CastleVet

Terms of Service

Last updated: February 24, 2026

These terms govern your use of CastleVet ("we," "us," "our"). By using CastleVet, you agree to these terms.

The basics

  • CastleVet is a veterinary practice management platform.
  • You must be 18 or older and authorized to act on behalf of your practice to create an account.
  • You're responsible for keeping your login credentials secure.
  • You're responsible for the accuracy of data you enter into the system.

Your data

  • You retain ownership of the content you upload or create in CastleVet.
  • By using CastleVet, you give us permission to use your data to run the platform for you — things like generating notes, processing invoices, syncing your schedule, and keeping the service working reliably.

What we provide

  • A practice management platform designed for veterinary practices. We're always working to add, improve, and evolve features — sometimes that means replacing a feature with something better.
  • We work hard to keep CastleVet available when you need it, and we design for reliability. Scheduled maintenance windows are announced in advance.
  • Customer support to help you get the most out of CastleVet.

Pricing and payment

  • Pricing and billing terms are outlined in your account.
  • Payments are processed through a secure third-party payment provider.
  • Subscriptions are billed in advance. If you cancel, you'll have access through the end of your current billing period — nothing gets cut off early.
  • If something goes wrong and you feel you deserve a refund, reach out to us. We review every request individually.

Acceptable use

Use CastleVet for its intended purpose — managing your veterinary practice. Don't:

  • Use it for anything illegal.
  • Attempt to access other practices' data.
  • Reverse-engineer, copy, or redistribute the software.
  • Use automated scripts to access the service without our permission.
  • Intentionally overload our systems.

AI features

  • CastleVet uses AI to assist with various features throughout the platform.
  • AI assists — it doesn't replace clinical judgment. You are responsible for reviewing and approving all AI-generated content before it becomes part of any record.
  • AI-generated content — including clinical information shared with clients — is a tool to help you work faster. It may not always be accurate and should not be relied upon as a substitute for professional veterinary judgment.
  • Client-facing AI features (such as automated after-hours responses) are fully configurable and operate under your account. As with all clinical tools, these features support — but do not replace — your professional judgment and client communication. All client-facing AI messages include a disclaimer that they are AI-generated and not a substitute for professional veterinary advice.

Liability

  • CastleVet supports your clinical work, but every medical decision is yours. We build tools to help you work faster and more accurately — but just like any reference or tool in your practice, the final call is always the veterinarian's.
  • We are not liable for clinical outcomes resulting from decisions made using CastleVet.
  • If something goes wrong on our end, our financial responsibility is capped at the fees you've paid us in the six (6) months before the issue arose. This is a standard term that lets us price the service affordably while standing behind it.
  • We're not responsible for indirect losses — like lost revenue or missed opportunities — that may result from service issues.
  • We build CastleVet to keep every practice's data safe and separate. Like any software, rare bugs can happen — and if one ever affects your data, the liability terms above apply.
  • No software is perfect. We work hard to make CastleVet reliable and useful every day, but we can't promise it'll never have a bug or a hiccup. The commitments we make are the ones in these Terms.

Service availability

  • We work to keep CastleVet available and reliable. Like any cloud service, occasional downtime may occur due to maintenance or factors outside our control.
  • We'll provide advance notice for scheduled maintenance whenever possible.
  • We're not responsible for disruptions caused by things outside our control — like internet outages, infrastructure issues, or other circumstances we can't reasonably prevent.

Account termination

  • By you: You may cancel your account in accordance with your billing terms. After cancellation, your data is handled as described in our Data Deletion Policy. Make sure to save anything you need from your account before cancelling — once an account is closed, we can't guarantee your data can be recovered.
  • By us: We may suspend or terminate accounts that violate these terms. Where possible, we'll warn you first and give you a chance to fix the issue. In serious cases (like unauthorized access to other practices' data), we may need to act immediately to protect the platform. If we ever need to end your account for reasons unrelated to a violation, we'll give you advance notice.

Changes to these terms

We may update these terms from time to time. We'll post the updated version on our website with a new effective date. We will notify you of material changes by email or through the platform. If you keep using CastleVet after the new terms take effect, that means you're good with the changes. If you're not, you can cancel your account.

Discontinuation of service

If we ever discontinue the CastleVet platform, you'll have 60 days to request your data and transition to another provider.

Account transfers

If your practice changes ownership, contact us to arrange an account transfer. Transfers require written authorization from the current account holder or legal documentation of the ownership change.

Entire agreement

These Terms, together with our Privacy Policy and Data Deletion Policy, are the complete agreement between you and CastleVet. If any part of these terms turns out to be unenforceable, everything else still stands.

Governing law

These terms are governed by the laws of the Province of Ontario, Canada. If we ever have a disagreement we can't resolve together, it will be handled through binding arbitration rather than court litigation. Disputes are resolved individually, not as part of a class action. Arbitration is typically faster, less expensive, and less stressful for both sides.

Contact

Questions about these terms? Email chat@castlevet.com.