Vetincloud — Terms and Conditions of Service

1. Definitions

For the purposes of these Terms, the following definitions apply:

• Controller: Vetincloud IKE, Agias Sofias 75, 17123 Nea Smyrni, Attiki, Greece — VAT EL803071701 — info@vetincloud.com
• Application: the Vetincloud cloud management software, accessible via web and, as an accessory, through mobile app.
• Service: all functionalities made available by the Application.
• User: any person, natural or legal, who uses the Service.
• Client: the entity holding the contractual relationship and subscription.
• Collaborators / Additional Users: secondary users configured by the Client, with defined roles and permissions.
• Account: the User's reserved area within the Application.
• Subscription: paid formula for using the Service, not subject to automatic renewal.
• Trial: free and limited trial period of the Service.
• User Data: any information or data entered, transmitted, or generated through the use of the Application.
• Integrations: external services connected to the Service (electronic invoicing systems, payment providers, third-party APIs, etc.).
• AI Terms: separate document governing the use of artificial intelligence features included in Vetincloud.

2. Purpose

These Terms govern access to and use of the Application. By using the Service, the User fully accepts these Terms.

3. Changes to the Terms

The Controller may update or modify the Terms at any time. Changes will take effect for already registered Users after appropriate communication.

4. Registration, Account, and Security

To use the Service, registration with truthful data is required. The User is responsible for the confidentiality of their credentials and activities performed through the Account.

The Controller is not liable for unauthorized access resulting from loss, sharing, or mismanagement of credentials by the User.

5. Multi-User Accounts and Roles

The Application allows the Client to create multiple internal users within their account (e.g., collaborators, employees), assigning permissions and roles.

The Client:

• is responsible for activities performed by their Additional Users;
• must actively manage permissions, revocations, and deactivations;
• ensures that each Collaborator accepts and complies with these Terms.

The Controller is not responsible for improper or unauthorized use by Collaborators.

6. Types of Data Managed – Exclusion of Human Health Data

Vetincloud is designed for managing animal-related data. It is not intended or suitable for managing human health data.

The User agrees not to enter human health data into the Application. The Controller disclaims all liability for uses contrary to this clause.

7. Trial

The Controller may offer free trial periods of the Service ("Trial"). The Trial ends automatically at the scheduled expiration; the User may continue only by purchasing a Subscription.

8. Subscription, Prices, and Payments

Continued use of the Service requires payment of a Subscription. The subscription does not provide for automatic renewal: the Client can choose if and when to proceed with a new payment.

In the absence of payment:

• the Account may be suspended or deactivated;
• access to the Service may be limited or blocked;
• data will be retained for a reasonable period as indicated in the Privacy Policy.

Payments are processed by third-party providers; the Controller does not access payment data.

9. Invoicing

The Client agrees to provide correct and updated billing information. Invoices are issued based on information provided by the Client, who is solely responsible for it.

10. Permitted Use

The User may not:

• use the Service for illegal purposes or contrary to applicable regulations;
• upload defamatory, harmful, or rights-infringing content;
• compromise system security or introduce malicious software;
• attempt to access source code, decompile, or modify the Application.

11. Integrations with External Systems

The Service may interface with platforms and systems provided by third parties.

The User acknowledges that:

• the availability, speed, and proper functioning of Integrations depend exclusively on their respective providers;
• the Controller does not guarantee the continuity or timeliness of such services;
• any malfunctions, interruptions, regulatory changes, or technical limitations of external systems do not entail liability for the Controller;
• compliance with administrative deadlines and regulatory obligations remains solely the User's responsibility.

12. Service Availability

The Controller is committed to maintaining the Service available and functioning with continuity and reasonable timeliness, adopting adequate technical and organizational measures.

However, the User acknowledges that:

• temporary interruptions may occur due to maintenance, updates, failures, or events beyond the Controller's control;
• the Controller does not guarantee error-free or uninterrupted operation;
• the mobile app is provided as an accessory tool and not as a substitute for the web version, which constitutes the main interface of the Service.

In case of problems with the mobile app, the User is required to use the Service via web interface.

13. Backup, Retention, and Data Export

The Controller performs periodic backups for security and operational continuity purposes. This does not eliminate the User's obligation to maintain independent copies of their data through the tools provided.

The Controller is not responsible for data loss or corruption resulting from:

• improper use of the Service;
• deletions made by the User or their Collaborators;
• external failures or uncontrollable events.

14. Intellectual Property

All content of the Application, including software, texts, graphics, trademarks, and logos, are the property of the Controller or its licensors. The User is granted a limited, non-exclusive, and revocable license to use, exclusively for using the Service.

15. Limitation of Liability

Except in cases of willful misconduct or gross negligence, the Controller is not liable for:

• indirect damages, loss of profits, loss of opportunities, penalties, delays, or failure to meet deadlines by the User;
• malfunctions arising from external services or User infrastructure;
• interruptions due to maintenance, technical failures, unforeseeable events, or force majeure;
• incorrect data entered by the User or their Collaborators.

Maximum liability: in any case, the Controller's liability shall be limited to an amount not exceeding three months of the subscription paid by the Client at the time of the damaging event.

16. Indemnification

The User agrees to indemnify and hold harmless the Controller from any third-party claims arising from improper use of the Service, violations of law, infringement of third-party rights, or uploading of unauthorized data.

17. Force Majeure

The Controller is not liable for failures caused by events beyond its reasonable control, such as technical failures, blackouts, cyber attacks, cloud service unavailability, strikes, natural disasters, or sudden regulatory changes.

18. Privacy

The processing of personal data is governed by the Privacy Policy available on the Application. Artificial intelligence features are governed by separate documents (AI Terms).

19. Applicable Law and Jurisdiction

These Terms are governed by Greek law. For non-consumer Clients, the exclusive jurisdiction is Athens (Greece). For EU Consumers, the protections provided by European law apply.