KodaVet

Terms of Service

Effective July 7, 2026

These Terms of Service (“Terms”) govern your access to and use of the KodaVet practice management application and related services (the “Service”), provided by KodaVet LLC, a Washington limited liability company (“KodaVet,” “we,” “us,” or “our”). By creating an account or using the Service, you agree to these Terms and to our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Service. If you are entering into these Terms on behalf of a clinic or other organization (a “Customer”), you represent that you have authority to bind that organization, and “you” refers to that organization and its authorized users.

1. The Service

KodaVet is a cloud-based practice management platform for veterinary clinics, including scheduling, medical records, billing, inventory, client communication, and optional integrations such as Google Calendar Sync. We may add, change, suspend, or discontinue features, in whole or in part, at any time, and we will use reasonable efforts to notify you of material changes that adversely affect your use.

2. Accounts and eligibility

You must be at least 18 years old and able to form a binding contract to use the Service. You are responsible for the accuracy of your account information, for keeping your login credentials secure, and for all activity that occurs under your account, whether or not authorized by you. Notify us promptly at support@kodavet.io if you suspect unauthorized use. We may refuse, suspend, or reclaim any account at our discretion where reasonably necessary to protect the Service or comply with law.

3. Free trial, subscriptions, and payment

Paid plans are billed in advance on a recurring monthly basis until cancelled. New accounts may start with a free trial; no charge is made until the trial ends and you choose to subscribe. Fees are exclusive of taxes, and you are responsible for all applicable taxes, duties, and levies other than taxes on KodaVet’s net income. All fees are stated in US dollars unless otherwise noted and are non-refundable except where required by law. If a payment fails or is overdue, we may suspend or terminate access until payment is made. You can cancel at any time, and cancellation takes effect at the end of your current billing period. We may change our pricing on reasonable notice, with changes applying to subsequent billing periods.

4. Acceptable use

You agree not to:

  • Use the Service in violation of any applicable law or regulation.
  • Upload content you do not have the right to use, or that infringes the rights of others.
  • Attempt to gain unauthorized access to the Service or interfere with its operation or security.
  • Reverse engineer, resell, sublicense, or misuse the Service, except as permitted by law.
  • Use the Service to transmit malware or to send unlawful or unsolicited communications.
  • Use the Service to build or benchmark a competing product or service.

5. Your data and ownership

As between you and KodaVet, your clinic owns the patient, client, clinical, and business data it enters into the Service (“Customer Data”). You grant us a worldwide, non-exclusive license to host, process, transmit, and display Customer Data solely as needed to provide, secure, and support the Service. We handle personal information as described in our Privacy Policy. You represent and warrant that you have all rights, consents, and legal bases necessary to submit Customer Data and to authorize its processing under these Terms, and that your use of the Service complies with all laws applicable to your practice.

6. Your responsibilities

You are solely responsible for the configuration of your account and the acts and omissions of your authorized users. You are responsible for maintaining your own copies and backups of Customer Data; while we maintain routine backups, we are not a system of record for regulatory purposes and do not guarantee recovery of any particular data. You will comply with all laws and professional obligations that apply to your practice, including those governing medical records, client communications, and data protection.

7. Third-party services and Google Calendar Sync

The Service may integrate with third-party services, including Google Calendar. When you enable Google Calendar Sync, you authorize KodaVet to write appointment events to the Google Calendar you select, as described in our Privacy Policy. Your use of Google services is also governed by Google’s own terms. Third-party services are provided by parties outside our control; we do not warrant them and are not responsible or liable for their availability, accuracy, or acts and omissions. Your use of them is at your own discretion and risk, and you may disconnect an integration at any time.

8. Intellectual property

The Service, including its software, design, and content (excluding Customer Data), is owned by KodaVet and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable right to use the Service in accordance with these Terms. All rights not expressly granted are reserved. “KodaVet” and our logos are our trademarks and may not be used without our prior written consent.

9. Feedback

If you provide feedback, ideas, or suggestions about the Service, you grant KodaVet a perpetual, irrevocable, worldwide, royalty-free license to use and incorporate them for any purpose, without any obligation or compensation to you.

10. Professional responsibility and AI features

KodaVet is a tool to support your practice. It is not a substitute for professional veterinary judgment, diagnosis, or treatment, and it does not provide medical, legal, or financial advice. You are solely responsible for the clinical, medical, and business decisions you make, and for the accuracy of records you maintain. Any calculators, templates, or AI-assisted features may produce incomplete or inaccurate output, are provided to assist you, and must be independently reviewed and verified by a qualified professional before being relied upon. You assume all responsibility for decisions made in reliance on such output.

11. Availability and support

We work to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free access. The Service may be unavailable for maintenance, updates, or reasons beyond our control, and we may perform maintenance without prior notice. Support is provided on a reasonable-efforts basis through the contact channels we make available.

12. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, TO THE MAXIMUM EXTENT PERMITTED BY LAW. WE DO NOT WARRANT THAT THE SERVICE WILL MEET YOUR REQUIREMENTS, BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, THAT DEFECTS WILL BE CORRECTED, OR THAT DATA WILL NOT BE LOST. NO ADVICE OR INFORMATION OBTAINED FROM THE SERVICE CREATES ANY WARRANTY NOT EXPRESSLY STATED HERE.

13. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, KODAVET AND ITS MEMBERS, MANAGERS, EMPLOYEES, AND SUPPLIERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, GOODWILL, DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATING TO THE SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT, OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITATIONS APPLY EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE. SOME JURISDICTIONS DO NOT ALLOW CERTAIN OF THESE EXCLUSIONS, SO THEY MAY NOT APPLY TO YOU.

14. Indemnification

You will defend, indemnify, and hold harmless KodaVet and its members, managers, employees, and agents from and against any claims, damages, liabilities, losses, and expenses (including reasonable attorneys’ fees) arising out of or relating to your Customer Data, your use of the Service, your violation of these Terms or applicable law, or your infringement of any third-party right. We may, at our option, assume the exclusive defense and control of any matter subject to indemnification, in which case you will cooperate with us.

15. Term, suspension, and termination

These Terms remain in effect while you use the Service. You may stop using the Service and close your account at any time. We may suspend or terminate your access, in whole or in part, immediately and without liability, if you materially breach these Terms, fail to pay fees, create risk or possible legal exposure for us, or use the Service in a way that poses a risk to others or to the Service. Upon termination, your right to use the Service ends; you may export your Customer Data for a reasonable period before it is deleted in accordance with our Privacy Policy. Sections that by their nature should survive — including those on Customer Data, intellectual property, feedback, disclaimers, limitation of liability, indemnification, dispute resolution, and general provisions — survive termination.

16. Dispute resolution

Before bringing any claim, you agree to first contact us at support@kodavet.io and attempt in good faith to resolve the dispute informally for at least 30 days. To the maximum extent permitted by law, any dispute will be brought only in your individual capacity, and not as a plaintiff or class member in any purported class, representative, or collective proceeding, and you and KodaVet each waive any right to a jury trial. Any claim must be brought within one year after it arises, or it is permanently barred, to the extent permitted by law.

17. Force majeure

KodaVet is not liable for any failure or delay in performance caused by events beyond its reasonable control, including acts of God, natural disasters, outages, failures of third-party services or telecommunications, cyberattacks, labor disputes, or governmental actions.

18. Changes to these Terms

We may update these Terms from time to time. When we make material changes, we will update the effective date above and, where appropriate, notify you through the Service. Your continued use after changes take effect constitutes acceptance of the updated Terms.

19. Governing law

These Terms are governed by the laws of the State of Washington, USA, without regard to conflict-of-law principles. Subject to Section 16, any disputes will be resolved exclusively in the state or federal courts located in Washington, and you consent to the personal jurisdiction and venue of those courts, unless applicable law requires otherwise.

20. General provisions

These Terms and the Privacy Policy are the entire agreement between you and KodaVet regarding the Service and supersede any prior agreements. You may not assign or transfer these Terms without our prior written consent; we may assign them in connection with a merger, acquisition, reorganization, or sale of assets. If any provision is held unenforceable, the remaining provisions stay in full effect, and the unenforceable provision will be limited or removed to the minimum extent necessary. Our failure to enforce any right is not a waiver of it. We may provide notices to you by email or through the Service; you must send notices to us at support@kodavet.io. Section headings are for convenience only.

21. Contact us

Questions about these Terms? Contact us at support@kodavet.io.