Terms of Service

1. Parties and Definitions

"VetTrack Pro" or "we" means VetTrack Pro Ltd, a company incorporated in Nairobi, Kenya. "You" or "User" means any individual or organisation that accesses the platform. "Institution" means an organisation registered on the platform. "Platform" means the VetTrack Pro web application and API.

2. Eligibility

You must be at least 18 years old and have legal capacity to enter contracts in your jurisdiction. By registering an institution, you represent that you are authorised to act on behalf of that organisation.

3. Account Registration and Security

• You must provide accurate, complete, and current registration information.
• You are responsible for maintaining the confidentiality of your password and all activity under your account.
• You must notify us immediately of any unauthorised access at security@vettrackpro.com.
• We may suspend or terminate accounts found to violate these Terms without prior notice.
• We strongly recommend enabling two-factor authentication (2FA) on all accounts.

4. Permitted Use

You may use VetTrack Pro solely for legitimate wildlife veterinary case management, conservation reporting, institutional administration, and related lawful purposes. This includes: creating and managing wildlife cases, generating PDF reports, processing payments, communicating via the internal messaging system, and accessing data via the REST API under your account tier.

5. Prohibited Conduct

You must not:

• Upload false, misleading, or fabricated wildlife data or reports
• Attempt to gain unauthorised access to other users' accounts or data
• Reverse-engineer, decompile, or attempt to extract the platform's source code
• Introduce malware, viruses, or any code designed to harm the platform or other users
• Use the platform for money laundering, fraud, or any illegal purpose
• Scrape or systematically extract data without written authorisation
• Share your account credentials with unauthorised parties
• Violate any applicable law, regulation, or professional ethics code
• Harass, threaten, or abuse other users via the messaging system
• Upload material that infringes third-party intellectual property rights

6. Intellectual Property

All platform code, design, documentation, and branding are the exclusive property of VetTrack Pro Ltd or its licensors. Your wildlife case data, reports, and uploaded documents remain your property. You grant VetTrack Pro a limited licence to host and process your data solely to provide the service. Neither party may use the other's trademarks without prior written consent.

7. Payment Terms

• Paid plans are billed monthly or annually in advance.
• All fees are quoted in KES unless otherwise stated. International customers may be billed in USD.
• Payments are processed via Safaricom Daraja (M-Pesa), KCB Buni, MTN MoMo, Flutterwave, Paystack, or other enabled gateways.
• Refunds are considered on a case-by-case basis. Contact billing@vettrackpro.com within 14 days of a charge.
• We reserve the right to suspend access for overdue payments after 14 days' notice.
• Prices may be adjusted with 30 days' written notice to the institution administrator's registered email.

8. Data and Privacy

Your use of the platform is also governed by our Privacy Policy. You represent that you have obtained any necessary consents from individuals whose data you upload to the platform (e.g., wildlife case GPS coordinates associated with a specific ranger or veterinarian).

9. Service Availability and Uptime

We target 99.9% monthly uptime for the core platform (excluding scheduled maintenance windows, which will be announced at least 24 hours in advance via email). Uptime statistics are calculated on a rolling 30-day basis. Planned maintenance is excluded from SLA calculations. We do not guarantee uninterrupted service and shall not be liable for downtime caused by third-party providers, DDoS attacks, or force majeure events.

10. Disclaimers

THE PLATFORM IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY KENYAN LAW AND APPLICABLE CONSUMER PROTECTION LEGISLATION, WE DISCLAIM ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. VetTrack Pro is a record-keeping and reporting tool and does not provide veterinary advice. Clinical decisions remain the sole responsibility of qualified veterinary professionals.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, VetTrack Pro's TOTAL LIABILITY FOR ANY CLAIM ARISING UNDER THESE TERMS SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU IN THE TWELVE MONTHS PRECEDING THE CLAIM. WE SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL.

12. Indemnification

You agree to indemnify and hold harmless VetTrack Pro Ltd and its officers, employees, and agents from any claims, losses, or expenses (including reasonable legal fees) arising from your breach of these Terms or misuse of the platform.

13. Termination

Either party may terminate at any time. You may close your account by contacting support@vettrackpro.com. We may terminate or suspend access for breach of these Terms without prior notice. On termination, you have 30 days to export your data via the API or by contacting support. After 30 days, your data may be permanently deleted subject to our retention obligations.

14. Changes to Terms

We may modify these Terms at any time. Material changes will be notified by email at least 30 days before the effective date. Continued use of the platform after the effective date constitutes acceptance of the revised Terms.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Republic of Kenya, without regard to conflict-of-law principles. The parties first agree to attempt good-faith resolution within 30 days. If unresolved, disputes shall be submitted to binding arbitration under the Nairobi Centre for International Arbitration (NCIA) rules, conducted in Nairobi in English. Nothing prevents either party from seeking injunctive relief in the courts of Kenya for intellectual property or confidentiality breaches.

16. Contact

VetTrack Pro Ltd · Westlands, Nairobi, Kenya · Email: legal@vettrackpro.com