Terms of Service

Part one — for salons

These terms are between Sabrina's Styles LLC (“we”, “us”) and the business that holds the account (“you”, “the salon”). Creating an account or paying the subscription means you accept them. If you do not, do not use PetVaxRecords.

What this product does, and what it does not

PetVaxRecords keeps vaccination paperwork for the animals your salon grooms. It stores documents your customers send, records the dates on them, works out when each vaccination runs out, and chases the missing ones by email.

It is a record-keeping tool. It is not a compliance service, a veterinary service, or a legal one. Specifically:

• You decide which animals you groom. The screen shows what your own policy settings say about the records on file. Whether an animal may lawfully be groomed is your decision and your responsibility, and it depends on rules — state, county, insurer, landlord — that we do not administer and cannot see.
• We do not verify that a document is genuine. We store what your customer sent and what your staff typed. We do not contact veterinary practices to confirm a certificate, and a forged or altered document will look to this product exactly like a real one.
• Automatic reading is a suggestion, not a reading. Where enabled, a language model reads a photograph and proposes dates. A member of your staff approves every record before it counts. The suggestion can be wrong — badly lit photographs, handwriting, unusual layouts — and the product is built around a person checking it for exactly that reason.
• Reminders are best effort. Email is not guaranteed to arrive. Do not use “we sent a reminder” as proof that a customer was told.
• Your state’s rules are configuration, not law we supply. The vaccine list, the grace periods and the retention window are settings you control. We do not warrant that the defaults match what your jurisdiction requires today.

What you are responsible for

• Keeping your account details accurate, and keeping staff sign-ins secure. Everything done by an account signed in as your staff is treated as done by you.
• Having the right to hold the information you put in — your customers’ names, contact details and their animals’ records — and telling those customers how it is used. You are the one with the relationship; we hold the data on your behalf.
• Checking every record before you rely on it, and keeping whatever separate records your state, insurer or inspector requires.
• Not uploading anything unlawful, and not using the product to harass anyone.

Paying, and stopping

• The subscription is $29.99 a month unless we have agreed otherwise with you in writing. It is charged to the card you give at sign-up and renews automatically each month until you cancel. Where a promotional price is offered, it is shown at sign-up with its end date, and the standard price applies after that.
• Payments are taken by Square. We never see or store your full card number.
• You can cancel at any time, yourself, from the Subscription screen — the same place you started it. Two presses. No phone call and no email.
• Cancelling stops the next charge straight away. You keep full use until the end of the period you have already paid for. We do not refund part of a month unless we have got something wrong.
• After that your account becomes read-only, not closed. Every record stays and can be opened, searched and exported for as long as you want. What stops is new work: new animals, customer uploads and reminders. Subscribing again restores everything.
• If we change the price we will tell you first, and the new price applies from your next billing date. Your choice at that point is to keep going or cancel.
• If a payment fails, your salon keeps working. We flag it and ask you to fix it. We do not lock a salon out for a failed payment.

Your records, and what happens to them

• The records are yours. We hold them to run the service for you and for no other purpose. We do not sell them, and we do not use your customers’ data to advertise anything.
• We do not delete them. Not on cancellation and not on suspension. Vaccination records are paperwork your state requires you to keep, and it would not be our place to destroy them because an invoice went unpaid.
• You can export at any time, including after you have cancelled. If you ask us in writing to delete your account and its data, we will — but that is your decision to make, not ours, and it cannot be undone.
• We keep backups, and a deleted item may persist in a backup for a short period before it ages out.
• How we handle personal information is set out in the Privacy Policy.

Availability

We try to keep the service running and to keep your data safe, and we take backups. We do not promise that it will be available without interruption, that it will be free of faults, or that any particular feature will keep working in the same way. We may change or withdraw features, and we may take the service down for maintenance.

Ending the agreement

• You may cancel at any time, as above.
• We may suspend or end an account that is being used unlawfully, that is not being paid for, or that puts the service or other users at risk. Where we reasonably can, we will tell you first and give you a chance to put it right.
• We may end the service altogether with reasonable notice — at least thirty days — during which you can export everything.
• A suspended or ended account keeps its records. See above.

Warranties and liability

The service is provided “as is”. To the fullest extent the law allows, we exclude all warranties that are not written down here, including any implied warranty of merchantability, fitness for a particular purpose, or non-infringement.

We are not liable for a decision you make about whether to groom an animal. That includes a decision made on the basis of a record this product holds, a date it calculated, a document reading it suggested, or a reminder it did or did not send.

To the fullest extent the law allows, we are not liable for lost profits, lost business, loss of goodwill, or any indirect or consequential loss. Our total liability to you for all claims arising in any twelve-month period is limited to the amount you paid us in that period.

Nothing here excludes liability that cannot lawfully be excluded — for fraud, or for death or personal injury caused by negligence.

Claims from other people

If someone brings a claim against us because of how you used the product — the information you put in, the rights you did or did not have to it, or a decision you made about an animal or a customer — you agree to cover our reasonable losses and legal costs in dealing with it. This does not apply to a claim caused by our own breach of these terms.

Changes to these terms

We may update these terms. If a change materially affects you we will tell you by email before it takes effect, and continuing to use the service after that means you accept it. The version at the top of this page changes when the terms do.

Which law applies

This agreement is governed by the laws of the State of IA, and the courts there have exclusive jurisdiction. If any part of these terms is found unenforceable, the rest stands.

Part two — for pet owners

You have most likely arrived here from a link your groomer sent you, asking for a photograph of your animal’s vaccination certificate or for permission to ask your vet for its records. You do not have an account with us and you are not being charged for anything.

• Your groomer is who you are dealing with. They chose to use PetVaxRecords; we provide the software they keep their records in. Questions about your animal, your appointment or what they need from you go to them.
• What we do with what you send. The photograph or document you upload, and the details read from it, go to your groomer’s records. We do not sell it, we do not advertise to you, and we do not use it for anything except providing the service to that salon.
• The link you were sent is a key. Anyone who has it can see what that page shows, so please do not forward it. Links expire, and can be cancelled by the salon.
• If you sign a records release, you are giving that salon permission to ask your veterinary practice for your animal’s vaccination records. You are shown the exact wording before you sign, you receive your own copy, and you can withdraw it afterwards by telling the salon.
• Signing electronically counts. By typing your name and confirming, you agree that an electronic signature has the same effect as one on paper, and that you can receive the record electronically. If you would rather sign on paper, ask the salon.
• Accuracy. Please send documents about your own animal, and do not alter them. Your groomer relies on what you send to decide whether they can groom safely and lawfully.
• Your information. To see, correct or remove what is held about you, ask your groomer — it is their record. They can reach us if they need to. What we do with personal information is set out in the Privacy Policy.