Back to PetCareSuite
PetCareSuitePetCareSuite

Terms of Service

Last updated: 1 August 2026

1. Agreement to terms

By registering for or using PetCareSuite, you agree to be bound by these Terms of Service (“Terms”). These Terms form a binding agreement between your veterinary practice (“you” or “Clinic”) and Valkon Solutions (“we”, “us”, or “our”), the company that develops and operates PetCareSuite. If you do not agree to these Terms, do not use the platform.

2. The service

PetCareSuite is a cloud-based veterinary practice management platform. We provide tools for appointment scheduling, client and patient record management, medical records, invoicing, inventory, hospitalization, grooming, pet hotel, SMS reminders, fiscal Z-reports, and AI-assisted clinical documentation (“Service”).

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will not be liable to you for any modification, suspension, or discontinuation of the Service.

3. Subscription and payment

Access to PetCareSuite requires a paid subscription after the 14-day free trial period. Subscription fees are billed monthly in advance via Stripe. All prices are displayed inclusive of any applicable taxes.

  • You authorise us to charge your payment method on a recurring monthly basis.
  • Subscriptions auto-renew unless cancelled before the next billing date.
  • There are no refunds for unused periods of a current billing cycle.
  • We reserve the right to change subscription pricing with 30 days' notice.
  • Failure to pay will result in suspension of your account after a grace period.

4. Your account

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must immediately notify us of any unauthorised use of your account at contact@valkonsolutions.com.

You may not share login credentials between multiple users. Each staff member must use their own account. The number of staff accounts available depends on your subscription tier.

5. Acceptable use

You agree not to:

  • Use PetCareSuite for any unlawful purpose or in violation of applicable regulations.
  • Upload or transmit malware, viruses, or any malicious code.
  • Attempt to gain unauthorised access to any part of the platform or its infrastructure.
  • Reverse-engineer, decompile, or attempt to extract the source code of the platform.
  • Resell, sublicense, or provide access to the platform to third parties outside your practice.
  • Send unsolicited marketing messages to pet owners via the SMS feature.

6. Your data

You retain full ownership of all client and patient data you enter into PetCareSuite. By using the platform, you grant us a limited licence to store, process, and transmit that data solely for the purpose of providing the Service to you.

You are responsible for ensuring that your collection and use of client data complies with applicable data protection law, including GDPR where applicable, and that you have obtained any necessary consents from pet owners before entering their personal data into the platform.

Upon termination of your subscription, you may request a data export. We will retain your data for up to 12 months after termination, after which it will be permanently deleted, except where retention is required by law.

7. AI Clinical Notes (Scribe)

The AI Clinical Notes feature generates draft documentation to assist veterinary professionals. All AI-generated content is a draft only and must be reviewed, edited, and approved by a qualified veterinarian before being saved to the patient record. The AI Scribe is a documentation aid — it does not constitute veterinary advice, diagnosis, or treatment recommendations.

We are not liable for any clinical decision made in reliance on AI-generated drafts. You remain solely responsible for the accuracy of all records saved to the platform.

8. SMS reminders

The SMS reminder feature allows clinics to send automated messages to pet owners. You are responsible for ensuring that you have the necessary consent from recipients before enabling SMS reminders for their contact numbers. We are not liable for messages sent to incorrect numbers or for any costs incurred as a result of SMS delivery.

9. Fiscal compliance

PetCareSuite provides Z-report and fiscal compliance tooling designed to align with Cyprus ETR regulations. You remain solely responsible for your tax compliance obligations. We do not provide tax, legal, or accounting advice. You should consult a qualified accountant or tax adviser to confirm that the platform's outputs meet your specific regulatory requirements.

10. Availability and uptime

We aim to maintain high availability of the Service but do not guarantee uninterrupted access. Scheduled maintenance, third-party infrastructure outages, and events beyond our control may cause temporary unavailability. We will make reasonable efforts to notify you of planned downtime in advance.

11. Intellectual property

All intellectual property rights in PetCareSuite — including the platform, software, design, branding, and documentation — are owned by Valkon Solutions. These Terms do not grant you any rights to our intellectual property other than the right to use the Service as described herein.

12. Limitation of liability

To the maximum extent permitted by law, Valkon Solutions shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to loss of data, loss of revenue, or loss of business opportunity.

Our total liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the total subscription fees paid by you in the 12 months preceding the claim.

13. Termination

You may cancel your subscription at any time through the Subscription settings in your dashboard. Cancellation takes effect at the end of the current billing period.

We reserve the right to suspend or terminate your account immediately for material breach of these Terms, including non-payment, misuse, or illegal activity.

14. Governing law

These Terms are governed by the laws of the Republic of Cyprus. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Cyprus.

15. Changes to these terms

We may update these Terms from time to time. When we do, we will update the “Last updated” date at the top of this page. For material changes, we will notify clinic administrators by email at least 14 days before the changes take effect. Continued use of the Service after that date constitutes acceptance of the updated Terms.

16. Contact

For questions about these Terms, contact us at: contact@valkonsolutions.com