fee will result in suspension of access to the Service after the current subscription period ends.
All prices are exclusive of applicable taxes unless stated otherwise. GST or other applicable taxes will be charged as required by law.

14. Service Availability and Modifications

We strive to keep the Service available at all times, but we do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or circumstances beyond our control.

TouchVet reserves the right to modify, update, or discontinue features of the Service — including the push notification and AI Assistant features — at any time. We will make reasonable efforts to notify subscribers of significant changes in advance.

15. Limitation of Liability

To the fullest extent permitted by applicable law:

TouchVet is not liable for any indirect, incidental, consequential, or special damages arising from your use of the Service.
TouchVet is not responsible for any clinical decisions, medical errors, or outcomes resulting from records, prescriptions, certificates, or AI Assistant outputs created using the Service.
TouchVet is not liable for any harm resulting from reliance on AI-generated content without independent professional verification.
TouchVet is not liable for undelivered or delayed push notifications or WhatsApp messages due to third-party platform limitations, device settings, or network conditions.
TouchVet is not liable for any loss of revenue, business, data, or reputation arising from service interruptions, errors, or misuse.
Our total liability to you in any event shall not exceed the total subscription fee paid by you in the twelve months preceding the claim.

16. Indemnification

You agree to indemnify and hold TouchVet harmless from any claims, losses, damages, liabilities, or expenses (including legal fees) arising from:

Your use or misuse of the Service, including the AI Assistant and push notification features.
Any data you enter, process, or transmit through the Service.
Any clinical decision made based on AI Assistant outputs without independent professional verification.
Your violation of these Terms or any applicable law or regulation.
Any dispute between your clinic and a pet owner or third party.

17. Termination

Either party may terminate the subscription at any time with notice.

If you choose not to renew, your access will end at the close of the current subscription period.
TouchVet reserves the right to suspend or terminate your account immediately and without notice if you breach these Terms, engage in fraudulent activity, misuse the AI Assistant, or cause harm to the Service or other users.
Upon termination, you may request an export of your clinic data within 30 days. After this window, we may permanently delete your data from our systems.

18. Governing Law and Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of India. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts located in India.

19. Changes to These Terms

We may update these Terms and Conditions from time to time. When we do, we will revise the “Last updated” date at the top of this page. Continued use of the Service after any changes constitutes your acceptance of the updated Terms. We encourage you to review this page periodically.

20. Severability

If any provision of these Terms is found to be invalid or unenforceable under applicable law, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.

21. Entire Agreement

These Terms and Conditions, together with our Privacy Policy, constitute the entire agreement between you and TouchVet regarding your use of the Service and supersede any prior agreements or understandings.

22. Contact Us

If you have any questions about these Terms and Conditions, please contact us at:

TouchVet
Email: info@touchvet.com