Terms of Service — VaroVet
Legal

Terms of Service

Last updated: 2026-07-15

1. Agreement

These Terms of Service ("Terms") form a binding agreement between you (the veterinary clinic or other organisation creating an account, "Customer") and SIA Waldemaar Group, reg. no. 40203737019, registered office Rīga, LV-1029, Latvia ("VaroVet", "we"). By creating an account or using the VaroVet service you accept these Terms in full.

2. The service

VaroVet is a software-as-a-service platform for veterinary practice management, including scheduling, medical records, billing, and client communication. We may add, modify, or remove features at our discretion. Material removals will be communicated in advance.

3. Account and security

  • You must provide accurate registration information and keep it current.
  • You are responsible for safeguarding your password and for all activity under your account.
  • You must notify us promptly of any unauthorised use.
  • Each account user must be at least 18 years old and have authority to bind your organisation.

4. Acceptable use

You agree not to:

  • use the service in violation of any applicable law;
  • upload malicious code or attempt to disrupt the service;
  • reverse engineer, decompile, or attempt to derive source code, except to the extent permitted by mandatory law;
  • use the service to send unsolicited bulk communications;
  • misuse the API beyond documented rate limits;
  • impersonate any person or misrepresent affiliation.

5. Subscription, fees, taxes

  • Plans, prices, and entitlements are described on /pricing and may change with prior notice for future renewal periods.
  • Subscriptions auto-renew at the end of each billing cycle unless cancelled.
  • Fees are exclusive of VAT, which is added where required by law.
  • Late payments accrue statutory interest. If an invoice remains unpaid after 30 days we may suspend the account.
  • You may cancel at any time from the billing settings. Cancellation takes effect at the end of the current cycle; we do not refund partial periods.

6. Free trial

New accounts may be granted a 14-day free trial. At the end of the trial, if you have not added a payment method, the account moves to a read-only state until billing is set up. No credit card is required to start the trial.

7. Data roles and control

VaroVet operates two distinct data services, governed by separate legal bases. See our Privacy Policy for detail and the Data Processing Agreement available at support@varovet.com.

  • Your clinic records (you control them). All data you record in your account — owner and pet profiles, medical history, visits, vaccinations, invoices, staff, schedules and clinic settings ("Clinic Data") — is under your control. You are the data controller and VaroVet is your data processor, acting on your instructions under the Data Processing Agreement. You may edit or delete individual records, and you may offboard and have your Clinic Data deleted in full. We always execute your deletion instructions against your Clinic Data — we do not refuse or partially perform them. You are responsible for the lawfulness and accuracy of what you record and for informing pet owners as required by law, including any veterinary record-retention obligations that apply to you.
  • The pet-owner portal (a separate service). Separately, a pet owner may create their own account in the VaroVet pet-owner portal and accept the Pet Owner Portal Terms. From that point VaroVet maintains a personal pet health record for that owner as an independent controller, on its own legal basis. This is a distinct service between VaroVet and the pet owner; it is not part of your Clinic Data and is not something you control or can delete. Your deletion of Clinic Data does not delete a pet owner's own portal record, and the portal record does not prevent or limit your deletion of your Clinic Data.

Cancellation and access. You may cancel at any time from billing settings; access continues to the end of the paid period and the account is then closed. While your account is active you may export your data at any time; a closed account permits no further actions until reactivated. Any personal portal records held by your pet owners are governed by the Pet Owner Portal Terms and are unaffected by your cancellation.

8. Intellectual property

VaroVet and all related software, logos, and content are and remain the property of SIA Waldemaar Group or its licensors. You receive a non-exclusive, non-transferable right to access and use the service for your internal business purposes during the subscription term.

9. Confidentiality

Each party will protect the other's non-public information with the same care it uses for its own confidential information (and no less than reasonable care), and use it only to perform under these Terms.

10. Warranties and disclaimers

We will provide the service with reasonable care and skill and substantially in line with the documentation. Except as expressly stated, the service is provided "as is" without warranties of merchantability, fitness for a particular purpose, or non-infringement, to the maximum extent permitted by law.

The service is a tool to support clinical workflows; clinical judgement remains the sole responsibility of the licensed veterinary professional.

11. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, consequential, or punitive damages, or for lost profits, revenue, or data. Our aggregate liability arising out of or related to these Terms in any 12-month period will not exceed the fees paid by you to VaroVet in that 12-month period.

Nothing in these Terms limits liability that cannot be limited under mandatory law (e.g. gross negligence, wilful misconduct, personal injury).

12. Indemnification

You will defend and indemnify VaroVet against third-party claims arising from your unlawful use of the service or your Customer Data infringing third-party rights.

13. Term and termination

  • These Terms remain in force while you have an active account.
  • Either party may terminate for material breach not cured within 30 days of written notice.
  • We may suspend the service immediately for unpaid fees, security incidents, or violations of acceptable use.
  • Sections that by their nature should survive termination (e.g. limitation of liability, governing law) will survive.

14. Governing law and jurisdiction

These Terms are governed by the laws of the Republic of Latvia, excluding its conflict-of-laws rules. The courts of Rīga, Latvia have exclusive jurisdiction over any dispute, without prejudice to mandatory consumer protection rules.

15. Changes

We may update these Terms from time to time. Material changes will be communicated by email or via the service at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

16. Contact

SIA Waldemaar Group
Rīga, LV-1029, Latvia
Reg. no.: 40203737019
Email: support@varovet.com