These Terms of Service (the "Terms") are a legal agreement between you and PawsFree, LLC, a Maryland limited liability company ("PawsFree," "we," "us"). They govern your use of the PawsFree browser extension, web application, mobile applications, and related services (together, the "Services").
By creating an account or using the Services, you agree to these Terms. If you do not agree, do not use the Services.
Please read Section 18 carefully. It requires most disputes to be resolved by individual arbitration and waives your right to participate in a class action. You may opt out of that section within 30 days.
1Definitions
"Account" means your individual PawsFree account.
"Your Content" means everything you put into the Services or generate through them, including audio recordings, transcripts, text you type, documents you upload, patient identifiers, and the draft records PawsFree produces for you.
"PIMS" means the veterinary practice management or electronic medical record system you use.
"De-Identified Data" has the meaning given in Section 8.
2Who may use PawsFree
You may use the Services only if you are at least 18 years old and either:
- a licensed veterinarian in good standing, or
- authorized by a licensed veterinarian to assist with clinical documentation as a veterinary technician, assistant, practice manager, or comparable staff member.
The Services are for professional veterinary use. They are not for personal use, and they are not for use by pet owners.
If you create an Account on behalf of a practice or business, you represent that you have authority to bind that entity to these Terms, and "you" includes that entity.
If you enter the name, credentials, or other information of another person into the Services, including the name of an attending veterinarian, you represent that you have the authority to do so.
3Your Account
One person, one Account. Accounts are individual. You may not share your Account, your login credentials, or your access with anyone else, and you may not let another person generate records under your Account. Each individual who uses the Services needs their own Account and their own subscription.
You are responsible for your Account. Keep your credentials secure. You are responsible for everything that happens under your Account, whether or not you authorized it. Tell us promptly at [email protected] if you believe your Account has been compromised.
We offer two-factor authentication, and we recommend you enable it.
4Subscriptions, fees, and billing
Subscriptions. Paid plans are offered on a monthly or annual basis at the price presented to you when you subscribe. Payment is processed by Stripe. You authorize us to charge your payment method for all fees when due.
Automatic renewal. Your subscription renews automatically at the end of each billing period, at the then-current price for your plan, until you cancel. You can cancel at any time from your Account settings. Cancellation takes effect at the end of your current billing period, and you keep access until then.
Price changes. We may change our prices. Any change applies at your next renewal, not mid-term, and we will tell you before it takes effect. If we have expressly locked a rate for your Account, we will honor that lock according to its terms.
Refunds. We do our best to provide a quality product and exceptional customer support. If you are not happy, we want to make it right. Refunds are issued at our discretion, and we would rather hear from you than have you quietly cancel. Depending on the situation we may offer a partial refund, a credit, free months of service, or a full refund. Please contact us at [email protected] if you have a problem.
Failed payments. If a payment fails, we may suspend your Account until payment is resolved. We will try to reach you before suspending anything.
Taxes. Fees do not include taxes. Where we are required to collect sales or similar taxes, they will be added to your charges.
5Free trials, credits, and promotional offers
Free trials, free credits, founding member rates, referral credits, and other promotional offers are made available on the terms presented to you at the time of sign-up or at the time the offer is made. Those terms vary by offer and are part of these Terms for anyone who accepts them.
Unless the offer says otherwise, promotional credits have no cash value, cannot be transferred or redeemed for cash, and may expire.
We may modify or discontinue any promotional offer at any time. Doing so will not affect an offer you have already accepted.
6Your Content belongs to you
You own Your Content. As between you and PawsFree, you own all right, title, and interest in Your Content, including any intellectual property rights in it. We do not claim ownership of your recordings, your transcripts, your uploaded documents, or the records generated for you.
You are responsible for Your Content. You represent that you have the right to submit everything you put into the Services, and that doing so does not violate any law or any third party's rights.
The license you give us. To operate the Services, we need permission to handle Your Content. You grant us a non-exclusive, worldwide, royalty-free license to host, store, copy, transmit, process, display, and create derivative works of Your Content solely as necessary to provide, maintain, secure, and support the Services for you, and to comply with law. This license ends when you delete the relevant content or close your Account, except for the limited retention described in our Privacy Policy and for backups that cycle out on their normal schedule.
7Artificial intelligence and your responsibility for records
The Services use artificial intelligence, including speech recognition and large language models, to produce draft records.
PawsFree does not practice veterinary medicine. We do not provide medical advice, we do not make clinical judgments, and we do not verify the clinical accuracy of anything the Services generate. The Services are a documentation tool.
AI output is a draft. Automated transcription and generation can be wrong. They can misinterpret speech, omit information, introduce information that was not said, and misstate clinical detail. You are solely responsible for reviewing, correcting, and approving every record before it becomes part of a patient's chart, is relied upon clinically, or is submitted to anyone.
You are responsible for your records. You remain solely responsible for the accuracy, completeness, and legal sufficiency of your medical records, and for complying with the record-keeping requirements of your state veterinary board and any other applicable law. Nothing in the Services relieves you of those obligations.
8De-identified and aggregated data
We may create de-identified and aggregated data from use of the Services ("De-Identified Data"), and we may use it to operate, analyze, secure, and improve the Services and to develop new features and products.
What De-Identified Data means here. Data is De-Identified Data only once it has been processed so that it does not identify, and cannot reasonably be used to identify, you, your practice, any pet owner, or any individual animal, and so that it cannot reasonably be re-associated with any of them. We will not attempt to re-identify De-Identified Data, and we will not authorize anyone else to.
What we will not do with it. We will not use De-Identified Data, or any other content you submit, to train, fine-tune, or otherwise improve machine learning models, and our agreements with our AI providers prohibit them from doing so with your content. This commitment is also stated in our Privacy Policy. If this changes, we will update these Terms and our Privacy Policy before the change takes effect.
Ownership. We own De-Identified Data we create. You keep everything you owned before, and creating De-Identified Data does not transfer any rights in Your Content.
9Recording conversations and consent
The Services can record conversations, including conversations with your clients.
Obtaining consent to record is your responsibility. Recording laws differ by state and can carry criminal penalties and statutory damages. Many states, including Maryland, require the consent of every party to a conversation before it may be recorded.
You represent and warrant that, before using any recording feature, you have obtained all notices, permissions, and consents required by applicable law from every person whose voice may be captured, and that you will comply with all laws governing the recording, storage, and disclosure of conversations.
We are not in a position to know who is present in your exam room, what jurisdiction you are in, or what your local law requires. We strongly encourage you to obtain consent from all parties before recording, and to consult your own counsel if you are unsure.
Your indemnification obligations in Section 15 expressly include any claim arising from a failure to obtain a required consent.
10Your practice management system
How this works. PawsFree does not connect to your PIMS on its own. It runs in your browser, on your device, within the session you have already logged into, and it acts only when you direct it to. We do not hold your PIMS credentials, we do not log in as you, and we do not access your PIMS independently of your use. Functionally, the Services help you work faster inside a system you are already authorized to use. You, not PawsFree, are the one accessing your PIMS.
You authorize this use, and you confirm you may. By using any PIMS-connected feature, you direct PawsFree to operate within your session for your benefit, and you represent and warrant that:
- you are authorized to access that PIMS and the records you use PawsFree with
- you have the right to use assistive software with it, and doing so does not breach your agreement with your PIMS vendor, your employer, or your practice
- no policy, contract, or license applicable to you prohibits what you are asking PawsFree to do
Your agreement with your PIMS vendor is between you and them. PawsFree is not a party to it, has not seen it, and is not bound by it. Nothing in these Terms, and nothing about your use of the Services, makes PawsFree a party to any agreement between you and any PIMS vendor or creates any obligation from PawsFree to that vendor.
We make no representation that your PIMS vendor permits this. Some vendors restrict or prohibit third-party or automated access to their systems. It is your responsibility to know what your agreement allows. We do not advise you on it, and you should not treat the availability of an integration as our opinion that your vendor permits it. If using PawsFree with a particular PIMS would breach your agreement with that vendor, do not use it that way, and tell us so we can disable it for your Account.
You accept the consequences with your vendor. If a PIMS vendor suspends you, terminates your access, restricts your account, charges you, or brings a claim against you because you used assistive software, that is a matter between you and that vendor. PawsFree is not liable to you for any of it, including any resulting loss of access to your own records, business interruption, or cost of migrating systems.
If a vendor objects. We may suspend, disable, or remove any PIMS integration at any time, including if a vendor asks us to or asserts that it is not permitted. We may do so without notice where we consider it necessary, and we will not be liable to you for doing so.
Integrations may break. We do not control your PIMS and we are not responsible for it. PIMS vendors change their software without telling us. Any integration may break, degrade, or be discontinued, and we do not warrant that any of them will work or keep working.
Your indemnification obligations in Section 16 expressly include claims brought by a PIMS vendor arising from your use of the Services.
11Acceptable use
You may not:
- Use the Services for anything other than professional veterinary documentation
- Share your Account or let anyone else use it
- Submit content you do not have the right to submit
- Record anyone without the consent required by law
- Reverse engineer, decompile, scrape, or attempt to derive the source code or underlying models of the Services
- Use the Services, or their output, to build or train a competing product or machine learning model
- Circumvent usage limits, rate limits, credit systems, or security controls
- Access the Services by automated means except through interfaces we provide
- Upload malware, interfere with the Services, or attempt to gain unauthorized access to any system or account
- Resell, sublicense, or otherwise commercialize the Services
- Use the Services in violation of any law or any third party's rights
We may investigate suspected violations and may suspend or terminate Accounts involved.
Reasonable use. Our pricing assumes normal use by a working veterinary professional. If usage on an Account is wildly out of line with that, we may contact you to discuss a plan that fits. We will talk to you before restricting anything, except where we need to act immediately to protect the Services or other users.
12Beta and early access features
We may offer features labeled beta, preview, or early access. These are provided as-is, may be changed or removed at any time, may not work correctly, and are excluded from any commitment in these Terms. Use judgment before relying on them for clinical documentation.
13Availability, support, and changes to the Services
We work hard to keep the Services running, but we do not offer a service level agreement or an uptime guarantee. The Services may be unavailable for maintenance, updates, or reasons outside our control.
Support is available at [email protected]. We aim to respond quickly, and we take support seriously, but response times are not contractual commitments.
We may add, change, or remove features. If we remove something you depend on, we will try to give you notice and a reasonable alternative.
14Term, termination, and getting your data out
By you. You may cancel at any time from your Account settings, or close your Account entirely.
By us. We may suspend or terminate your access if you materially breach these Terms, if your Account is delinquent, if we are required to by law, or if your use poses a risk to the Services or to others. Except where the breach is serious or where immediate action is necessary, we will give you notice and a reasonable opportunity to fix the problem first. We may also discontinue the Services generally, with reasonable advance notice.
Getting your data out. Your records matter, and we do not want a billing dispute or a cancellation to cost you your documentation. You may export Your Content from within the Services while your Account is active. After termination or cancellation, contact us at [email protected] and we will work with you to retrieve Your Content. We do not commit to a fixed retrieval window, and we encourage you to export before you cancel, but our practice is to help.
Deletion of Your Content follows the schedule described in our Privacy Policy.
What survives. Sections 6 through 8, 11, and 15 through 20, and any accrued payment obligations, survive termination.
15Disclaimer of warranties
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE," WITH ALL FAULTS. TO THE FULLEST EXTENT PERMITTED BY LAW, PAWSFREE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, THAT ANY TRANSCRIPTION OR GENERATED RECORD WILL BE ACCURATE OR COMPLETE, OR THAT ANY PIMS INTEGRATION WILL FUNCTION OR CONTINUE TO FUNCTION.
Some states do not allow the exclusion of certain warranties, so some of the above may not apply to you.
16Indemnification
You agree to defend, indemnify, and hold harmless PawsFree and its members, officers, employees, and agents from any third-party claim, demand, loss, damage, liability, cost, or expense (including reasonable attorneys' fees) arising out of or related to:
- your use of the Services
- Your Content
- your breach of these Terms
- your failure to obtain any consent required to record a conversation
- your violation of any law or any third party's rights, including the rights of any pet owner, employer, or practice
- any claim by a PIMS vendor, employer, or practice arising from your use of the Services with their system, including any claim that you were not permitted to use assistive software with it, and including claims brought against PawsFree directly
- the clinical accuracy, completeness, or adequacy of any record you approve or rely upon
We will notify you of any claim we seek indemnification for and may participate in the defense with counsel of our choosing at our own expense.
17Limitation of liability
TO THE FULLEST EXTENT PERMITTED BY LAW, PAWSFREE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, GOODWILL, BUSINESS, OR DATA, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY.
TO THE FULLEST EXTENT PERMITTED BY LAW, PAWSFREE'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID US IN THE SIX MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).
These limits do not apply to liability that cannot be limited under applicable law, including liability for fraud, gross negligence, or willful misconduct.
Some states do not allow certain limitations of liability, so some of the above may not apply to you.
18Dispute resolution, arbitration, and class action waiver
Please read this section carefully. It affects your legal rights.
Talk to us first. Most problems can be solved quickly. Before starting a formal proceeding, please email [email protected] describing the dispute and what you would like us to do. We will do the same for you. If we cannot resolve it within 30 days, either of us may proceed.
Arbitration. Except as stated below, any dispute arising out of or relating to these Terms or the Services will be resolved by binding individual arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. Arbitration will take place in Maryland, or by telephone or video if you prefer, or in another location we agree on. The arbitrator's decision is final and may be entered as a judgment in any court with jurisdiction.
Class action and jury waiver. You and PawsFree each waive the right to a trial by jury and the right to participate in a class, collective, consolidated, or representative action. The arbitrator may award relief only to the individual party seeking it, and only to the extent necessary to resolve that party's individual claim.
Small claims carve-out. Either of us may bring an individual claim in small claims court instead of arbitration, if it qualifies.
Injunctive relief carve-out. Either of us may seek injunctive or other equitable relief in court to protect intellectual property rights or to stop unauthorized access to the Services.
How to opt out. You may opt out of this Section 18 by emailing [email protected] within 30 days of first accepting these Terms, with your name and the email address on your Account, and a statement that you are opting out of arbitration. Opting out will not affect anything else in these Terms, and it will not affect your Account or your pricing in any way.
Severability. If the class action waiver is found unenforceable as to a particular claim, that claim will proceed in court and the rest of this section still applies to all other claims.
19Governing law
These Terms are governed by the laws of the State of Maryland, without regard to its conflict of laws rules. Subject to Section 18, any action must be brought in the state or federal courts located in Maryland, and you consent to their jurisdiction.
20Changes to these Terms
We may update these Terms as the Services and the law change. When we do, we will post the revised Terms and update the "Last updated" date. For material changes, we will make a reasonable effort to bring them to your attention before they take effect.
Changes apply going forward. Continuing to use the Services after a change means you accept the updated Terms. If you do not accept them, cancel your subscription and stop using the Services.
Changes to Section 18 will not apply to any dispute that arose before the change.
21General
Entire agreement. These Terms, our Privacy Policy, and any offer terms you accepted are the entire agreement between us about the Services, and replace any prior agreement on the subject.
Assignment. You may not assign these Terms without our written consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets.
Severability. If any provision is unenforceable, the rest remains in effect.
No waiver. If we do not enforce a provision, that is not a waiver of our right to enforce it later.
No third-party beneficiaries. These Terms do not create rights for anyone other than you and us.
Force majeure. Neither of us is liable for a failure to perform caused by something outside our reasonable control.
Notices. We may send notices to the email address on your Account. You may send notices to [email protected].
Relationship. Nothing here creates a partnership, joint venture, employment, or agency relationship between us.
22Contact
PawsFree, LLC
Maryland, United States
Support, billing, and legal notices: [email protected]
Privacy requests: [email protected]