Terms of service

1 · What this is

Vet Management is a web application for running a veterinary clinic: patients, medical records, calendar, daycare, boarding, grooming, price list and internal invoicing.

It is provided by AlphaLedgerCo. Using it requires an account and membership of a clinic.

2 · Your account

An account belongs to a person, not to a desk. Every member of your team signs in with their own. Sharing one account between several people breaks the only thing that makes this app useful in an inspection: knowing who did what.

You are responsible for what happens under your account. If you think someone else got into it, change the password — that signs out every other session — and tell us.

The clinic owner decides who has access and with what role, and can disable anyone at any time, from the Team screen.

How people get in: the owner sends an invitation to a specific address. The link only works for THAT address, expires after seven days, is spent when used, and can be withdrawn before then. Forwarding the message gives nobody else access.

3 · What you put in

Your clients’ data, their animals’ data and your operational data are yours. We do not use them for anything other than providing the service.

You undertake that you are entitled to process them: that your clients know you use a system like this and that their data is held in it.

Clinical judgement is yours. The app records, calculates and reminds; it does not diagnose or prescribe. The AI adviser writes from your own data and is not a vet: it never replaces your professional judgement.

4 · What it costs

The first 30 days are free, with no card and no payment details. They start when you create the clinic, in your own time zone. During the trial you get one administrator account and two guest accounts.

After that: USD 19.95 per month for each administrator account and USD 9.95 per month for each guest account. A second administrator costs the same as the first.

You pay for seats, and an invitation that has not been accepted already takes one. It is the only way the number you see is the real number: otherwise you could send fifty invitations with two seats paid for. When someone accepts, they take the seat their invitation was holding — the count does not move.

To reduce seats, first deactivate that person on the Team screen. We do not choose who leaves your team.

Billing is handled by Stripe. Your card details never pass through our servers: there is not a single column where they could be stored. Your statement will read ALPHALEDGERCO VET, and invoices and receipts are issued by AlphaLedgerCo, who bills you.

5 · If you stop paying

This is the part we most want you to read before you subscribe, so it comes with no hedging and with dates.

If a payment does not go through, you have 7 days. During those 7 days the app keeps working with everything while the bank retries. We email you on every attempt with the amount and the exact deadline (day and time), and you see it inside the app too, with a button to pay. If you change your card in the billing portal, we charge it right away.

If it is still unpaid after 7 days, we cancel the subscription and void that invoice: nothing more is ever charged after that moment. We email you that same day, and from the next day on what follows applies.

For 90 days the app becomes read-only. You still see EVERYTHING — records, files, invoices, the calendar — and you cannot add, change or delete anything. Nothing is deleted in that period. These are clinical records and you may need them.

We tell you every day inside the app, with the days you have left, and by email on day 1 and at 30, 60 and 90.

On day 91 access stops. Your data stays stored for 90 more days. After that, it is deleted.

Before that happens you can take all of it with you. The day-90 email explains how, and you can ask us any time at support@alphaledgerco.com. If your country requires you to keep clinical records for years, that duty is yours and we want you to be able to meet it even after you stop being our customer.

By subscribing you accept this timetable. We say it here, beforehand, and not on a warning screen when it is already too late.

And if you pay again within those 180 days, you get everything back exactly as it was.

6 · What this service is NOT yet

We would rather say it here than have you find out while using it.

Payment documents are internal receipts, not certified tax invoicing. If your country requires electronic invoicing, you will still need your invoicing system.

7 · Availability

We do not promise an uptime percentage. It would be an invented figure: we do not yet have the measurement that would back it, and we prefer not to commit to what we cannot demonstrate.

What we do commit to: telling you when something is down instead of leaving you guessing, and never shipping a change that has not passed the system’s full set of checks first.

There may be interruptions for maintenance or because of a provider failure.

8 · Liability

We take all the care we are capable of, and software can still fail. We are not liable for clinical decisions, for your clinic’s tax compliance, or for losses arising from data entered incorrectly.

We are liable for protecting what you entrust to us and for telling you the truth about what we do with it — which is what the privacy policy is about.

9 · Ending

You can stop using the service whenever you want. Write to support@alphaledgerco.com and we will give you a copy of your data and erase whatever you ask, within 30 days at most.

We may suspend an account if its use puts the service or other clinics’ data at risk. If that ever happens, we will explain why.

10 · Changes

If we change these terms we change the date above and tell you inside the app before they take effect.