Terms and Conditions

3.1 Features for Veterinary Partners

The Platform allows Partners to:

• Manage the appointment calendar.
• Send documents (reports, prescriptions, reminders) to pet owners.
• Communicate with owners through the Platform.
• Access administrative and clinical management tools.

3.2 Features for Pet Owner Users

The Platform allows Users to:

• View and manage the Digital Clinical Record of their pet.
• Receive documents and communications from the veterinary Partner.
• Book appointments, where available.
• Subscribe to AI Features for automatic classification of clinical documents (optional module).

3.3 AI Features — Optional Service Description

AI Features are an optional module that the User can activate separately. They provide:

• Automatic classification: textual content analysis of clinical documents to assign predefined tags and taxonomies (e.g., "blood test", "vaccine", "x-ray").
• Improved indexing: automatic organization of documents in the Digital Clinical Record to facilitate search and consultation.

4.1 Account Creation

To access the services, both Partners and Users must create an Account by providing truthful, complete and up-to-date information.

Each Account is personal and may not be assigned, transferred or shared with third parties.

4.2 Account Responsibility

The User is responsible for:

• Maintaining the confidentiality of access credentials.
• Promptly notifying Zoowanda of unauthorized access.
• All activities conducted through their Account.

4.3 Required Personal Data

5.1 Professional Qualifications

The Partner warrants:

• To be a licensed veterinarian or a veterinary practice duly registered with the Veterinary Board.
• To hold all licenses and authorizations necessary to practice the profession.
• To operate in compliance with national and regional regulations on health professions.

5.2 Professional Responsibility

The Partner remains solely responsible for:

• Diagnoses, prognoses and treatments provided to animals.
• Accuracy, completeness and regulatory compliance of the clinical documentation uploaded to the Platform.
• Compliance with professional secrecy and all privacy regulations.

5.3 Communication Obligations

The Partner undertakes to:

• Respond promptly to communications from owners (within 48 hours, where reasonable).
• Promptly inform owners of issues or clinical urgencies.
• Keep the Clinical Record up to date.

5.4 Regulatory Compliance

The Partner warrants compliance with:

• Privacy regulations (GDPR, Italian regulations).
• Healthcare waste management rules (where applicable).
• Pharmaceutical prescription rules.
• Code of professional ethics.

5.5 Prohibitions

The Partner may not:

• Use the Platform for illegitimate, abusive or unlawful purposes.
• Provide false or misleading information.
• Discriminate against pet owners.
• Attempt to access data of other Partners or Users.
• Violate Zoowanda's intellectual property rights.

6.1 Accurate Registration

The User warrants that the data provided (personal and animal-related) is truthful, complete and up to date.

6.2 Ownership of Clinical Data

All documents, reports and clinical data uploaded to the Digital Clinical Record remain the User's property. Zoowanda acts solely as a technical custodian of such data.

6.3 Authorizations

The User warrants:

• To have the legal right to manage the animal's Clinical Record.
• If the User is a minor (under 18), to act with the explicit consent of a parent or legal guardian.
• To provide the veterinary Partner with the authorizations necessary to access the animal's clinical data.

6.4 Prohibitions

The User may not:

• Use the Platform for illegitimate purposes.
• Upload false or misleading documents.
• Access data of other Users.
• Attempt to compromise the security of the Platform.
• Use the services for commercial purposes without authorization.

6.5 Medical-Veterinary Responsibility

The User understands and accepts that:

• The Platform does not provide veterinary diagnoses or treatments.
• Zoowanda does not replace the advice of a licensed veterinarian.
• Any medical-veterinary decision must be made in consultation with a licensed veterinarian.
• The use of AI Features has an administrative/management function (document classification and tagging) and does not constitute medical-veterinary advice (see Section 7).

7.1 AI Features Activation

Activation of AI Features requires two distinct and cumulative actions by the User:

• Contractual subscription: the User subscribes to the AI Features module by accepting the contractual conditions of this Section, including the financial fee (see Section 8.1).
• Consent to data processing: the User provides explicit and specific consent to the processing of their clinical documents through artificial intelligence, as described in Section 14 of the Privacy Policy. Consent is separate from the contractual subscription and may be withdrawn independently.

7.2 Technical Operation

Upon upload of a clinical document:

• The system verifies the presence of valid AI consent for the User who owns the animal.
• If consent is active, the textual content of the document is extracted and processed in accordance with the Privacy Policy (including pseudonymization of the owner's personal data).
• Extracted tags and taxonomies are associated with the document in the Digital Clinical Record.
• The processing is recorded in the audit log.

7.3 Technology Used

AI Features use AI models provided by Google Cloud (Gemini API via Vertex AI), with processing on servers located in the European Union (europe-west4 (Paesi Bassi)). Google Cloud acts as Data Processor under the GDPR, pursuant to the Cloud Data Processing Addendum signed between Retroverse Srl and Google Cloud.

Zoowanda reserves the right to update the AI model used (e.g., new versions of Gemini or equivalent models) provided that the purposes of the processing and the security and privacy guarantees remain unchanged. Significant updates will be communicated to the User.

7.4 Suspension and Deactivation

The User can deactivate AI Features at any time from Account Settings. Deactivation entails:

• Immediate cessation of AI processing on new documents.
• Retention of already extracted tags, unless explicit removal is requested.
• Cessation of the AI Features fee charging at the end of the current billing period.
• Possibility of reactivating AI Features at any time.

7.5 AI Features Liability Limitation

In addition to the general limitations in Section 10:

• Zoowanda does not warrant the accuracy, completeness or correctness of automatic classification.
• Tags generated by the AI have a purely indicative and organizational nature.
• User and Partner are responsible for verifying and, where appropriate, correcting tags.
• Zoowanda is not responsible for clinical, management or other decisions based on automatic classification.
• Under no circumstances may AI Features be considered a veterinary or healthcare advisory service.

8.1 Pricing Plans

8.2 Payments

• Payments are processed through Stripe or another authorized provider.
• Recurring payments (annual and monthly fees) are charged automatically based on the billing cycle.
• Zoowanda reserves the right to modify prices with at least 30 days' notice.

8.3 Billing and VAT

Invoices are issued by Retroverse Srl in accordance with Italian law. VAT is applied as required by law. For Users/Partners in the EU, the reverse charge regime may apply in certain circumstances.

8.4 Refunds

Refunds are available within 14 days of purchase, unless otherwise provided by law (right of withdrawal for consumers). Refunds for partially used services are evaluated on a case-by-case basis.

8.5 Debt Collection

Zoowanda reserves the right to suspend access to the Platform in case of non-payment after 30 days of delay, upon written notice to the User.

9.1 Zoowanda Ownership

All intellectual property rights relating to the Platform (software, design, features, content created by Zoowanda) are the exclusive property of Retroverse Srl.

The User/Partner receives a non-exclusive, non-transferable and revocable license to use the Platform under these Terms.

9.2 User Ownership of Uploaded Content

All content uploaded to the Platform (clinical documents, animal data, communications) remains the property of the User or Partner who uploaded it.

Zoowanda has the right to store, process and manage such content solely for the purpose of providing the Service, including the use for AI Features (with explicit consent) and for regulatory compliance.

9.3 Moral Rights

The User warrants not to upload content that infringes copyright, trademarks or other third-party intellectual property rights.

10.1 Medical-Veterinary Liability Disclaimer

10.2 Limited Liability

Without prejudice to liability for personal injury arising from gross negligence or willful misconduct, Zoowanda is not liable for:

• Loss of data (except for serious breach due to Zoowanda's negligence).
• Consequential, indirect, incidental, special or punitive damages.
• Interruptions, malfunctions or errors of the Platform (subject to the obligation to ensure a reasonable level of availability).
• Actions of veterinary Partners or other Users.

10.3 Scheduled Interruptions

Zoowanda reserves the right to temporarily interrupt the Service for maintenance, updates or technical reasons, with notice when possible.

11.1 Term

These Terms enter into force on the User's registration date and remain valid as long as the User maintains an active Account.

11.2 Withdrawal by the User

The User may withdraw at any time by deleting their Account. Withdrawal becomes effective within 30 days.

Withdrawal does not generate additional costs, except where the Service has already been partially used during the month in which withdrawal is communicated.

11.3 Withdrawal by Zoowanda

Zoowanda may withdraw from these Terms (suspending or deleting an Account) in case of:

• Serious violation of these Terms.
• Unlawful activities.
• Violation of the Privacy Policy.
• Prolonged non-payment.

11.4 Effects of Withdrawal

Upon withdrawal, Zoowanda will cease providing the Service. The User will have the right to download a copy of their data in accordance with GDPR rules.

14.1 Applicable Law

These Terms are governed by the law of the Italian Republic, in particular by Italian law and European regulations (GDPR, ePrivacy Directive).

14.2 Jurisdiction

Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the Court of Perugia (Italy), in accordance with Italian civil procedure rules, without prejudice to the mandatory jurisdiction of the consumer's forum under Legislative Decree 206/2005 where applicable.

14.3 Alternative Dispute Resolution

Before initiating legal proceedings, the parties undertake to attempt an amicable resolution through written contact within 30 days.

16.1 Severability

If any provision of these Terms is held to be void or unenforceable, the remaining provisions shall continue to be valid and effective.

16.2 Entire Agreement

These Terms, together with the Privacy Policy and the Cookie Policy, constitute the entire agreement between the parties.

16.3 Waiver

Failure to enforce any of the rights under these Terms shall not constitute a waiver of such rights.

16.4 Assignment

The User may not assign the rights under these Terms without Zoowanda's written consent. Zoowanda may assign the rights to successors or affiliates with prior notice to the User.