Terms of Service
Last updated: April 14, 2026
These Terms of Service (“Terms”) govern your access to and use of VetFlow (“we,” “us,” or “our”), a pre-visit intake form platform for veterinary clinics. By creating an account or using the VetFlow platform, you agree to be bound by these Terms. If you do not agree, do not use the service.
1. Service Description
VetFlow provides a software-as-a-service (SaaS) platform that enables veterinary clinics (“Clinics”) to collect structured pre-visit intake information from pet owners prior to scheduled appointments. The platform includes:
- •Customizable intake forms accessible via a unique clinic URL or embeddable web widget
- •An automated triage engine that categorizes submissions by urgency and generates preparation suggestions
- •A clinic dashboard for managing, reviewing, and updating intake submissions
- •Clinic account management, branding configuration, and embed code generation
2. Account Responsibilities
By creating a VetFlow account, the Clinic agrees to:
- •Provide accurate and complete registration information and keep it up to date
- •Maintain the confidentiality of account credentials and be responsible for all activity under the account
- •Notify us immediately at support@vetflow.ca of any unauthorized account access
- •Comply with all applicable laws governing the collection and handling of patient and pet owner personal information in your jurisdiction
- •Be solely responsible for the way intake data is used, communicated to, or shared with pet owners and staff
- •Ensure pet owners are informed that their data is collected through VetFlow and handled in accordance with our Privacy Policy
The Clinic is the data custodian responsible for all submission data collected through their VetFlow intake forms. VetFlow acts as a data processor on the Clinic's behalf.
3. Acceptable Use
You agree to use VetFlow only for lawful purposes and in accordance with these Terms. You must not:
- ✕Use the platform for any illegal purpose or in violation of any applicable law or regulation
- ✕Submit or solicit false, misleading, or fraudulent intake information
- ✕Attempt to gain unauthorized access to any portion of the platform or its related systems
- ✕Use automated tools, bots, or scripts to interact with the platform without prior written permission
- ✕Reverse-engineer, decompile, or attempt to extract the source code of VetFlow software
- ✕Use the platform in a way that could damage, disable, overburden, or impair the service or its infrastructure
- ✕Share your account credentials with individuals outside your clinic or use the service on behalf of another organization without authorization
- ✕Use the embed widget or intake form URLs for any purpose other than collecting legitimate pre-visit intake information from pet owners
4. Billing and Subscriptions
Subscription Plans: VetFlow offers Starter ($99/month) and Pro ($149/month) plans. Access begins immediately upon purchase. Subscriptions can be cancelled at any time through your billing portal.
Subscription:VetFlow subscriptions are billed monthly per clinic location. Current pricing is displayed on our website and may change with 30 days' written notice.
Payment: All payments are processed by Stripe. By providing payment information, you authorize us to charge your payment method for the applicable subscription fees on a recurring monthly basis.
Cancellation: You may cancel your subscription at any time from your account settings or by contacting support@vetflow.ca. Cancellation takes effect at the end of the current billing period. No partial refunds are provided for unused time within a billing period.
Non-payment: If payment fails and is not remedied within 7 days of notice, we reserve the right to suspend or terminate the account. Submission data will be retained for 30 days following suspension to allow for reactivation.
5. Data Ownership and License
You own your data. The Clinic retains ownership of all intake submission data collected through their VetFlow forms, including pet owner information and any associated veterinary intake records.
By using VetFlow, you grant us a limited, non-exclusive, worldwide, royalty-free license to store, process, transmit, and display your data solely for the purpose of providing and improving the VetFlow service as described in these Terms and our Privacy Policy.
We will not use your submission data for purposes beyond operating the platform, and we will not share or sell it to third parties except as described in our Privacy Policy or as required by law.
6. Limitation of Liability and Disclaimers
No medical advice: VetFlow and its triage engine do not provide veterinary or medical advice, diagnosis, or treatment recommendations. All clinical decisions remain the sole responsibility of the licensed veterinarian.
As-is service:The platform is provided “as is” and “as available.” We make no warranties, express or implied, regarding the accuracy, reliability, availability, or fitness of the service for any particular purpose.
Limitation of damages: To the maximum extent permitted by applicable law, VetFlow shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or goodwill, arising out of or in connection with your use of or inability to use the service.
Cap on liability: In any case, our total liability to you for any claim arising from or relating to these Terms or the service shall not exceed the total fees paid by you to VetFlow in the 12-month period preceding the claim.
7. Termination
By you: You may terminate your account at any time by cancelling your subscription and requesting account deletion at support@vetflow.ca.
By us:We may suspend or terminate your account with 30 days' written notice for any reason, or immediately without notice if you violate these Terms, engage in fraudulent activity, or if continued operation presents a legal or security risk.
Effect of termination: Upon termination, your access to the platform will cease. Submission data will be retained for 30 days following termination to allow for data export requests, after which it will be permanently deleted in accordance with our retention policy.
8. Intellectual Property
All software, design, trademarks, logos, and other materials comprising the VetFlow platform are the exclusive property of VetFlow and are protected by applicable intellectual property laws. Nothing in these Terms grants you any right to use VetFlow trademarks, logos, or brand elements without prior written consent.
9. Governing Law and Disputes
These Terms are governed by and construed in accordance with the laws of Canada and the applicable provincial laws. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Canada.
We encourage you to contact us first at support@vetflow.ca to resolve any disputes informally before initiating legal proceedings.
10. Changes to These Terms
We reserve the right to modify these Terms at any time. When we make material changes, we will notify registered clinic accounts by email at least 30 days beforethe changes take effect and update the “Last updated” date above. Your continued use of VetFlow after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the service and cancel your account before the effective date.
11. Contact
For questions about these Terms of Service, please contact us: