Terms of Service &
Trademark Policy

1Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you (the "Licensee" or "User") and Kalaharicoding (Pty) Ltd ("VetLoop", "we", "us", "our") governing your use of the VetLoop veterinary practice management software application, including all updates, features and related documentation (the "Software").

By downloading, installing, activating or using the Software, you confirm that:

• You have read and understood these Terms;
• You are authorised to enter into binding agreements on behalf of the veterinary practice you represent;
• You accept these Terms and agree to be bound by them.

2Software Licence

2.1 Grant of Licence

Subject to your compliance with these Terms, VetLoop grants you a non-exclusive, non-transferable, revocable, limited licence to install and use the Software solely for the internal management of a licensed veterinary practice.

2.2 Number of Devices

The licence permits installation on the number of devices specified in your licence agreement or purchase order. Use of the multi-device network feature requires all devices to be located at the same licensed practice premises.

2.3 Updates

VetLoop may release updates, patches or new versions of the Software from time to time. These Terms apply to all versions. Some updates may be mandatory for continued use of the Software.

2.4 Open Source Components

The Software may incorporate open source components. Any applicable open source licences are disclosed in the application's documentation and take precedence over these Terms in respect of those specific components only.

3Permitted Use

You may use the Software to:

• Manage patient and client records for a licensed veterinary practice;
• Schedule appointments and manage clinical workflows;
• Record, store and access clinical notes, laboratory results and imaging studies;
• Generate invoices and manage billing for veterinary services;
• Process payroll for practice staff using the integrated SimplePay module;
• Synchronise data between devices within your practice;
• Export records for the purposes of regulatory compliance, audit or patient referral.

4Prohibited Activities

You must not:

• Reverse engineer, decompile, disassemble or otherwise attempt to derive the source code of the Software;
• Modify, adapt, translate or create derivative works based on the Software;
• Sublicense, sell, resell, transfer, assign or otherwise commercially exploit the Software;
• Use the Software to process personal information for purposes other than the licensed veterinary practice;
• Remove, alter or obscure any copyright, trademark or other proprietary notices embedded in the Software;
• Use the Software in any manner that violates POPIA, ECTA, the Cybercrimes Act or any other applicable law;
• Attempt to circumvent any security, encryption or access control feature of the Software;
• Use automated tools to scrape, extract or harvest data from the Software;
• Share login credentials or allow unauthorised persons access to the Software.

5Accounts & Access

Administrator accounts are responsible for creating and managing user accounts. You agree to:

• Keep login credentials confidential and not share them with unauthorised persons;
• Promptly deactivate accounts of staff who leave the practice;
• Assign role-appropriate access levels (Admin, Vet, Receptionist, Viewer) to each user;
• Take responsibility for all activity that occurs under accounts within your practice.

VetLoop is not liable for unauthorised access resulting from your failure to maintain the security of your credentials.

6Data Ownership

As the data controller, you are responsible for:

• Ensuring your collection and use of personal information complies with POPIA;
• Maintaining appropriate hardware, backup procedures and system security;
• Ensuring that all staff using the Software understand their data protection obligations;
• Notifying your clients of how their personal information is processed.

VetLoop acts as a data processor only to the extent that the Software processes personal information on your behalf. Our obligations as processor are governed by our Privacy Policy and applicable law.

7Intellectual Property

All intellectual property rights in and to the Software — including but not limited to the source code, object code, user interface designs, graphics, logos, documentation and any related materials — are and remain the exclusive property of Kalaharicoding (Pty) Ltd.

These Terms do not grant you any right, title or interest in the Software other than the limited licence described in Section 2. All rights not expressly granted are reserved by VetLoop.

8Trademark Policy

8.1 VetLoop Trademarks

The following are trademarks or trade names of Kalaharicoding (Pty) Ltd ("VetLoop Marks"):

• The name "VetLoop"
• The VetLoop logo (paw print with loop design)
• The domain name vetloop.co.za
• Any other marks designated as trademarks in VetLoop materials

8.2 Permitted Use of VetLoop Marks

You may use the VetLoop name solely to accurately identify the Software you are using in a truthful, non-misleading manner — for example: "This practice uses VetLoop practice management software."

8.3 Prohibited Use of VetLoop Marks

You must not:

• Use the VetLoop Marks as part of your own business name, product name or service name;
• Use the VetLoop Marks in a domain name, social media handle or app store listing;
• Suggest that VetLoop endorses, sponsors or is affiliated with your business without prior written consent;
• Alter, stylise, distort or combine the VetLoop Marks with other elements;
• Register or attempt to register the VetLoop Marks as trademarks in any jurisdiction;
• Use VetLoop Marks in a manner that disparages VetLoop or its products.

8.4 Trademark Infringement

Unauthorised use of the VetLoop Marks constitutes trademark infringement and may result in legal action. To request permission for a specific use of the VetLoop Marks, please contact info@vetloop.co.za.

9Warranties & Disclaimers

VetLoop warrants that the Software will perform materially in accordance with its documentation under normal conditions of use. We will use reasonable efforts to correct reproducible defects reported to us.

9.1 No Accounting or Tax Advice

The Software provides tools that assist with invoicing, payroll calculations and accounting integrations as a convenience. Nothing in the Software constitutes accounting advice, tax advice, financial advice, or any other professional financial service. Kalaharicoding (Pty) Ltd is a technology company, not a registered accounting firm, tax practitioner or financial services provider. You remain solely responsible for the accuracy and completeness of all financial records, tax filings, payroll submissions and SARS declarations prepared using or informed by data from the Software.

9.2 AI & Clinical Decision Support

The Software may include features that use artificial intelligence, machine learning or automated decision support. These outputs are provided for informational purposes only and may be incorrect, incomplete or not applicable in your specific clinical context. All clinical decisions remain the sole professional responsibility of the registered veterinarian or qualified practitioner treating the animal. AI-generated content must be reviewed and verified by a competent professional before acting on it.

10Limitation of Liability

To the maximum extent permitted by applicable law:

• VetLoop's total aggregate liability to you for any claims arising from or related to these Terms or the Software shall not exceed the amount you paid for the Software licence in the 12 months preceding the claim;
• VetLoop will not be liable for indirect, incidental, consequential, special or punitive damages, including loss of profits, loss of data, or loss of business, even if advised of the possibility of such damages;
• VetLoop will not be liable for any loss arising from your failure to maintain adequate data backups, hardware failures, network outages, or force majeure events;
• VetLoop will not be liable for any SARS penalties, interest, assessments, tax shortfalls, VAT adjustments or other statutory financial obligations arising from data processed, exported, synchronised or generated by the Software, including but not limited to data synced to Xero, QuickBooks or SimplePay;
• VetLoop will not be liable for losses arising from errors, omissions, interruptions or unavailability of any third-party service integrated with the Software, including payment processors, accounting platforms or payroll providers;
• VetLoop will not be liable for any clinical outcome, injury to an animal or harm to a person arising from reliance on any AI-generated content, drug calculation or clinical decision support output produced by the Software.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability which cannot be excluded under South African law.

11Indemnification

You agree to indemnify, defend and hold harmless Kalaharicoding (Pty) Ltd, its directors, employees, contractors and agents (collectively the "VetLoop Parties") from and against any and all claims, liabilities, damages, losses, penalties, fines, assessments and expenses (including legal fees on the attorney-and-own-client scale) arising out of or in any way connected with:

• Your use or misuse of the Software or any of its features;
• Your violation of these Terms or any applicable law, including POPIA, ECTA, the Cybercrimes Act, the Income Tax Act, the Value Added Tax Act or the Basic Conditions of Employment Act;
• Any third-party claims relating to personal information, financial data or clinical data you have processed using the Software;
• Any SARS assessment, penalty, interest charge or tax shortfall arising from payroll, invoicing or accounting data prepared with the assistance of the Software;
• Any claim by an employee, ex-employee or labour authority arising from payroll data processed through the Software's SimplePay integration;
• Any claim by a third party (including Xero, QuickBooks, SimplePay or PayFast) arising from your use of those integrations in contravention of their respective terms of service;
• Any clinical harm to an animal or person arising from reliance on AI-generated outputs, drug calculations or clinical decision support features of the Software.

12Third-Party Integrations

The Software may integrate with third-party services including SimplePay, Xero, QuickBooks, Seamaty and others. These integrations are provided as a convenience and are subject to the terms and conditions of the respective third-party providers.

VetLoop is not responsible for the availability, accuracy, or conduct of any third-party service. Your use of third-party integrations is at your own risk and subject to the applicable third-party terms of service.

VetLoop strongly recommends that you independently verify all financial data synchronised to any accounting platform before submitting any tax return, financial statement or regulatory filing. The accounting integrations are a convenience tool and do not remove your obligation to review, verify and take professional responsibility for all financial records.

✦Accounting & Financial Integrations

Scope

This section governs your use of any feature within the Software that generates, processes, synchronises or exports financial data, including but not limited to: invoicing, billing, Xero synchronisation, QuickBooks synchronisation, SimplePay payroll processing, tax calculations and SARS submission data.

Not a Financial Service Provider

Kalaharicoding (Pty) Ltd is a software technology company. It is not a registered accounting firm, auditor, tax practitioner, financial services provider or payroll bureau under any South African legislation including the Financial Advisory and Intermediary Services Act (FAIS), the Companies Act, the Tax Administration Act or the Basic Conditions of Employment Act. The accounting and payroll features of the Software do not constitute the provision of any financial, accounting, payroll, tax or legal service.

User Responsibility for Financial Accuracy

You are solely and exclusively responsible for:

• Verifying the accuracy of all invoice amounts, VAT calculations, line items and payment records generated by the Software before sending to a client or filing with any authority;
• Verifying that payroll calculations, PAYE deductions, UIF contributions and SDL amounts produced by the SimplePay integration are correct before submitting any EMP201, EMP501, IRP5 or UI-19 return to SARS or the Department of Employment and Labour;
• Reconciling data synchronised to Xero or QuickBooks with your source records before any financial close, audit or tax filing;
• Ensuring your chart of accounts, tax codes and accounting mappings within your Xero or QuickBooks account are correctly configured — VetLoop does not provide accounting setup services;
• Engaging a registered accountant, tax practitioner or payroll administrator for any regulatory compliance matters.

No Liability for Tax Obligations

VetLoop accepts no responsibility whatsoever for any tax, penalty, surcharge, interest or assessment imposed by SARS, the Department of Employment and Labour or any other authority as a result of data produced, exported or synchronised by the Software. All statutory obligations in respect of tax compliance remain entirely with you as the taxpayer and employer.

Integration Availability

Xero, QuickBooks and SimplePay are independent third-party services. VetLoop does not guarantee the availability, continued operation, pricing or feature set of any third-party accounting or payroll service. Changes to those third-party services may affect the integration features of VetLoop without prior notice. VetLoop will endeavour to maintain compatibility but accepts no liability for disruption caused by changes made by third-party providers.

✦AI & Clinical Decision Support

The Software may include artificial intelligence (AI) features, including but not limited to: AI-assisted clinical note generation, drug dosage calculators, diagnostic suggestion tools, and automated text completion.

By using any AI feature within the Software, you acknowledge that:

• You understand that AI outputs are generated by automated systems and may contain errors;
• You will independently verify any AI-generated clinical note, dose calculation or diagnostic suggestion before acting on it;
• Professional responsibility for all clinical decisions remains with the registered veterinarian or veterinary nurse authorised to make that decision;
• VetLoop makes no warranties as to the accuracy, currency or clinical appropriateness of any AI output.

13Cancellation & Refund Policy

VetLoop offers both monthly and annual subscription plans. The following policy applies to all paid licences processed through our website:

Cancellation

• You may cancel your subscription at any time by contacting us at info@kalaharicoding.co.za.
• Upon cancellation, your licence remains active and fully functional until the end of your current paid billing period.
• No further charges will be made after cancellation.

Refunds

• Monthly plans: No refund is issued for the current billing month. Cancellation takes effect at the end of the current month.
• Annual plans: If you cancel an annual subscription, you are entitled to a pro-rata refund for each full calendar month remaining after the month in which cancellation is requested. The cancellation month itself is not refunded.
• Example: If you cancel on 12 June on an annual plan expiring 1 January, you will be refunded for July, August, September, October, November and December (6 months). June is not refunded.
• Refunds are processed within 7–14 business days via the original payment method.

Non-refundable situations

• Licences terminated by VetLoop due to a breach of these Terms are not eligible for a refund.
• Activation codes that have been used to activate the Software on a device are considered redeemed and are non-refundable unless a technical fault on our side prevented activation.

To request a cancellation or refund, email info@kalaharicoding.co.za with your order reference number.

14Termination

VetLoop may terminate or suspend your licence immediately, without prior notice, if you materially breach these Terms. You may terminate your licence at any time by uninstalling the Software.

Upon termination:

• Your right to use the Software ceases immediately;
• You must delete all copies of the Software from your devices;
• You retain ownership of your data and may export it prior to uninstalling;
• Sections relating to intellectual property, liability, indemnification and governing law survive termination.

15Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. You consent to the exclusive jurisdiction of the South African courts for any dispute arising under or in connection with these Terms.

Before initiating formal legal proceedings, the parties agree to attempt to resolve any dispute through good-faith negotiation for a period of no less than 30 days. If negotiation fails, either party may refer the dispute to mediation before the Arbitration Foundation of South Africa (AFSA).

16Changes to These Terms

VetLoop reserves the right to modify these Terms at any time. Material changes will be communicated to registered users via email or in-app notification at least 14 days before the new terms take effect. Your continued use of the Software after the effective date of changes constitutes your acceptance of the updated Terms.

17Contact

For any questions about these Terms or to report a violation, please contact: