Vetty Scribe terms of service

1. The service and your account

Vetty Scribe is a software service for veterinary practices. A veterinarian records a consultation on a device of their choosing, and Vetty Scribe transcribes the recording and drafts a structured clinical report from what was said, in a report template the veterinarian has chosen. The veterinarian reviews the draft, edits it as they see fit, signs it, and may then send it to the client.

To use Vetty Scribe you create an account, with an email address and a password or with your Google account. If you sign up with an email address, we send a one-time code to it to confirm that it is yours. Your account is a Vetty account: the same sign-in is used for Vetty Online, our marketplace and practice portal (shown there as Vetty Pro), and for vetty.app, and deleting it deletes it for all of them.

You are responsible for the accuracy of the details you give us, for keeping your credentials confidential, and for everything done through your account. Tell us promptly at support@vettyscribe.com if you believe an account has been used without authority.

You must be a qualified veterinarian, or a practice employing qualified veterinarians, and licensed to practise in your jurisdiction. Vetty Scribe is a professional tool and is not offered to consumers.

We may change, add to or withdraw features of Vetty Scribe. Where a change materially reduces what the service does, we will tell you before it takes effect.

2. Practices, teams and seats

One account, one practice

An account belongs to one practice at most, and nobody can be a member of two practices at the same time, administrators included. To work in a second, unrelated practice, you need a second account with a different email address.

A practice can use Vetty Scribe, Vetty Online, or both. They are separate products, sold and billed separately, and neither includes the other: a Vetty Scribe seat does not list anyone on the Vetty Online marketplace, and a Vetty Online seat does not give access to Vetty Scribe. A practice holds at most one Vetty Scribe subscription.

Administrators and members

A practice is run by its administrators. An administrator invites people into the practice, chooses who holds a seat, approves or declines requests to join, removes members and manages billing. A practice administrator can see the consultations recorded by every veterinarian in the practice; a veterinarian who is not an administrator sees their own. You are responsible for telling the people you invite into your practice account what they may and may not do with it.

The only administrator of a practice cannot leave it, or delete their account, while other people remain in it. They must first make another member an administrator.

Invitations and requests to join

An administrator may invite a person to the practice by email address. A person may also ask to join. When an administrator of the practice has a verified email address at a work domain (the practice’s own domain, never a free email provider), that domain becomes the practice’s join domain; it is taken from the verified address and never typed in. Anyone who signs in with a verified email address at the same domain is shown the practice’s name, city, country and logo and may ask to join it. The practice’s administrators see the name and email address of the person asking, and approve or decline the request. This is switched on by default, and an administrator can switch it off on the Team page at any time. A request that is not answered within 30 days lapses.

Someone who already belongs to a practice cannot ask to join another one. They can only be invited, as described under "Moving to another practice" below.

Seats

Vetty Scribe is licensed per veterinarian. A seat is always bought for one named veterinarian; there is no stock of unassigned seats to buy in advance. A seat may not be shared between two people, or passed between people to avoid paying for a second seat. A veterinarian without an active seat cannot record a consultation.

A veterinarian’s seat is charged, pro rata for the rest of the current billing period, when they accept the invitation or when an administrator approves their request to join, and never when the invitation is sent. If that charge fails, the veterinarian is not added: they are held as awaiting payment, the subscription carries on unchanged, and an administrator can retry the payment to add them.

Seats belong to the practice, not to the individual. When an administrator takes a veterinarian off Vetty Scribe, or a veterinarian leaves the practice or deletes their account, that veterinarian’s access ends at once. The seat stays paid for until the subscription renews and may be given to another veterinarian in the meantime. A seat that is still unassigned at renewal is removed automatically, with no credit and no refund.

Moving to another practice

A move to another practice always starts with an invitation from that practice. Accepting it means leaving the practice you belong to now, and we ask you to confirm that before anything changes.

When you move, your seats at your old practice are released. The consultations you recorded and the reports you signed stay with your old practice as its records, still showing you as their signer, and you no longer have access to them. Your veterinarian profile and your personal Vetty Scribe settings, such as your report preferences, signature, writing samples and voice sample, go with you.

If you are the last member of the practice you leave and it holds records, the practice is closed as described in section 14, and it cannot then be reopened. If it holds no records, it is deleted.

You also leave a practice when an administrator removes you, or when you delete your account.

3. The free trial

A new practice may start a free trial of 7 days. A payment card is required to start the trial. Nothing is charged to that card when the trial begins.

The trial is capped, across the whole practice, at 10 consultations or 240 recorded minutes, whichever comes first. Consultations that are deleted still count towards the caps, and the caps apply until the first payment for the subscription succeeds. A recording already in progress always finishes; the caps are checked before a new recording starts. Reaching a cap ends the free part of the trial, and the practice is offered the option of starting its subscription immediately.

Unless you cancel before it ends, the trial converts into a paid subscription at the end of the 7 days and the card is charged for the seats the practice then holds, at the price and in the currency shown when the trial was started.

You may cancel at any time during the 7 days, from the Billing page in Vetty Scribe or from the billing portal, and you will not be charged. Access continues to the end of the trial. Your consultations, transcripts and reports remain in the account and become available again if you later subscribe.

One free trial is offered per practice. We may decline or end a trial where we reasonably believe it is being used to avoid paying for the service.

4. Subscriptions and billing

Subscriptions are sold monthly or yearly, per seat, and are billed in advance. Payments are taken by Stripe, our payment processor. We do not hold your card details; Stripe does, under its own terms.

All prices are exclusive of value added tax and of any other tax or duty that applies where you are established. Any such tax is added at checkout or charged in addition, as the law requires.

A subscription renews automatically at the end of each billing period, at the price then in force, until it is cancelled. We will give you reasonable notice before a price change takes effect, and a price change never applies to a period already paid for.

Seats are added and released as section 2 describes. An added seat is charged pro rata for the remainder of the current billing period and in full from the next one. Releasing a seat does not reduce what has already been paid: nothing is refunded or credited for the rest of that period.

Cancelling a subscription is not the same as closing the practice, which section 14 describes. An administrator may cancel the subscription at any time from the billing portal, which the Billing page opens; a trial can also be cancelled on the Billing page itself. Cancellation takes effect at the end of the current billing period, and the practice keeps access until then. The practice and its records stay in place, and become available again if the practice subscribes again. Cancelling Vetty Scribe does not affect a Vetty Online subscription, and cancelling Vetty Online does not affect Vetty Scribe.

Except where the law gives you a right to a refund, payments are not refundable.

If a payment fails, we will attempt it again and tell you. If it is still unpaid after a short grace period, access to Vetty Scribe is suspended until the account is brought up to date. A suspension does not delete your data.

5. Clinical responsibility

Vetty Scribe drafts. The veterinarian reviews and signs. The draft is written only from what was said in the consultation, and it is a starting point for the veterinarian’s own clinical record, never a substitute for it.

Vetty Scribe is not a medical device. It does not diagnose, it does not prescribe, it does not recommend treatment, and it does not offer clinical decision support. Nothing it produces is veterinary advice.

The veterinarian who signs a report is responsible for its accuracy and completeness, for the care it records, and for meeting the record-keeping and professional obligations of their own regulator and jurisdiction. Automatic transcription and drafting can misrecognise speech, omit something that was said, or include something that was not, which is why every report must be read before it is signed.

You remain responsible for your clinical judgement, for what you tell your clients, and for what you send them.

6. Recordings and consent

The practice is responsible for obtaining the client’s consent to record the consultation, and for the lawfulness of recording in the jurisdiction where it takes place. Recording law differs from country to country and, in some countries, from region to region. It is your responsibility to know what applies to you, and to satisfy it.

Vetty Scribe asks a veterinarian to confirm that the client has consented before the first recording with that client, and keeps that confirmation on file for the practice. A report cannot be signed without it. That record is evidence that you told us consent had been given; it is not consent itself, and it does not transfer your responsibility to us.

You must not record anyone who has refused, or withdrawn, consent. You must stop a recording if a client asks you to.

You must not use Vetty Scribe to record anything other than a veterinary consultation you are party to.

7. Data and retention

Audio is uploaded from the recording device, transcribed, and kept while the report is a draft so that any figure in it can be checked against the recording. Seven days after a report is first signed, the audio for that consultation is deleted. This period is fixed and is not configurable.

Transcripts and reports are kept as the practice’s records, for as long as the practice’s account exists, so that a signed report remains available as a clinical record.

Deleting a consultation removes its recording immediately and removes the consultation from the practice’s lists. Where a report has already been signed and sent, its transcript and report rows are retained as part of the record of what was issued.

Audio is saved on the recording device before it is uploaded, so that a dropped connection or a closed tab does not lose the consultation. If the device clears its own storage before the upload finishes, part of a recording can be lost. We do not warrant that a recording will always be complete.

When a subscription ends

If a subscription is cancelled or lapses, the practice’s records are not deleted. They stay in the account, subject to the audio rule above, until the practice is closed.

When a practice is closed

When a practice is closed (section 14), its records are kept for 30 days and then erased. During those 30 days the person who closed it can download an export: a ZIP file containing every signed report, the transcripts as text, and lists of the consultations, the clients and patients, and any notes on them. The export does not include audio.

After the 30 days we erase the practice’s consultation audio, consultations, transcripts, and reports with their versions and audit trail; its clients and patients and the notes on them; its report templates, letterhead and logo; and its exports. Reports the practice sent to clients can then no longer be opened through Vetty. A client account that Vetty created from an email address the practice entered is erased as well, but only if the client never signed in to it or confirmed it, and no other practice and no booking refers to it.

We keep what we need as the record of the practice and of what it was billed: the practice’s name and country and its billing identifiers, and its subscriptions, invoices, payments and other billing records, which tax and accounting law requires us to keep.

The practice remains responsible for keeping any record that its veterinary regulator or the law requires it to keep. Download the export before the records are erased: once they are, we do not keep a copy for you.

When a veterinarian deletes their account

When a veterinarian deletes their account (section 14), the consultations they recorded and the reports they signed stay with the practice as its records, and every report they signed keeps showing them as its signer. Their own personal data is erased after 30 days, as our privacy notice describes.

8. Ownership of your records

The practice owns its records. Recordings, transcripts, reports, patient details and client details entered into Vetty Scribe are yours, and nothing in these terms transfers them to us.

You grant us the limited right to host, process, transmit and display that content, and to have our sub-processors do the same, for the sole purpose of providing Vetty Scribe to you, keeping it secure, and meeting our legal obligations.

We do not sell your content. We do not use the content of your consultations, transcripts or reports to train general purpose artificial intelligence models, and our sub-processors are engaged on terms that do not permit them to either.

Where the report writing style feature is used, the past reports a veterinarian pastes in are de-identified before they are stored and are used only as a style reference for that veterinarian’s own reports.

9. Sub-processors

We use a small number of service providers to run Vetty Scribe. Each is engaged under a written agreement, is permitted to process your data only on our instructions and only to provide its part of the service, and is bound to confidentiality and security obligations.

• Stripe, for payments, subscriptions and card details.
• Supabase, for the database, authentication and file storage, including consultation audio and practice exports.
• Vercel, for application hosting and delivery.
• ElevenLabs, for speech to text transcription.
• OpenAI, for drafting the report from the transcript.
• Resend, for email, including sign-up codes, invitations, notices about the account and the practice, and the delivery of a signed report to a client.
• PostHog, for error reports and service diagnostics.
• Upstash, for rate limiting that protects sign-in and other requests from abuse.

Processing takes place in the countries in which those providers operate, which may be outside the country in which your practice is established. Where personal data is transferred across borders, we rely on the safeguards described in our privacy notice.

We may add or replace a sub-processor. Where a change affects the processing of your data, we will update this list and tell you in advance.

10. Acceptable use

You agree that you will not:

• use Vetty Scribe unlawfully, or for anything other than veterinary practice;
• record a person without the consent required where the recording takes place;
• upload content you have no right to upload, or content that infringes a third party’s rights;
• share a seat between veterinarians, or share account credentials;
• attempt to access another practice’s data, or any part of the service you have not been granted access to;
• probe, scan, overload or interfere with the service or the infrastructure it runs on;
• copy, decompile or reverse engineer the service, except to the extent the law permits despite this restriction;
• resell, sublicense or otherwise make the service available to anyone outside your practice; or
• use the service, or anything it produces, to build or train a competing product.

We may suspend an account immediately where we reasonably believe this section has been breached, or where continuing to provide the service would expose us, you or a third party to material risk. We will tell you why, and restore access if the matter is resolved.

11. Intellectual property

Vetty Scribe, the Vetty and Vetty Scribe names and logos, and all software, designs, text and other material that make up the service are owned by Vetty FZ LLC or by its licensors, and are protected by intellectual property law.

We grant you a non-exclusive, non-transferable, revocable right to use Vetty Scribe for your practice for as long as your subscription is active and you comply with these terms. No other right is granted, and nothing in these terms transfers ownership of any part of the service to you.

If you send us feedback or suggestions, we may use them without obligation to you and without any restriction.

12. Disclaimers

Vetty Scribe is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we exclude all warranties, conditions and representations that are not expressly set out in these terms, whether express or implied, including any implied warranty of merchantability, fitness for a particular purpose, accuracy or non-infringement.

We do not warrant that the service will be uninterrupted or error free, that a transcript will be a complete or accurate record of what was said, that a drafted report will be free of omission or error, or that the checks the service performs on a draft will catch every mistake. Those checks are an aid to the veterinarian’s own review, not a replacement for it.

We do not provide veterinary advice and we are not responsible for any clinical decision, diagnosis, prescription, treatment or record made by you or by anyone in your practice.

13. Limitation of liability

To the fullest extent permitted by law, we will not be liable for any indirect, incidental, special, consequential, exemplary or punitive loss, nor for any loss of profit, revenue, goodwill, business, anticipated saving or data, however caused and whether or not we were advised that such loss was possible.

To the fullest extent permitted by law, our total liability to you for all claims arising out of or in connection with these terms or your use of Vetty Scribe, whether in contract, tort, including negligence, or otherwise, is limited in aggregate to the amounts you paid us for the service in the twelve months immediately before the event giving rise to the claim.

Nothing in these terms excludes or limits liability that cannot be excluded or limited by law, including liability for fraud or for death or personal injury caused by negligence.

You will indemnify us against any claim brought by a third party, including a client of your practice or a regulator, that arises from your use of Vetty Scribe, from a recording you made, from a report you signed, or from your breach of these terms.

14. Cancelling, closing and termination

You may stop using Vetty Scribe at any time. There are three different ways to do so, and they have different effects:

• Cancelling the subscription (section 4). Access continues to the end of the period already paid for, and the practice and its records stay in place.
• Closing the practice. Access ends for everyone at once, every subscription is cancelled immediately without a refund for the time left, and the practice’s records are erased after the period described below.
• Deleting your own account. What happens to the practice depends on your place in it, as described below.

Closing a practice

An administrator can close the practice from Settings, Practice. A practice that also uses Vetty Online cannot be closed while it has video consultations still to take place. Closing takes effect as soon as it is confirmed:

• every subscription the practice holds, Vetty Scribe and, if it has one, Vetty Online, is cancelled at once, with no refund or credit for the unused part of the period already paid for, except where the law requires otherwise;
• everyone in the practice, including the person who closed it, loses access straight away, and open invitations are withdrawn;
• if the practice uses Vetty Online, it is taken off the marketplace; and
• every member is told by email. This notice is part of the service and cannot be switched off.

For 30 days after closing, the person who closed the practice can download its records (section 7) and can reopen it, unless they have since joined another practice, and except where the practice was closed because its last member moved to another practice. Reopening gives every member their access back, but it does not restore cancelled subscriptions or withdrawn invitations: a subscription has to be started again from the Billing page. After the 30 days the records are erased and the practice can no longer be reopened.

If the last member of a practice that holds records moves to another practice or deletes their account, the practice is closed in the same way. A practice that holds no records is simply deleted.

Deleting your account

Anyone can delete their own account from Settings, Account. You are signed out everywhere at once. Then:

• if others remain in the practice, you leave it now: your seats are released (section 2), you lose access to its consultations, and the reports you signed stay with the practice, still showing you as their signer;
• if you are the only administrator and others remain, you cannot delete your account until you have made someone else an administrator;
• if you are the last member and the practice holds records, the practice is closed as described above; if it holds none, it is deleted; and
• if you have video consultations on Vetty Online still to take place, you cannot delete your account until they have been moved or cancelled.

For 30 days you can sign in again and choose to keep your account. Keeping it does not put you back in a practice you left; if your deletion closed the practice, you can reopen it in the same period. After the 30 days your account is erased, as our privacy notice describes. Because your account is a Vetty account, deleting it also ends your access to Vetty Online and vetty.app.

Termination by us

We may end these terms, or suspend or close an account, on reasonable notice, or immediately where you are in material breach of these terms, where an account is being used unlawfully, or where we are required to do so by law. If we close an account for a reason other than your breach, we will refund the unused part of any period already paid for.

If we end these terms other than at your request, you will be given a reasonable opportunity to export the practice’s transcripts and reports before we erase them.

What survives

Closing the practice ends these terms for the practice, except as needed to deal with its records during the period before they are erased and to keep the records described in section 7. The sections on data and retention, ownership, intellectual property, disclaimers, liability, governing law and disputes survive termination.

15. Changes to these terms

We may change these terms. When we do, we will update the date at the top of this page and, where the change is material, tell you before it takes effect, by email or inside the product.

Continuing to use Vetty Scribe after a change takes effect means you accept the revised terms. If you do not accept them, cancel your subscription before the change takes effect.

16. Governing law and disputes

These terms, and any dispute arising out of or in connection with them or with your use of Vetty Scribe, are governed by the laws of the United Arab Emirates.

If a dispute arises, the parties will first try to resolve it informally. Either party may begin that process by written notice, and the parties will negotiate in good faith for at least thirty days before either of them starts formal proceedings.

If the dispute is not resolved informally, it will be finally settled by arbitration under the Arbitration Rules of the United Nations Commission on International Trade Law in force at the time the arbitration begins. There will be one arbitrator. The seat of the arbitration is Dubai, United Arab Emirates. The language of the proceedings is English.

An arbitration is limited to the dispute between the parties to it. To the fullest extent permitted by law, no arbitration may be joined with another, brought on a class basis, or brought on behalf of the general public. Either party may apply to a court of competent jurisdiction for injunctive relief, or to protect or enforce its intellectual property rights, without first following the steps above.

17. Contact

For any question about these terms, about your account, or about a complaint, write to us at support@vettyscribe.com.

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