Terms of Service

Approved by: Mitchell Sigley, CEO

Last Updated: 1 June 2026

VetNotes is a website, software application and set of related services (together, VetNotes) built and operated by VetNotes Pty Ltd (ABN 17 680 499 521), together with our affiliates (VetNotes, we, us or our).

When you access or use VetNotes in any way, you accept and agree to be bound by these terms of use (Terms). By agreeing to these Terms, you confirm that you have the capacity and authority to enter into them, to be bound by them, and to perform the obligations they set out. If you do not accept these Terms, you must not access or use VetNotes.

1. Accounts and registration

1.1 Accounts

Access to VetNotes requires you to create and maintain a registered account for your own use (Account). By setting up or using an Account, you represent that you:

1. have the legal capacity and authority to form a binding agreement with us; and
2. will use VetNotes strictly in line with these Terms.

1.2 Registration process

To register and activate your Account, you will need to give us certain information, including personal information about you. We collect this information to run our business, to operate VetNotes, and to keep the platform safe and secure for everyone who uses it. The details we collect include your full name, your role or employment, your clinic, and your contact details. We use and share this information to operate our business, VetNotes and the related services, and for the other purposes set out in clause 4 (Privacy and data use).

1.3 Account security

When you set up and activate your Account, you choose your own email address and password. Keeping those credentials confidential and secure is your responsibility, and you are accountable for all use of, and activity under, your Account on VetNotes.

2. Services

2.1 VetNotes overview

VetNotes supports you, as a registered veterinary professional, in delivering veterinary services to patients by providing the functions described on our website.

2.2 Updates to VetNotes functions

We may, at our discretion and from time to time:

1. modify or update VetNotes or any of its functions; or
2. introduce new functions.

Any such update or new function may be subject to additional terms and fees, which we will notify to you.

2.3 Term

These Terms take effect the first time you access VetNotes and remain in force until they are terminated by you or by us in accordance with their provisions.

3. Fees and payments

3.1 Subscription Fees and additional fees

1. Access to VetNotes may require payment of a subscription fee, as published on our website or as otherwise agreed with you (Subscription Fee), for the subscription period you select (Subscription Period).
2. Subscription Fees (together with any applicable taxes) are payable in advance for the relevant Subscription Period. We may suspend or terminate your Account and these Terms if you fail to pay a Subscription Fee when due, or once your Subscription Period has ended.
3. We may change the Subscription Fee by giving you reasonable advance notice, with the revised fee taking effect from the start of your next Subscription Period.
4. Unless you cancel before the end of your current Subscription Period, your subscription renews automatically for a further period of the same length. Cancellation takes effect from the day after the final day of the current Subscription Period. Except where these Terms expressly say otherwise, we do not provide refunds or credits for any unused part of a Subscription Period.
5. Access to new or updated functions (see clause 2.2) may attract additional fees, which we will agree with you before you access and use them.

3.2 Integration Fees

1. Certain integrations between VetNotes and third party systems or services (including Third Party Functionality) may attract fees in addition to your Subscription Fee (Integration Fees). The integrations to which Integration Fees apply, and the amount of those fees, are published on our website and in our support centre.
2. Integrations are not enabled automatically. An integration is set up only where you request it, whether by submitting a form to us or to the relevant integration provider, or by emailing us. By requesting an integration, you authorise us to apply the applicable Integration Fee to your Account.
3. The applicable Integration Fee applies from the date the integration is enabled for your Account, and may be charged on a pro-rata basis for the remainder of your then-current Subscription Period. You acknowledge that an Integration Fee may first appear on an invoice issued after the integration has been enabled.
4. If you no longer wish to incur an Integration Fee, you may ask us to disable the relevant integration and we will do so. Disabling an integration does not entitle you to any refund or credit for Integration Fees already incurred, or for any unused portion of an Integration Fee or Subscription Period.
5. Integration Fees are otherwise payable on the same basis as, and form part of, the fees payable by you under these Terms.

3.3 Taxes

1. Unless we state otherwise, all fees payable under these Terms are exclusive of taxes, duties, levies and similar government charges (Taxes), including goods and services tax (GST), value-added tax, and sales or consumption taxes, however described and wherever imposed.
2. You are responsible for all Taxes arising in connection with your access to or use of VetNotes, other than Taxes imposed on our net income. Where we are required to collect or remit any such Tax, we may add it to, and recover it together with, the relevant fee.
3. Where a supply we make to you is subject to GST under Australian law, the relevant fee is exclusive of GST and we will add GST at the applicable rate. Where you are located outside Australia, our supply to you may be GST-free, in which case you remain responsible for any equivalent consumption, sales or value-added tax imposed in your own jurisdiction.
4. If you are required by law to withhold or deduct any amount from a payment to us, you must increase the amount payable so that, after the withholding or deduction, we receive the amount we would have received had no withholding or deduction been required.

4. Privacy and data use

4.1 Privacy obligations

You must, at all times, hold all authorisations and current consents necessary from the relevant individuals (including your clients, being the owners of, or persons responsible for, your patients (Clients)) to disclose their personal information (including sensitive information) to VetNotes. This is so that VetNotes can collect, use, store and disclose that personal information (including sensitive information) for the purpose of operating VetNotes and as set out in these Terms, without you or VetNotes breaching any law or infringing the rights (including intellectual property rights, moral rights or privacy rights) of any individual.

4.2 How we handle personal information

1. We collect, store, use and disclose personal information about you and about your Clients so that we can provide VetNotes to you, operate and improve our business and the related services, keep VetNotes safe and secure, and comply with our legal obligations. The personal information we collect includes your name, role, clinic and contact details, and the information you input into VetNotes in the course of delivering veterinary services.
2. We store personal information using reasonable technical and organisational measures designed to protect it from misuse, interference and loss, and from unauthorised access, modification or disclosure.
3. We may disclose personal information to third parties who help us deliver or improve VetNotes (including software developers, information technology and communications providers, and our business partners), or where the law requires or permits us to do so. Some of these third parties, and some of the systems we use, may be located outside Australia. By using VetNotes, you acknowledge that your and your Clients’ personal information may be stored and processed overseas.
4. You may request access to, or correction of, the personal information we hold about you by contacting us at support@vetnotes.com. We will respond within a reasonable time and in accordance with applicable law.
5. If you have a complaint about how we have handled personal information, you may contact us at support@vetnotes.com. We will acknowledge your complaint, investigate it, and respond to you within a reasonable time.
6. By giving us personal information, you consent to its collection, use, storage and disclosure as described in these Terms. If you choose not to provide this information, we may be unable to provide VetNotes or the related services to you.

4.3 Use of de-identified information

1. VetNotes may de-identify information (including health information) made available to it in connection with VetNotes, and may use or disclose that information in de-identified form (De-identified Use) for the purposes of:
   1. providing relevant functionality to you; and
   2. operating, improving and developing VetNotes and the related services.
2. You acknowledge that De-identified Use may involve disclosing de-identified information to third parties as part of making VetNotes and certain functionality (including Third Party Functionality) available to you.
3. We will take reasonable steps to ensure that information de-identified under clause 4.3(1) cannot be re-identified, reverse-engineered, or linked back to you or to your Clients by third parties.

5. Use of VetNotes

5.1 General

1. You must:
   1. comply with all applicable laws and professional obligations in connection with these Terms and your use of VetNotes and any related services;
   2. where your jurisdiction requires it, obtain consent from your Client before sharing their personal and sensitive information with VetNotes;
   3. follow our reasonable directions relating to your use of VetNotes;
   4. use VetNotes responsibly, only for its intended purpose and in accordance with the restrictions in clause 5.1(2);
   5. tell us promptly if you become aware of (a) any actual or potential defect in VetNotes or the related services, or (b) any complaint made by another person in connection with VetNotes; and
   6. comply with these Terms in full at all times.
2. Except as these Terms otherwise permit, you must not:
   1. distribute, sub-license or otherwise transfer all or part of VetNotes to any other person;
   2. grant any security interest over VetNotes;
   3. attempt to disassemble, decompile or otherwise reverse engineer VetNotes, except to the extent permitted by applicable copyright law;
   4. alter, customise, modify or create derivative works of VetNotes;
   5. expose VetNotes or any data to cyber risks that could reasonably be avoided;
   6. remove, obscure or alter any proprietary notice on VetNotes;
   7. supply inaccurate data to VetNotes, or to any other person through VetNotes;
   8. do anything that could adversely affect the reputation or standing of VetNotes; or
   9. do anything that is unlawful or prohibited by any laws applicable to VetNotes.

5.2 Third-party functionality

1. Some VetNotes functionality relies on software, data, applications, services or content supplied to VetNotes by third parties (Third Party Functionality).
2. You agree to comply with any reasonable additional terms we notify to you in relation to Third Party Functionality or its outputs. If you do not agree to those terms, we may be unable to offer VetNotes and the related services to you, in which case we may cancel or terminate your Account, or you may cancel or terminate your Account.

5.3 Records

You must keep accurate and complete records and documents relating to your use of, and interaction with, VetNotes and the related services, including as required by law.

6. Linked sites and resources

VetNotes may contain links to websites and resources operated by third parties, including emergency medical resources (Third Party Resources). Unless we expressly state otherwise, we do not endorse, and are not responsible for, the content of any Third Party Resource, and we have no control over or rights in them. The terms applying to Third Party Resources may differ significantly from these Terms, so you should review them before use.

7. Intellectual property

7.1 Our intellectual property rights

1. Except where we indicate otherwise, we own, or licence from third parties, all rights, title and interest (including copyright, designs, patents, trade marks and other intellectual property rights) in VetNotes and in all material made available through it, including text, graphics, logos, audio and software (VetNotes Content).
2. So that we can use your feedback for our business purposes and to improve VetNotes, you grant us a non-exclusive, worldwide, perpetual, irrevocable, royalty-free and sub-licensable licence to use any feedback, suggestions, enhancement requests, recommendations or other information you provide to us (including anything in which you hold intellectual property rights), without restriction and without any payment to you.

7.2 Licence to VetNotes and Content

1. We grant you a limited, non-transferable, non-exclusive licence to use VetNotes and the VetNotes Content for the term of these Terms, solely to support your delivery of veterinary services to patients. You must not use VetNotes or the VetNotes Content for any other purpose, and you must not modify, copy, distribute, transmit, display, perform, reproduce, publish, license, commercially exploit, create derivative works from, transfer or sell any VetNotes Content, software, product or service within VetNotes.
2. Some VetNotes Content is licensed to us by third parties. You acknowledge that your use of that Content may be subject to further restrictions imposed by those third parties and notified to you by us.

7.3 Licence to your materials

You grant us a non-exclusive, worldwide, perpetual, irrevocable, royalty-free and sub-licensable licence to use the de-identified material you provide or make available to VetNotes, for the purpose of making VetNotes functionality available to you and as otherwise permitted by these Terms.

8. Confidential information

1. You must not disclose any Content, or any information of a confidential nature that we communicate to you or that you otherwise learn, access or generate as a result of entering into these Terms or using VetNotes, the VetNotes Content or the related services (Confidential Information), except:
   1. to your personnel who need to know it;
   2. where disclosure is required by law; or
   3. where the recipient has independently obtained the information from a third party, other than through a breach of confidence.
2. For clarity, information that is in the public domain (other than as a result of a breach of confidence) is not Confidential Information.
3. You must keep Confidential Information in strict confidence and take all reasonable steps to protect it from unauthorised or accidental disclosure, at least to the same standard you apply to your own proprietary or confidential information. You must notify us promptly of any actual or suspected security breach affecting VetNotes, the related services, or your access to or use of VetNotes or the VetNotes Content.

9. Limitations

9.1 Technical requirements

You are responsible for ensuring that your information technology and other systems are capable of operating in conjunction with VetNotes.

9.2 No professional veterinary advice

1. You agree that your use of VetNotes, the VetNotes Content and the related services is solely to support your administrative processes. You remain responsible for exercising all necessary and final professional and veterinary judgement regarding a patient’s diagnosis, advice or treatment.
2. You acknowledge and agree that VetNotes, the VetNotes Content and the related services do not:
   1. constitute, or hold themselves out to be, a medical device;
   2. constitute professional medical or veterinary advice, diagnosis or treatment recommendations, or replace professional advice;
   3. directly assess, maintain or improve a patient’s physical, mental or emotional health; or
   4. directly diagnose or treat a patient’s illness or disability.
3. You must not represent or imply that:
   1. VetNotes or any VetNotes Content constitutes professional medical or veterinary advice, diagnosis or treatment recommendations, or can be relied on as professional veterinary advice (including any representation or warranty about any treatment, action, or the suitability or application of any medication or preparation by any person or health service); or
   2. VetNotes or any VetNotes Content can be relied on without independent assessment and confirmation by a qualified veterinary practitioner.
4. We make no representation or warranty about any treatment, action, or the suitability or application of any medication or preparation by you or any other person, whether or not based on VetNotes Content. To the maximum extent permitted by law, we will not be liable for any direct, indirect, consequential, special, exemplary or other damages arising from any of these matters, however they arise.

9.3 Notification of adverse events

You must notify us immediately if you become aware of:

1. any problem or incident connected with VetNotes that has caused, or could cause, harm to patients or others; or
2. any deficiency, or potential deficiency, in the safety, quality, efficacy, performance or presentation of VetNotes.

10. Suspension and termination

10.1 Suspension

Where practicable, we will give you notice of any outage or suspension of VetNotes within a reasonable time. We may restrict, suspend or terminate your access to VetNotes without notice, although we will give you prior notice wherever practicable. To the maximum extent permitted by law, we will not be responsible for any loss, cost, damage or liability that arises as a result.

10.2 Termination

1. You may terminate your use of VetNotes (and therefore these Terms) by emailing support@vetnotes.com or through your Account settings. We will not refund any fees or other amounts you have paid.
2. We may terminate these Terms if: (a) we reasonably believe you have breached any of them; (b) we withdraw VetNotes from the market; or (c) we reasonably consider it necessary to comply with applicable law. Except as these Terms expressly provide, or as applicable law requires, we will not refund any fees or other amounts you have paid where we terminate.

10.3 Effect of termination

On termination or expiry of these Terms:

1. you must pay all outstanding fees and other amounts (including under any indemnity) due under these Terms;
2. the licence granted to you under clause 7.2 ends, and we will stop providing (and you must stop using) VetNotes and the related services;
3. to the extent permitted by law, you must (if we ask) return or destroy all copies of Confidential Information held in your systems or otherwise within your possession or control;
4. to the extent permitted by law, we may, at our discretion, delete any data, content or materials provided to us; and
5. any rights that have already accrued are unaffected, and any rights and obligations that are intended to survive termination, or that by their nature survive it, will continue.

11. Indemnity

You must at all times indemnify, defend and hold harmless, and release, VetNotes and our related bodies corporate from and against any loss, liability, demand, claim, action or expense (however arising, and whether present or future, fixed or unascertained, actual or contingent) that any of us or our related bodies corporate incurs or suffers arising from or in connection with:

1. any claim made by a Client, a patient’s owner, or any other third party in relation to any act or omission of yours, except to the extent the loss results from the unlawful conduct or wilful misconduct of VetNotes or our related bodies corporate;
2. any negligence, or any breach of or failure to comply with applicable law (including privacy laws) or professional obligations, by you in connection with these Terms;
3. any wilful, unlawful, fraudulent or negligent act or omission by you or your personnel;
4. any damage to or loss of real or personal property, or death or injury, suffered by us or any of our related bodies corporate, to the extent caused by your (or your personnel’s) negligent or wilful acts or omissions in connection with these Terms;
5. your use of VetNotes, the VetNotes Content or the related services, except to the extent the loss results from the unlawful conduct or wilful misconduct of VetNotes or our related bodies corporate; and
6. any infringement or misappropriation of intellectual property rights in connection with VetNotes, the VetNotes Content or the related services by you or your personnel, except where caused by an act or omission of VetNotes or our related bodies corporate.

12. Liability

12.1 Disclaimer

1. You acknowledge that VetNotes’ functionality involves artificial intelligence and machine learning. Although we seek to ensure the accuracy of VetNotes and the VetNotes Content, the evolving and probabilistic nature of these technologies means that VetNotes and the VetNotes Content may sometimes be inaccurate, incomplete or inappropriate. While we continue to improve the accuracy, reliability and safety of VetNotes, it is your responsibility to assess the accuracy of any VetNotes Content as appropriate, including by manually reviewing it to confirm that it properly reflects the information you have entered, before that VetNotes Content is used or relied on.
2. VetNotes, the VetNotes Content and the related services are provided “as is”, without any warranty or guarantee of any kind, and we will not be liable for any direct or indirect loss, damage or expense, however it occurs, that you may suffer:
   1. through your use of VetNotes, the related services, or the information or materials made available through them (including VetNotes Content);
   2. as a result of VetNotes, the VetNotes Content or the related services being unavailable (including any loss, corruption or destruction of your material);
   3. as a result of unauthorised access to, or alteration of, data or materials entered into or produced by VetNotes or the related services;
   4. due to problems with communications, performance, security or data corruption, disconnection of transmission services, or failures or delays in transmission connected with telecommunications and other transmission services provided by third parties;
   5. because information or materials on VetNotes or made available through the related services (including any VetNotes Content) are incorrect, incomplete or out of date; and/or
   6. in connection with any interference with or damage to your computer systems arising in connection with your use of VetNotes or a linked site.

12.2 VetNotes’ liability

Without limiting clause 12.1, and to the extent permitted by law, our total aggregate liability for loss you suffer in connection with these Terms (whether under statute, in contract, in tort (including negligence) or otherwise), in any consecutive twelve month period measured from the commencement of these Terms and from each anniversary of that commencement date, is limited to the fees we are entitled to in relation to your use of VetNotes and the related services during that period.

12.3 Australian Consumer Law

Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy you may have under the Australian Consumer Law, or under any other law, that cannot lawfully be excluded, restricted or modified. To the extent our liability for failure to comply with such a guarantee can be limited, our liability is limited, at our option, to resupplying the relevant services or paying the cost of having them resupplied.

13. Jurisdiction and governing law

These Terms are governed by the laws of New South Wales, Australia. You submit to the non-exclusive jurisdiction of the courts of New South Wales, Australia.

14. Updates

1. We may modify, update or replace any or all of these Terms at any time. For minor or non-material changes, including changes we make to comply with the law, the updated Terms take effect when we publish them on VetNotes.
2. Where a change materially and detrimentally affects your use of VetNotes, the function, receipt or use of the related services, or your rights and obligations under these Terms, we will give you at least 14 days’ prior notice before the change takes effect. We may give this notice by posting on VetNotes or by other means.
3. Where a change materially and detrimentally affects you as described in clause 14.2, you may terminate these Terms and your Account (including your access to VetNotes and the related services) through your Account settings or by emailing support@vetnotes.com, and you will be entitled to a pro-rata refund of any Subscription Fees you have paid in advance for the unexpired part of your Subscription Period.
4. If you continue to use VetNotes after the relevant notice period has passed and after the update takes effect, you are taken to have accepted the updated Terms.

15. Relationship of parties

1. Each party acts as an independent contractor. These Terms do not create any partnership, trust, agency, joint venture or employment relationship between the parties.
2. Neither party has authority to act or contract, or to incur any obligation or responsibility, on behalf of the other, except as these Terms provide.

16. General

1. Your Account is for use by you and by other personnel who work alongside you at the same physical clinic or premises. You must not allow any person outside your clinic or premises to use your Account, and you must not transfer, assign, sub-contract, sub-license or otherwise deal with any of your interests, rights or obligations under these Terms. You remain responsible for all use of, and activity under, your Account, including any use by personnel at your clinic or premises.
2. If we are wholly or partly prevented from performing our obligations under these Terms by any event or circumstance beyond our reasonable control, our obligation to perform is suspended for the duration of the delay caused by that event or circumstance, and we will not be liable for the resulting failure to perform.
3. These Terms constitute the entire agreement between us about their subject matter, and supersede and cancel any prior agreement, understanding or arrangement, whether written or oral.
4. If any part or provision of these Terms is invalid, unenforceable or in conflict with the law, that part or provision will be replaced with one that, as far as possible, achieves its original purpose. The remainder of these Terms continues to bind the parties.
5. Each party agrees to do everything reasonably necessary, and to execute all documents, deeds, instruments and transfers, to give full effect to these Terms and the transactions they contemplate.