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, +33 6 07 82 03 88. 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.
Before signing, every pet owner is offered the notice "Signing electronically" at vetapprove.com/legal/esign: what consenting to an electronic record means, how to ask you for a paper copy, how to withdraw that consent, and what the audit trail records. Read it once; it is the page your clients read.
03The beta: free, and what it means
VetApprove is in beta. Every clinic in the United States that opens a workspace during the beta uses the service at no charge: there is no prepayment, no card on file, no trial clock and no subscription to cancel. The service is provided as it stands; features may change while we finish it with the clinics that use it, and we may pause or end the beta.
Nothing is ever charged to a clinic unless it chooses to subscribe at a price it has seen. When pricing is introduced, or if the beta ends, we email every clinic at least 30 days ahead. Clinics from the beta are offered the founder rate first.
In exchange we ask for your feedback: what breaks, what is missing, what you would pay for. That is what the beta is for, and a clinic that never answers is still welcome to use it.
04Pricing, billing and closing the account
- During the beta there is no subscription fee and no invoice. The beta is open to clinics in the United States; other countries follow later.
- When pricing is introduced it will be one flat monthly price per clinic site, billed in US dollars, with no setup fee, no minimum term and no per-user pricing. We take nothing on the deposit, Stripe's fees apply.
- Any price is announced at least 30 days ahead by email and applies only to clinics that subscribe to it. A clinic that does not subscribe is never charged: its account keeps read access to its signed records for 30 days, so everything can be exported, and then closes.
- You can close your account at any time by email to hello@vetapprove.com, effective the same day, with no fee and no notice period.
- 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.
Once subscriptions exist: they will be monthly, charged in advance, cancellable by email the same day with the account open until the end of the paid period; a failed payment is retried and you are emailed, and an account still unpaid 14 days later is suspended with its signed documents still exportable. We will never 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.
Connecting your account means you contract directly with Stripe, under the Stripe Services Agreement and, for a connected account, the Connected Account Agreement. Those are between you and Stripe; we are not a party to them and we cannot waive them. Stripe's standard processing fees are charged by Stripe directly to you.
VetApprove charges no application fee and takes no share of a deposit. Nothing is added on top of what Stripe charges you, and the money never passes through an account of ours. Refunds, chargebacks and disputes are handled by you in your Stripe dashboard, between you and the pet owner. 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 the beta 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. The phone number in the legal notice above (+33 6 07 82 03 88, France) is for legal and billing matters, not product support.
10Accessibility
We build to WCAG 2.1 level AA: real headings, a label on every field, focus you can see, contrast that survives a phone in daylight, everything reachable from a keyboard, and a signature step that accepts a typed name for anyone who cannot draw one. We test as we build. We have no third-party accessibility audit and we do not claim one.
If a page blocks you or one of your clients, write to hello@vetapprove.com and say what happened and on what device. We treat it as a fault, not as a feature request: we answer within one business day and we fix it. If you need a document in another format, ask and we produce it.
11Limitation 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.
12Changes 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.
13Governing 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.
14Contact
Questions about these terms: hello@vetapprove.com. We answer within one business day.