Terms and Conditions for VetSOAP LLC Web App
Updated 2024-08-08
Summary
VetSOAP provides a web app that uses self-hosted or third party services to transcribe and summarize live or recorded audio into summarized notes, as well as generate large notes from small text inputs using self-hosted and third-party technology.
The third-party technologies include AWS and Anthropic’s Claude. These third party services may be utilized (independent of our own self-hosted service) depending on provider location, content-filtering policies, or data-storage policies in compliance with PIPEDA.
No user data submitted is used to train any LLM model, whether third-party, or locally hosted by VetSOAP on AWS.
VetSOAP has BAA agreements with AWS to ensure data privacy compliance. No data is shared directly with Anthropic.
VetSOAP does not have access to any data submitted to and from the LLM, which is encrypted at-rest and in-transit to and from the user’s device. VetSOAP only sees encrypted keys (a random collection of numbers/text) that allows us only to synchronize notes across devices.
VetSOAP itself does not store any user data apart from user login information and usage data.
You must be at least 18 years old to use the Service. By agreeing to these Terms, you represent and warrant to us that: (a) you are at least 18 years old; (b) you have not previously been suspended or removed from the Service; and (c) your registration and your use of the Service is in compliance with any and all applicable laws and regulations. If you are an Organization, the individual accepting these Terms on your behalf represents and warrants that they have authority to bind you to these Terms and you agree to be bound by these Terms.
User Responsibilities
As a user of the App, you are responsible for:
a. Ensuring the accuracy and completeness of the information you provide to the App.
b. Complying with all applicable laws, regulations, and rules related to your use of the App and the data you submit.
c. Ensuring that you have obtained all necessary consents and permissions from individuals whose data you submit to the App, including but not limited to any patient sensitive data.
d. Maintaining the confidentiality of any access credentials (such as usernames and passwords) related to your use of the App.
Limitation of Liability
You agree that VetSOAP, its affiliates, and their respective officers, directors, employees, and agents will not be liable for any loss, damage, or expense arising out of or in connection with your use of the App or any data you submit to the App, including but not limited to any patient sensitive data. You assume full responsibility for any such loss, damage, or expense and agree to indemnify and hold VetSOAP harmless from any claims or liabilities arising from your use of the App or the data you submit.
No Warranty
VetSOAP provides the App "as is" and without any warranty or condition, express or implied. VetSOAP does not warrant that the App will be error-free, uninterrupted, or that it will meet your specific requirements or expectations. To the fullest extent permitted by law, VetSOAP disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
Termination
VetSOAP reserves the right to terminate your access to the App at any time, with or without cause and without prior notice. You may also discontinue your use of the App at any time. Sections 4 (Limitation of Liability), 5 (No Warranty), and 8 (Governing Law and Jurisdiction) shall survive termination of these Terms.
Governing Law and Jurisdiction
These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which VetSOAP is located, without regard to its conflict of law provisions. Any disputes arising out of or relating to these Terms or your use of the App shall be subject to the exclusive jurisdiction of the courts located in the same jurisdiction as VetSOAP.
Changes to the Terms
VetSOAP may revise these Terms from time to time without prior notice. By continuing to use the App after any such changes, you agree to be bound by the updated Terms. If you do not agree with the updated Terms, please discontinue your use of the App.
Contact Information
If you have any questions or concerns regarding these Terms or your use of the App, please contact VetSOAP LLC at the following:
Email: help@vetsoap.ai
Severability
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be severed from the remaining provisions of these Terms, which shall remain in full force and effect.
Waiver
No waiver by VetSOAP of any term or condition set forth in these Terms shall be deemed a further or continuing waiver of such term or condition or a waiver of any other term or condition, and any failure of VetSOAP to assert a right or provision under these Terms shall not constitute a waiver of such right or provision.
Assignment
You may not assign, transfer, or delegate your rights or obligations under these Terms without the prior written consent of VetSOAP. VetSOAP may assign, transfer, or delegate its rights or obligations under these Terms without restriction.
Force Majeure
VetSOAP shall not be held responsible or liable for any delay or failure to perform any obligation under these Terms due to events beyond its reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, strikes, government actions, or any other extraordinary events that are beyond the control of VetSOAP.
Intellectual Property Rights
All intellectual property rights, including but not limited to copyrights, trademarks, patents, and trade secrets, in the App and its content, features, and functionality are and shall remain the exclusive property of VetSOAP and its licensors. Your use of the App does not grant you any rights in or to such intellectual property, except as expressly set forth in these Terms or as otherwise granted by VetSOAP in writing.
Feedback
If you provide any feedback, suggestions, or ideas to VetSOAP regarding the App, you acknowledge and agree that VetSOAP may use, reproduce, modify, adapt, and otherwise exploit such feedback, suggestions, or ideas without restriction and without any obligation of compensation or attribution to you.
Notices
All notices, requests, and other communications under these Terms must be in writing and sent to the applicable party at the contact information provided in Section 10 (Contact Information). Notices will be deemed received and effective on the date of actual receipt if delivered by hand, or on the date sent if sent by email or other electronic means.
Relationship of the Parties
Nothing in these Terms shall be construed to create a partnership, joint venture, employer-employee, or agency relationship between you and VetSOAP. You and VetSOAP are independent contractors, and neither party has any authority to bind or commit the other party in any way.
Compliance with Laws
You agree to comply with all applicable local, state, national, and international laws, regulations, and rules in connection with your use of the App, including, but not limited to, any data protection, privacy, and intellectual property laws.
Dispute Resolution
In the event of any dispute, claim, or controversy arising out of or relating to these Terms or your use of the App, you and VetSOAP agree to use good faith efforts to resolve the dispute amicably through negotiation. If the dispute cannot be resolved through negotiation, you and VetSOAP agree to submit the dispute to binding arbitration in accordance with the rules and procedures of the jurisdiction in which VetSOAP is located.
No Class Actions/Lawsuits
You agree that any claim or dispute you may have against VetSOAP must be resolved on an individual basis and not as part of any class, collective, or representative action. You further agree to waive any right to participate in a class, collective, or representative action against VetSOAP, and you acknowledge that this waiver is a material and essential term of these Terms.
BY ACCEPTING THESE TERMS, YOU AND VetSOAP ARE EACH WAIVING THE RIGHT TO A TRIAL BY JURY OR TO PARTICIPATE IN ANY CLASS ACTION OR REPRESENTATIVE PROCEEDING. YOU AGREE TO GIVE UP YOUR RIGHT TO GO TO COURT to assert or defend your rights under this contract (except for matters that may be taken to small claims court). Your rights will be determined by a NEUTRAL ARBITRATOR and NOT a judge or jury
Injunctive Relief
You acknowledge and agree that any violation or breach of these Terms by you may cause irreparable harm to VetSOAP, and that monetary damages alone may be inadequate to compensate VetSOAP for such harm. Accordingly, you agree that VetSOAP shall be entitled to seek injunctive relief or other equitable remedies, without the requirement to post a bond or provide other security, in the event of any actual or threatened violation or breach of these Terms by you.
Limitation on Time to File Claims
You agree that any claim or cause of action arising out of or related to these Terms or your use of the App must be filed within one (1) year after the claim or cause of action arose, or it shall be permanently barred, regardless of any statute or law to the contrary.
Interpretation
In the event of any conflict or inconsistency between the provisions of these Terms and any other document or communication between you and VetSOAP, the provisions of these Terms shall prevail. Any ambiguity in these Terms shall be interpreted in a manner that is most favorable to VetSOAP.
Non-Exclusivity
Nothing in these Terms shall be construed to create an exclusive relationship between you and VetSOAP. Both parties remain free to engage in other business relationships, including with competitors, during the term of these Terms.
Electronic Communications
By using the App, you consent to receive electronic communications from VetSOAP, including notices, agreements, legally required disclosures, or other information in connection with the App. You agree that any such electronic communication satisfies any legal requirement that such communication be in writing.
User Representations and Warranties
By using the App, you represent and warrant that:
a. You are at least 18 years of age and have the legal capacity to enter into these Terms.
b. You have read, understood, and agree to be bound by these Terms.
c. You have the necessary rights, licenses, and permissions to submit any data you provide to the App, including but not limited to any patient sensitive data. This would possibly include patient informed consent for certain uses within the app
d. Your use of the App and any data you submit will not infringe or violate the rights of any third party, including but not limited to intellectual property rights, privacy rights, or rights to publicity.
Remedies
The rights and remedies of VetSOAP under these Terms are cumulative and not exclusive, and the exercise by VetSOAP of any right or remedy shall not preclude the exercise of any other right or remedy provided by law or equity.
Language
These Terms have been prepared in the English language and such version shall be controlling in all respects. Any non-English translations of these Terms are provided for convenience only and shall not be binding or of any effect.
No Third-Party Beneficiaries
These Terms are for the benefit of, and shall be binding upon, the parties hereto and their respective successors and assigns. There are no third-party beneficiaries to these Terms, and no person or entity other than the parties hereto shall have any right or remedy under these Terms.
Modifications to the App
VetSOAP reserves the right to modify, update, or discontinue the App, or any features or functionalities thereof, at any time without prior notice. This includes scheduled and unscheduled downtime, maintenance time, or other bugs or glitches that may require fixing or monitoring. VetSOAP shall not be liable to you or any third party for any modification, update, or discontinuance of the App.
Links to Other Websites
The App may contain links to third-party websites, advertisements, or resources. You acknowledge and agree that VetSOAP is not responsible or liable for the content, products, or services on or available from such websites or resources. Links to third-party websites or resources do not imply any endorsement by VetSOAP of such websites or resources, or the content, products, or services available from such websites or resources.
Acknowledgment of Risks
You acknowledge and agree that your use of the App, including the submission of any data, involves certain risks, including but not limited to the risk of unauthorized access, loss, or misuse of your data. You assume all risks associated with your use of the App and the submission of any data, and you agree that VetSOAP shall not be liable for any loss, damage, or expense arising from such risks.
Copyright Infringement Claims
If you believe that any content on the App infringes your copyright, please provide VetSOAP with a written notice containing the following information:
a. A description of the copyrighted work that you claim has been infringed.
b. A description of the material that you claim is infringing, and the location of such material on the App.
c. Your name, address, telephone number, and email address.
d. A statement by you that you have a good faith belief that the disputed use is not authorized by the copyright owner, its agent, or the law.
e. A statement by you, made under penalty of perjury, that the information in your notice is accurate and that you are the copyright owner or authorized to act on the copyright owner's behalf.
f. A physical or electronic signature of the copyright owner or a person authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.
VetSOAP's designated agent for notice of copyright infringement can be reached at:
Email: help@vetsoap.ai
Please note that this procedure is exclusively for notifying VetSOAP of copyright infringement claims and is not intended for any other purpose.
Trademark Infringement Claims
If you believe that any content on the App infringes your trademark, please provide VetSOAP with a written notice containing the following information:
a. A description of the trademark that you claim has been infringed, including registration details if applicable.
b. A description of the material that you claim is infringing, and the location of such material on the App.
c. Your name, address, telephone number, and email address.
d. A statement by you that you have a good faith belief that the disputed use is not authorized by the trademark owner, its agent, or the law.
e. A statement by you, made under penalty of perjury, that the information in your notice is accurate and that you are the trademark owner or authorized to act on the trademark owner's behalf.
f. A physical or electronic signature of the trademark owner or a person authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.
VetSOAP's designated agent for notice of trademark infringement can be reached at:
Email: help@vetsoap.ai
Please note that this procedure is exclusively for notifying VetSOAP of trademark infringement claims and is not intended for any other purpose.
Suspension or Termination for Breach
If VetSOAP determines, in its sole discretion, that you have violated any provision of these Terms, VetSOAP may, without prior notice to you, suspend or terminate your access to the App or exercise any other remedy available under these Terms or applicable law.
Confidentiality
You agree to maintain the confidentiality of any non-public information that you receive from VetSOAP in connection with your use of the App, and to use such information only for the purposes of using the App in accordance with these Terms. You shall not disclose any such non-public information to any third party without the prior written consent of VetSOAP.
Equitable Relief
You acknowledge that any breach of your obligations under these Terms may cause irreparable harm to VetSOAP, and that monetary damages alone may be inadequate to compensate VetSOAP for such harm. Accordingly, you agree that VetSOAP shall be entitled to seek injunctive relief or other equitable remedies, without the requirement to post a bond or provide other security, in the event of any actual or threatened breach of these Terms by you.
Incorporation by Reference
Any guidelines, rules, or policies that VetSOAP may provide to you in connection with your use of the App, including but not limited to any user guides, FAQs, or tutorials, are hereby incorporated by reference into these Terms and shall be binding upon you to the same extent as if set forth herein in full.
User Account and Access
In order to access and use the App, you may be required to create a user account ("Account") with a unique username and password. You agree to:
a. Provide accurate, current, and complete information when registering for your Account.
b. Maintain and promptly update your Account information to keep it accurate, current, and complete.
c. Keep your username and password confidential and secure. You are responsible for all activities that occur under your Account, whether or not you authorized the activity.
d. Notify VetSOAP immediately of any unauthorized use of your Account or any other breach of security. VetSOAP shall not be liable for any loss or damage arising from your failure to comply with this Section.
e. Not create more than one Account or create an Account for anyone other than yourself without their express permission.
VetSOAP reserves the right to suspend or terminate your Account and refuse any and all current or future use of the App if it suspects that any information provided by you is inaccurate, not current, or incomplete, or if you violate any of these Terms.
To access most features of the Service, you must register for an account. When you register for an account, you may be required to provide us with some information about yourself, such as your name, email address, phone number, or other contact information.
For Business or Enterprise Organizations, if you wish to designate individual users to access and use the Service under your account (such users, “Authorized Users”), you may also be required to provide us with some information about such Authorized Users. You agree that the information you provide to us is accurate and that you will keep it accurate and up-to-date at all times, and that you have all necessary rights and approvals to provide such information.
When you register, you will be asked to provide a password. You are responsible for maintaining the confidentiality of your account and password, and you accept responsibility for all activities that occur under your account. If you believe that your account is no longer secure, then you must immediately notify us.
Account Deletion
You may request the deletion of your Account at any time by contacting VetSOAP at help@vetsoap.ai. Upon receipt of your request, VetSOAP will deactivate your Account and delete any personally identifiable information associated with your Account, subject to any applicable legal or regulatory requirements.
Responsibility for Usernames and Passwords
You are solely responsible for maintaining the confidentiality of your username and password and for all activities that occur under your Account. You agree not to share your username and password with any third party, and to notify VetSOAP immediately if you suspect any unauthorized use of your Account or any other breach of security. VetSOAP shall not be liable for any loss or damage arising from your failure to comply with this Section.
Fees and Payment
To use the App, the vendor is required to pay a fee, which may include a one-time fee and/or a monthly or yearly recurring fee (collectively, the "Fees"). By using the App, you agree to pay the applicable Fees in accordance with the payment terms provided by VetSOAP.
a. Fee Changes: VetSOAP reserves the right to change the Fees at any time, at its sole discretion. If VetSOAP changes the Fees, it will provide you with notice of the change and the change will only apply to your use of the App after the effective date of the change. Your continued use of the App following the effective date of a Fee change constitutes your acceptance of the new Fees.
b. Payment Methods: You must provide a valid payment method, such as a credit card, in order to use the App. By providing your payment method, you authorize VetSOAP to charge your payment method for the applicable Fees on a recurring basis until otherwise canceled. You represent and warrant that you have the legal right to use the payment method provided.
c. Billing: The Fees will be billed on a one-time or recurring basis, as applicable, and are due and payable in advance. If your payment method cannot be charged for any reason, VetSOAP may suspend or terminate your access to the App without notice.
d. Taxes: You are responsible for any applicable taxes, duties, or other governmental charges related to your use of the App, excluding taxes on VetSOAP's net income. If VetSOAP is required by law to collect any taxes on your behalf, such taxes will be added to the Fees and billed to your payment method.
e. Refund Policy: All Fees paid for the use of the App are non-refundable, except as required by law or as otherwise specified in these Terms. Fees paid in advance will not be refunded if the subscription is canceled earlier than the specified period of time upon sign up.
f. Automatic Renewal: If you are enrolled in a subscription plan with a monthly or yearly recurring fee, your subscription will automatically renew at the end of each billing cycle, unless you cancel your subscription prior to the renewal date. You may cancel your subscription through the app management portal.
Canceled subscriptions will continue to be active until the end of the purchased billing cycle. No prorated refund will be offered. If offered, it will be at the sole discretion of VetSOAP
Free Trials and Promotions
VetSOAP may offer free trials or promotional discounts for the App from time to time. If you sign up for a free trial or promotional offer, you agree to the terms and conditions associated with that offer. Unless otherwise stated, free trials and promotional offers are for new users only and may not be combined with other offers. VetSOAP reserves the right, in its sole discretion, to determine your eligibility for a free trial or promotional offer and to modify, suspend, or terminate such offers at any time without notice.
Beta Testing and Feedback
VetSOAP may offer pre-release, beta, or trial versions of the App ("Beta Versions") for testing and evaluation purposes. By using a Beta Version, you acknowledge and agree that:
a. The Beta Version may contain bugs, errors, or other issues that could cause system failures or data loss.
b. The Beta Version may not include all features or functionality that will be available in the final release of the App.
c. VetSOAP has no obligation to provide support or updates for the Beta Version.
You agree to provide feedback and report any issues you encounter with the Beta Version to VetSOAP. Your feedback and suggestions may be used by VetSOAP to improve the App, and you grant VetSOAP a perpetual, royalty-free, irrevocable, and sublicensable license to use and incorporate your feedback and suggestions in any manner.
Prohibited Uses
You agree not to use the App for any illegal, harmful, or abusive activities, including but not limited to:
a. Engaging in or promoting any illegal, fraudulent, or harmful activities.
b. Infringing on the rights of others, including intellectual property rights, privacy rights, or publicity rights.
c. Transmitting or distributing any viruses, malware, or other harmful content.
d. Harassing, defaming, or threatening other users or third parties.
VetSOAP reserves the right to suspend or terminate your access to the App if you engage in any prohibited activities.
Maintenance and Downtime
VetSOAP may perform maintenance, updates, or upgrades to the App, which may result in scheduled or unscheduled downtime. VetSOAP will make reasonable efforts to minimize any disruption to the App and to provide advance notice of scheduled maintenance whenever possible. However, VetSOAP is not liable for any loss or damage resulting from downtime or service interruptions.
System Requirements
To use the App, you must have a compatible device, operating system, and internet connection that meet the minimum system requirements specified by VetSOAP. It is your responsibility to ensure that your device and system meet these requirements, and VetSOAP is not responsible for any limitations or reduced functionality resulting from your failure to meet the system requirements.
Data Backup
While VetSOAP takes reasonable measures to prevent data loss, it is your responsibility to maintain backups of your data. VetSOAP is not responsible for any loss, damage, or corruption of your data, and makes no warranties or representations regarding the availability, reliability, or accuracy of any data backup or recovery services.
Customer Support
VetSOAP may provide customer support for the App, which may include email, live chat, or other communication methods. Support availability and response times may vary depending on the nature of your issue and the volume of support requests. VetSOAP reserves the right to charge fees for certain types of support or for users who require a higher level of support.
Data and Reporting Accuracy
While VetSOAP makes reasonable efforts to provide accurate and reliable data and reporting through the App, the App relies on complex algorithms and automated processes that may not always generate completely accurate results. You acknowledge and agree that:
a. The data, transcriptions, summaries, and notes generated by the App may contain errors, inaccuracies, or omissions.
b. It is your sole responsibility to review, verify, and correct any data, transcriptions, summaries, or notes generated by the App before relying on them for any reason or sharing them with others.
c. VetSOAP makes no representations, warranties, or guarantees regarding the accuracy, completeness, or reliability of the data, transcriptions, summaries, or notes generated by the App.
You agree that the responsibility for the accuracy of the data, transcriptions, summaries, and notes generated by the App lies solely with you as the vendor, and that VetSOAP shall not be liable for any errors, inaccuracies, or omissions in the data, transcriptions, summaries, or notes generated by the App or for any loss or damage arising from your reliance on such data, transcriptions, summaries, or notes.
Entire Agreement
These Terms constitute the entire agreement between you and VetSOAP with respect to your use of the App and supersede all prior or contemporaneous understandings, agreements, representations, and warranties, both written and oral, with respect to the App.
Updated 2024-08-10