01Who we are
VetApprove is a software service that lets a veterinary clinic send a treatment plan to a pet owner as a link, collect an approval, a simple electronic signature and a deposit, and keep a record of all three.
VetApprove is published and operated by Martin Noale, entrepreneur individuel (EI) registered in France, SIREN 895 250 033, Marly-le-Roi, 78160, France, who is also the publication director. VAT not applicable, article 293 B of the French General Tax Code (franchise en base). Contact: hello@vetapprove.com. Hosted by Cloudflare, Inc., 101 Townsend Street, San Francisco, CA 94107, United States.
02What the service does, and what it does not
VetApprove provides: estimate templates, an estimate builder, a client-facing link, option selection with live totals, a simple electronic signature with an audit trail, deposit collection through the clinic's own Stripe account, automatic reminders, a sealed PDF for each signed estimate, and PDF and CSV exports.
VetApprove is not, and does not attempt to be:
- a practice management system, a medical record or a scheduling tool;
- a payment institution, a payment processor or a holder of client funds;
- a provider of advanced or qualified electronic signatures, nor a certified trust service provider;
- a source of medical, veterinary, legal, tax or financial advice.
The clinic remains responsible for its own medical records and for meeting the record-keeping obligations of its profession. A sealed PDF from VetApprove is evidence of an agreement about money and consent to a plan; it is not a clinical record.
03Early access and prepayment
Early access is invite-only and capped at 10 clinics. A clinic prepays one month of subscription before the account is opened, at the founder rate of $99 a month. That founder rate stays at $99 a month for as long as the subscription stays active, with no end date; the list price for clinics joining after early access is $149 a month, or $1,490 a year. In exchange, we build the templates around that clinic's species and procedures and answer directly.
If we have not delivered a working account within 30 days of your payment, we refund that payment in full, on request or on our own initiative, without conditions, without a form and without keeping a share. That is the whole guarantee and it does not expire early.
Delivered means: your clinic account is open, your Stripe account is connected, and you can build an estimate, send it, and have it signed and paid by a real client. A demo environment is not delivery.
04Subscription, billing and cancellation
- The subscription is monthly, per clinic site, and is charged in advance on the same day each month.
- The price is $99 per month per clinic, billed in US dollars. Early access is open to clinics in the United States; other countries follow later.
- There is no setup fee, no minimum term and no per-user pricing. We take nothing on the deposit, Stripe's fees apply.
- You cancel by email to hello@vetapprove.com and it takes effect the same day, with no cancellation fee and no notice period. The account stays open until the end of the period you have already paid for.
- The month already started is not refunded, except under the 30-day early-access guarantee above. A deposit paid by a pet owner is a separate matter: it sits in your own Stripe account, it is governed by your clinic's own refund policy, and VetApprove never holds it and never refunds it for you.
- Before your account closes you can export all your signed PDFs and your full estimate history. We keep exports available for 30 days after closure, then delete.
If a subscription payment fails, we retry and email you. If it is still unpaid 14 days later, the account is suspended: existing signed documents remain exportable, but no new estimate can be sent.
We may change the price for future periods with at least 30 days' notice by email. If you do not want the new price, cancel before it takes effect; we will not apply a new price to a period you have already paid.
05Your responsibilities toward your own clients
You decide what goes into an estimate, what it costs, what the deposit is, what your refund terms are and what you promise the pet owner. VetApprove transmits and records that; it does not review it.
- You send estimates only to people who have given you their email address for that purpose. Do not use VetApprove for marketing messages.
- You state your own refund and cancellation terms for deposits, and you honour them.
- You decide the deposit rule for each estimate and the pet owner sees it before signing. See the deposits and signatures page.
- You are the data controller for your clients' personal data. We process it on your instructions, as described in the privacy policy.
- You keep your account credentials to yourself, and you tell us promptly if you think an account has been compromised.
06Deposits and payments
Deposits are collected through Stripe Connect, on your clinic's own Stripe account, as direct charges. Your clinic is the merchant of record. Funds settle in your Stripe balance under Stripe's payout schedule. VetApprove never holds, routes or takes a share of those funds.
Stripe's own terms apply to you as a Stripe user, and Stripe's standard processing fees are charged by Stripe directly to you. Refunds, chargebacks and disputes are handled by you in your Stripe dashboard. We will provide the audit trail and the sealed PDF as evidence; we cannot influence the outcome.
07Acceptable use
Do not use VetApprove to send unsolicited messages, to collect money for something you do not intend to deliver, to impersonate another clinic, or to store data you have no right to hold. Do not attempt to access another clinic's data, and do not run load tests or automated scanners against the service without asking us first.
If we believe an account is being used for fraud or for messaging abuse, we may suspend it immediately and tell you why. In every other case we warn you and give you a chance to fix it before suspending anything.
08No medical, veterinary or legal advice
Templates, wording suggestions and default deposit percentages in VetApprove are starting points written by non-veterinarians and non-lawyers. They are not clinical recommendations and not legal advice. Review them before you use them, and adapt them to your practice, your prices and your jurisdiction.
Nothing in the product or on this site is a promise about acceptance rates, revenue, attendance or the enforceability of a signed estimate.
09Availability and support
We aim for the service to be available at all times and we will publish incidents honestly, but during early access there is no contractual uptime commitment and no service credit scheme. If that matters to you, wait until we offer one.
Support is by email at hello@vetapprove.com, in English, answered within one business day, Monday to Friday. There is no phone line.
10Limitation of liability
We are liable for damage we actually cause by failing to provide the service as described. Our total liability for any claim, or series of related claims, is limited to the subscription fees you paid us over the twelve months before the event, and we are not liable for indirect or consequential loss such as lost revenue, lost clients or lost goodwill.
We are not liable for the content of your estimates, for a decision a pet owner makes, for the outcome of a chargeback, or for what your practice management software, Stripe or our email provider does on their own side.
Nothing here excludes liability that cannot be excluded by law, including for fraud, for wilful misconduct or for death or personal injury caused by negligence.
11Changes to these terms
If we change these terms in a way that matters to you, we email you at least 30 days before the change takes effect and keep the previous version available. Continuing to use the service after that date means you accept the new version; cancelling before it means you do not, and you are not charged again.
12Governing law and disputes
These terms are governed by French law, and any dispute is brought before the courts of the place where the operator has its seat.
Whatever is set there will not remove a consumer's or a small business's right to bring a case where the law says it may be brought. Before any dispute, please write to us: most things are a misunderstanding that an email fixes in a day.
13Contact
Questions about these terms: hello@vetapprove.com. We answer within one business day.