Terms of Service &
End User Licence Agreement

1Agreement to Terms

These Terms of Service and End User Licence Agreement ("Terms") are a legally binding agreement between you (the "Licensee", "Practice" or "you") and Kalaharicoding (Pty) Ltd, Registration No. 2025/733680/07 ("VetLoop", "we", "us", "our") governing your use of the VetLoop veterinary practice management software, its updates, documentation and the online services that support it (together, the "Software" and the "Cloud Services" respectively).

1.1 Definitions

• Practice Data means all data entered into, imported into or generated by the Software for your practice, including client, patient, clinical, financial, payroll, staff and inventory information.
• Personal Information has the meaning given in the Protection of Personal Information Act 4 of 2013 ("POPIA").
• Authorised User means a person you allow to use the Software under your licence (staff, locums, contractors).
• Cloud Services means the online services operated by or for VetLoop, including licence validation, Cloud Backup, the Customer Portal, payment and subscription services, and the Research Data Programme.
• De-identified Data means information derived from Practice Data from which all identifiers have been removed or irreversibly pseudonymised so that no person, animal or practice can reasonably be identified from it.

1.2 Acceptance

By clicking "I Agree", installing, copying, activating or using the Software you confirm that: (a) you have read and understood these Terms; (b) you are authorised to bind the veterinary practice you represent; and (c) you accept these Terms. Acceptance by electronic means is binding in terms of the Electronic Communications and Transactions Act 25 of 2002 ("ECTA").

2Software Licence

2.1 Grant of Licence

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

2.2 Number of Devices and Premises

The licence permits installation on the number of devices and users allowed by your licence plan. The multi-device network features are intended for devices located at the licensed practice premises. Remote access must only be provided through a secure private network (such as a VPN) and never by exposing the Software to the public internet.

2.3 Licence Validation, Grace Period and Expiry

The Software periodically contacts our licence service to validate your licence and registered devices. If your licence expires, is cancelled, or cannot be validated, the Software may enter a grace period and then a restricted or read-only mode. Your Practice Data is not deleted by this, and you may continue to view and export it, but functions that create or change data may be disabled until the licence is renewed.

2.4 Updates

We may release updates, patches and new versions. These Terms apply to all versions. Some updates may be mandatory for continued use or for the continued operation of the Cloud Services and third-party integrations.

2.5 Evaluation, Demo and Beta Licences

Demo, evaluation, beta and developer licences are provided "as is", may be time-limited, may contain defects, and may be withdrawn at any time. They must not be used for live clinical or financial records that you are not able to recover without the Software.

2.6 Open Source Components

The Software incorporates open source components. Applicable open source licences are disclosed in the Software documentation and take precedence over these Terms for those components only.

2.7 Compliance Verification

You will, on reasonable request, give us information reasonably necessary to verify that your use of the Software complies with your licence (for example, the number of devices and users).

3Permitted Use

You may use the Software to:

• Manage patient and client records for the 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 payroll module and SimplePay;
• Synchronise data between devices within your practice;
• Create backups and restore your Practice Data;
• Export records for regulatory compliance, audit or patient referral.

4Prohibited Activities

You must not, and must not allow anyone else to:

• Reverse engineer, decompile, disassemble or otherwise attempt to derive the source code of the Software, except to the extent the law expressly permits despite this restriction;
• Modify, adapt, translate or create derivative works based on the Software;
• Sublicense, sell, resell, rent, lend, transfer, assign or otherwise commercially exploit the Software, or operate it as a bureau or hosted service for third parties;
• Use the Software to process personal information for any practice other than the licensed practice;
• Remove, alter or obscure any copyright, trademark or proprietary notice;
• Use the Software in violation of POPIA, ECTA, the Cybercrimes Act 19 of 2020 or any other applicable law, or of the rules of the South African Veterinary Council ("SAVC");
• Attempt to circumvent any licence, security, encryption or access control feature, or to tamper with the licence or the audit trail;
• Interfere with, overload, probe or attempt unauthorised access to the Cloud Services or to any other practice's data;
• Use automated tools to scrape, extract or harvest data from the Software or Cloud Services;
• Attempt to re-identify any person, animal or practice from De-identified Data;
• Share login credentials or allow unauthorised persons to access the Software.

5Accounts & Access

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

• Keep login credentials confidential and use strong passwords;
• Promptly deactivate accounts of staff who leave the practice;
• Assign role-appropriate access levels to each user;
• Take responsibility for all activity under accounts within your practice.

VetLoop is not liable for unauthorised access resulting from your failure to keep credentials, devices or your network secure.

6Practice Data, Responsibilities & Security

6.1 Ownership

You retain ownership of all Practice Data. VetLoop claims no ownership of Practice Data. You grant VetLoop a limited, non-exclusive licence to host, copy, transmit and process Practice Data only as needed to provide the Software and Cloud Services you use, to prevent or fix technical problems, to comply with law, and (where you have opted in) as set out in section 9.

6.2 You are the Responsible Party

As between you and VetLoop, you are the "responsible party" (data controller) for the Personal Information of your clients, patients' owners, staff and other individuals in the Practice Data. You are responsible for:

• Ensuring there is a lawful basis for collecting and using Personal Information and that your clients and staff are told how it is processed (privacy notices, consent where required);
• Complying with POPIA, SAVC record-keeping rules, tax and labour legislation, and any other law that applies to your records, including retention periods;
• Responding to requests from data subjects (access, correction, deletion, objection);
• Having a lawful basis and appropriate safeguards before you send Personal Information to any third party through the Software (for example SMS or WhatsApp reminders, laboratory services, AI providers, accounting or payroll platforms);
• The lawfulness, accuracy and completeness of data you enter or import (including imports from other practice management systems).

6.3 Your Security, Backup and Infrastructure Duties

The Software stores Practice Data primarily on devices that you own and control. You are responsible for:

• Keeping your devices and network secure: operating system updates, malware protection, firewall, full-disk encryption (for example BitLocker), physical security, surge protection and uninterruptible power supplies (UPS);
• Protecting hardware and database files against electrical power failures, load shedding, voltage spikes, and abrupt or ungraceful shutdowns, which can cause severe database corruption for which VetLoop bears no responsibility;
• Running the Software's network sync features only on a private, trusted network, and providing remote access only through a secure tunnel or VPN;
• Maintaining your own regular, tested daily backups of Practice Data on separate physical or cloud media in addition to any Cloud Backup. Cloud Backup is an auxiliary convenience and does not replace your own independent backup procedures;
• Restricting access to what each user needs and removing access promptly when it is no longer needed;
• Notifying us promptly of any suspected security incident involving the Software or Cloud Services.

6.4 Our Security

We apply reasonable technical and organisational measures to protect the Cloud Services and any Practice Data we host. No system is completely secure and we do not guarantee that Practice Data will never be lost, corrupted or accessed without authorisation.

6.5 Breach Notification

If we become aware of a security compromise affecting Practice Data hosted by us, we will notify you without undue delay so that you can meet your own obligations under POPIA section 22.

7VetLoop as Operator (Data Processing Terms)

To the extent VetLoop processes Personal Information contained in Practice Data on your behalf through the Cloud Services (for example Cloud Backup and the Customer Portal), VetLoop acts as an "operator" under POPIA and the following terms apply as the written contract required by POPIA section 21:

• Instructions. We process that Personal Information only on your instructions as given through the Software and these Terms, and only to provide the Cloud Services.
• Confidentiality. We treat it as confidential and limit access to personnel and contractors who need it to provide the Cloud Services or support you.
• Security. We maintain the safeguards described in section 6 and our Privacy Policy.
• Sub-operators. You authorise us to use Google LLC (Firebase / Google Cloud) as a sub-operator for hosting, and the other service providers listed in our Privacy Policy. We will remain responsible for their performance of the processing we assign to them and will notify you of material changes to this list.
• Assistance. We will, on reasonable request and at your cost where the request is unusually burdensome, help you respond to data subject requests and regulator enquiries relating to Practice Data we host.
• Breach. We will notify you without undue delay after becoming aware of a compromise of Personal Information we host for you.
• Return and deletion. After your licence ends we will keep your Cloud Backup data for up to 90 days so that you can recover it, after which we will delete it, unless the law requires us to keep it.
• Cross-border processing. The Cloud Services are hosted with Google Cloud, primarily in the European Union (Belgium). Where processing occurs outside South Africa you consent to it and we will ensure the safeguards required by POPIA section 72 are in place.

For Personal Information of our own customers (licence holders, billing contacts, website account holders), and for the Customer Portal user accounts, VetLoop is the responsible party as described in our Privacy Policy.

8Cloud Services

The Cloud Services are provided on an "as available" basis. We do not guarantee any particular uptime, and we may change, suspend or discontinue any Cloud Service (or any feature of it) on reasonable notice where practicable. Without limiting the above:

• Cloud Backup stores encrypted copies of your Practice Data in our Google Cloud project, subject to a fair-use storage quota per practice and a rolling retention schedule that we may change. You remain responsible for verifying that your backups complete and can be restored.
• Customer Portal lets pet owners request appointments with participating practices. Requests are held on our infrastructure until the practice retrieves them. You are responsible for how you respond to and use the information in those requests.
• Licence and subscription services validate licences, register devices and process subscription payments through PayFast.
• Research Data Programme is optional and described in section 9.

We may suspend Cloud Services immediately if needed to protect the security or integrity of the services, if you breach these Terms, or if fees are overdue.

9Research & De-identified Data Programme (Optional)

VetLoop offers an optional programme in which a practice can choose to contribute De-identified Data about its clinical activity so that VetLoop can compile aggregated datasets for veterinary research, product development and industry partners ("Research Data Programme").

9.1 Opt-in and withdrawal

• The programme is off by default and operates only if an authorised person at your practice switches it on in the Software (Settings → Anonymous Research Data Sharing) and accepts the consent notice shown there.
• You may withdraw at any time in the same place. After withdrawal no further data is contributed. If you ask for it, we will delete data you previously contributed that has not yet been delivered to a recipient. We cannot recall datasets that have already been delivered to a recipient under a lawful agreement.

9.2 What is and is not shared

The categories of data shared are described in the in-Software consent notice and in our Privacy Policy. They are limited to De-identified Data such as diagnoses, treatments, laboratory values, vaccination and weight information, procedure and referral categories and monthly aggregate counts, with dates generalised to the month and ages and weights banded. We do not share client or patient names, contact details, addresses, invoices, revenue, prices, costs, bank or accounting data, staff names, free-text clinical notes, images, or your practice's name.

9.3 De-identification

Patient identifiers are replaced by pseudonyms generated with a secret key that stays with your practice, free text is generalised or removed, and rare values are suppressed. Datasets supplied to recipients are re-keyed so that they cannot be linked to other datasets, and are only supplied where several practices contribute. We require recipients by contract not to attempt re-identification, not to onward-sell row-level data, and to keep the data secure.

9.4 Our rights in De-identified Data

You agree that VetLoop may use, compile, license and commercialise De-identified Data and datasets compiled from it, and that VetLoop owns the compilations it creates. Nothing in this section transfers ownership of your Practice Data. No fee or revenue share is payable to you unless agreed in a separate written agreement signed by VetLoop.

9.5 Your confirmations

By opting in you confirm that: (a) you are authorised to do so on behalf of the practice; (b) your privacy notice to clients is consistent with the use of De-identified Data for research and statistical purposes; and (c) you will switch the programme off if you can no longer meet these conditions.

9.6 No personal information is sold

VetLoop does not sell Personal Information. The programme supplies only De-identified Data.

10Third-Party Services, AI Features & Messaging

The Software can connect to third-party services at your option. These connections are conveniences, are subject to the third party's own terms and privacy policies, and are used at your own risk. We do not control and are not responsible for their availability, accuracy, security, pricing or conduct.

10.1 AI Features Use Your Own Account

AI features send the content you select directly from your device to the AI provider you have configured, using your own account and API key. VetLoop does not receive that content and is not a party to your agreement with the provider. You are responsible for the provider's terms and fees, for having a lawful basis and any required consent to send the information, for cross-border transfer requirements, and for choosing whether to use these optional features at all.

10.2 Messaging

You are responsible for ensuring that you have the right to contact each client by SMS, WhatsApp, e-mail or telephone, for honouring opt-outs, and for complying with POPIA section 69, the Consumer Protection Act 68 of 2008 ("CPA") and ECTA in your communications. Message delivery depends on third-party networks and is not guaranteed.

10.3 Changes by Third Parties

Third-party services may change or discontinue their interfaces without notice. We will use reasonable efforts to maintain compatibility but are not liable for disruption caused by changes or outages outside our control.

11Clinical Responsibility, AI & Reference Content

11.1 AI and Clinical Decision Support (Mandatory Notice)

The Software includes features that use artificial intelligence, machine learning or automated decision support, including clinical note review, DICOM / radiology image analysis, laboratory interpretation, dictation and transcription, and automated suggestions. You acknowledge and agree that:

• AI makes mistakes. AI outputs can be inaccurate, incomplete, outdated, misleading or fabricated ("hallucinated"), and can omit critical findings;
• No sole reliance. You must never rely solely on AI-generated notes, findings, radiology impressions, differential diagnoses, dosages or treatment suggestions;
• Independent verification. A registered veterinarian or authorised veterinary nurse must independently review and verify all AI-generated content against the physical examination and accepted veterinary standards before any diagnostic, medical or surgical decision;
• Professional responsibility. All clinical decisions, records, treatments and outcomes remain the sole and exclusive professional responsibility of the treating veterinarian.

11.2 Drug, Dosage, Calculation and Reference Content

Drug databases, dosage calculators, constant rate infusion (CRI) formulas, fluid rate estimators, unit conversion tools (e.g. kg/lb, mg/ml, mmol/L), adverse-effect databases, breed and weight references, vaccination schedules and similar reference or calculation features are algorithmic convenience tools. They may contain calculation bugs, transposition errors, programming defects, or outdated formulations, and may not reflect specific product registrations, batch inserts or patient-specific contraindications. The treating registered veterinarian holds an absolute, non-delegable professional duty to calculate and double-check all dosages, dilutions, fluid volumes and administration routes independently before prescribing, dispensing or administering any drug or substance.

11.3 Regulatory Compliance & Scheduled Substance Registers

You remain solely responsible for compliance with SAVC ethical and professional rules, the Veterinary and Para-Veterinary Professions Act 19 of 1982, the Medicines and Related Substances Act 101 of 1965, the Animal Diseases Act, and any other legislation applying to your practice. The Software's digital registers (including Schedule 5 and Schedule 6 registers), prescription logs, certificates and permits are internal record-keeping tools; they do not guarantee statutory compliance and do not substitute for any physical or certified registers mandated by SAHPRA or the SAPS.

11.4 Reminders and Automation

Vaccination, recall, prescription-expiry, low-stock and other reminders and automations depend on the accuracy of the data and on devices and services being available and correctly configured. They may fail or be delayed. You remain responsible for follow-up of patients and for stock, expiry and clinical monitoring.

11.5 Laboratory, Analyser and Hardware Integrations

Results received from laboratories, diagnostic analysers, point-of-care machines (including HL7, serial, or network parser data) and imaging devices are displayed as parsed and received. Software parsers may experience translation errors, field misalignments, or unit misinterpretations. Matching results to the correct patient and interpreting laboratory findings is exclusively your professional responsibility. VetLoop is not liable for incorrect, delayed, duplicated, misattributed or missing results caused by software parsers, devices, laboratories, cabling, networks or configuration.

12Accounting, Payroll & Financial Features

The Software provides invoicing, payroll calculations, bank reconciliation, accounting and tax-related tools and integrations as conveniences. Nothing in the Software is accounting, tax, payroll, legal or financial advice. Kalaharicoding (Pty) Ltd is a software company. It is not an accounting firm, auditor, tax practitioner, payroll bureau or financial services provider under any law, including the Financial Advisory and Intermediary Services Act 37 of 2002, the Companies Act, the Tax Administration Act or the Basic Conditions of Employment Act.

You are solely responsible for:

• Verifying invoice amounts, VAT calculations (including standard, zero-rated or exempt treatments), line items, sequential document numbers, statements and payment receipts before issuing them to clients or relying on them;
• Verifying all payroll calculations (PAYE, UIF, SDL, net pay, BCEA leave balances) and tax certificates before submitting any EMP201, EMP501, IRP5 or UI-19 return;
• Reconciling all financial journals, invoices and credit notes synchronised to Xero, QuickBooks, Sage, SimplePay or other platforms with your source banking and physical records before any period close, tax submission or financial statement finalisation;
• Configuring your general ledger mappings, VAT tax categories, customer tax details, and practice VAT vendor numbers accurately;
• Engaging a registered professional accountant, Chartered Accountant (SA), or registered tax practitioner for tax and accounting compliance.

Software calculation engines and third-party accounting synchronisation routines may experience rounding anomalies, connectivity drops, queue delays, or programming bugs. VetLoop accepts no responsibility or liability for any tax under-recovery, unclaimable input tax deductions, SARS penalties, interest, reassessments, audit costs, or labour department sanctions arising from data calculated, exported, displayed, or synchronised by the Software. Tax tables, payroll formulas, and statutory thresholds supplied with the Software are provided solely as conveniences and must be independently verified against official gazetted publications.

13Fees, Subscriptions & Automatic Renewal

• Licence fees are as shown on our pricing page at the time of purchase and include VAT unless stated otherwise. Monthly plans are billed every 30 days and annual plans once a year.
• Automatic renewal is optional. If you tick the auto-renew box at purchase, you authorise VetLoop to collect each renewal fee through PayFast on the renewal date until you cancel. If you do not tick it, your licence ends at the end of the paid period unless you renew manually.
• You can cancel auto-renewal at any time from your dashboard or by e-mailing us; cancellation stops future charges and your licence remains active until the end of the paid period.
• We may change prices on at least 30 days' notice. A change applies from the next renewal after the notice period and never to a period already paid for.
• If a payment fails we may retry it, notify you, and after a reasonable period suspend or restrict the licence until payment is made.
• Where the CPA applies to your subscription, we will give any renewal or expiry notices it requires.

14Cancellation & Refund Policy

Cancellation

• You may cancel your subscription at any time from your account dashboard or by e-mailing info@vetloop.co.za or info@kalaharicoding.co.za.
• Your licence remains active and fully functional until the end of the current paid billing period.
• No further charges are made after cancellation.

Refunds

• Monthly plans: no refund is issued for the current billing month; cancellation takes effect at the end of the 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: cancel on 12 June on an annual plan expiring 1 January and you are refunded July to December (6 months).
• Refunds are processed within 7 to 14 business days via the original payment method.

Non-refundable situations

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

Nothing in this section limits any right you have under the CPA, ECTA or other law that cannot be excluded by agreement (for example any statutory cooling-off right).

15Intellectual Property

All intellectual property rights in the Software and Cloud Services, including source code, object code, designs, graphics, logos, databases, documentation, and any improvements or derivative works, are and remain the exclusive property of Kalaharicoding (Pty) Ltd and its licensors. These Terms grant you no right, title or interest other than the limited licence in section 2. All rights not expressly granted are reserved.

If you give us feedback or suggestions about the Software you grant us a perpetual, worldwide, royalty-free licence to use them without restriction or obligation to you.

16Trademark Policy

16.1 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.

16.2 Permitted Use

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

16.3 Prohibited Use

• Use the VetLoop Marks as part of your own business, product 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 the VetLoop Marks in a way that disparages VetLoop or its products.

16.4 Infringement

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

17Warranties & 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.

17.2 Sole and Exclusive Remedy

Your sole and exclusive remedy for any defect, software bug, calculation discrepancy, malfunction, or failure of the Software or Cloud Services to perform, and VetLoop's sole and entire liability, shall be for VetLoop to use commercially reasonable efforts to deliver a corrective patch or update within a reasonable period, or, if VetLoop determines in its reasonable discretion that remediating the defect is not commercially practicable, to terminate your subscription upon notice and refund the pro-rata portion of any pre-paid, unexpired licence fees for the affected period.

If the CPA applies to you as a consumer, nothing in these Terms limits your rights under sections 54 to 56 of that Act where those rights cannot lawfully be excluded.

18Limitation of Liability

To the maximum extent permitted by applicable law:

• VetLoop's total aggregate liability to you for all claims arising from or related to these Terms, the Software or the Cloud Services (whether in contract, delict including negligence, breach of statutory duty or otherwise) is limited to the licence fees you paid in the 12 months before the event giving rise to the claim (or R1 000 if you paid nothing);
• VetLoop is not liable for indirect, incidental, special, consequential or punitive damages, or for loss of profit, revenue, goodwill, business, anticipated savings or data, even if we were advised of the possibility;
• VetLoop is not liable for loss or corruption of Practice Data caused by your failure to keep adequate independent daily backups, failure to secure your devices, network, or credentials, or by hardware failure, electrical power cuts, load shedding, power surges, abrupt system shutdowns, absence of battery backup / UPS, network or power outages, malware, or force majeure;
• VetLoop is not liable for any SARS or other regulatory penalty, interest, assessment, tax shortfall, VAT adjustment, audit expenditure, or labour claim arising from data processed, calculated, exported or synchronised by the Software;
• VetLoop is not liable for any administrative fines, regulatory sanctions, penalties, or compliance directives imposed by the Information Regulator under POPIA or by any other regulatory or statutory body (including SAHPRA, the SAPS, or the SAVC);
• VetLoop is not liable for errors, interruptions, delay or unavailability of third-party services, payment processors, laboratories, analysers, messaging networks, AI providers, accounting or payroll platforms;
• VetLoop is not liable for any clinical outcome, diagnosis, surgical decision, injury to an animal, or harm to a person arising from reliance on AI-generated content, reference content, drug or dosage calculations, constant-rate infusions, fluid rates, unit conversions, reminders, laboratory analyser parsers, or other outputs of the Software;
• Any claim must be notified to us in writing within 12 months of the date you became aware (or ought reasonably to have become aware) of the facts giving rise to it.

Nothing in these Terms excludes or limits liability for fraud, gross negligence, wilful misconduct, death or personal injury caused by negligence, or any liability that cannot be excluded or limited under South African law.

19Indemnification

To the extent permitted by law, you agree to indemnify, defend and hold harmless Kalaharicoding (Pty) Ltd, its directors, employees, contractors and agents ("VetLoop Parties") against all claims, liabilities, damages, losses, penalties, fines, assessments and expenses (including legal fees on the attorney-and-own-client scale) arising from or connected with:

• Your use or misuse of the Software or Cloud Services;
• Your breach of these Terms or of any law, including POPIA, ECTA, the Cybercrimes Act, the Income Tax Act, the Value-Added Tax Act or the Basic Conditions of Employment Act;
• Claims by clients, pet owners, data subjects, employees or other third parties relating to Personal Information, financial data or clinical data you have processed using the Software, including disclosures you make to third parties or data you import;
• Messages you send to clients or others through the Software;
• Your use of AI, laboratory, accounting, payroll, payment or messaging integrations in breach of the provider's terms or the law;
• Any SARS or labour assessment or claim arising from payroll, invoicing or accounting data prepared with the Software;
• Any administrative fine, penalty, compliance notice, or investigation cost imposed by the Information Regulator under POPIA or by the SAVC resulting from your handling of Personal Information, records, or clinical matters;
• Any veterinary, clinical or professional negligence or regulatory claim relating to your practice, including patient injury, surgical complications, or animal death.

We will notify you promptly of any third-party claim for which we seek indemnity, and you may control its defence provided you do not settle it in a way that admits fault on our behalf without our written consent.

20Term & Termination

• These Terms start when you first accept them and continue while you use the Software or hold a licence.
• We may suspend or terminate your licence immediately, without prior notice, if you materially breach these Terms, if fees are overdue, if you misuse the Cloud Services, or if required by law. You may terminate at any time by cancelling your subscription and uninstalling the Software.
• On termination your right to use the Software ends, you must delete all copies from your devices, and Cloud Services access ends.
• You keep ownership of your Practice Data and may export it before uninstalling. Cloud Backup data is retained for up to 90 days after your licence ends as described in section 7.
• Sections that by their nature should survive termination (including intellectual property, data and security responsibilities, disclaimers, limitation of liability, indemnification, governing law and disputes) will survive.

21General

• Force majeure. Neither party is liable for failure or delay caused by events beyond its reasonable control, including power or network failures, third-party outages, cyber-attacks, labour disputes, natural disasters or government action. This does not excuse payment obligations.
• Entire agreement. These Terms, the Privacy Policy and any order or licence documents are the entire agreement between us on their subject matter and replace earlier understandings.
• Severability. If any provision is found unenforceable, the rest remains in force and the provision will be enforced to the maximum extent permitted.
• No waiver. A delay or failure to enforce a right is not a waiver of it.
• Assignment. You may not cede or assign your rights or delegate your obligations without our written consent. We may cede or assign ours, including to a successor to the business.
• Notices. We may give notice by e-mail to the address on your account, by in-Software notification, or by posting on our website. You may give notice to info@vetloop.co.za.
• Electronic records. You agree that electronic communications, click-through acceptance and system logs may be used as evidence of your agreement and our dealings.
• Language. These Terms are written in English, which prevails over any translation.
• Third parties. These Terms confer no rights on anyone other than the parties, except the VetLoop Parties in section 19.

22Governing Law & Disputes

These Terms are governed by the laws of the Republic of South Africa. Before starting formal proceedings, the parties will try in good faith to resolve any dispute by negotiation for at least 30 days. If that fails, either party may refer the dispute to mediation before the Arbitration Foundation of Southern Africa (AFSA). Subject to this, you consent to the jurisdiction of the High Court of South Africa (Gauteng Division, Pretoria) and of any magistrates' court having jurisdiction, at VetLoop's election. Either party may approach a court at any time for urgent or interim relief, including to protect intellectual property or confidential information.

23Changes to These Terms

VetLoop may update these Terms from time to time. Material changes will be communicated to registered users by e-mail or in-Software notification at least 14 days before they take effect. Where a change affects how data is shared (for example the Research Data Programme) we will ask you to review and accept it again before it applies to you. Continued use of the Software after the effective date constitutes acceptance of the updated Terms; if you do not accept, you may cancel before the effective date as set out in section 14.

24Contact

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