Terms of Service

VetForms — a service operated by Josh Human trading as Human Builds, a sole trader established in the United Kingdom (“we”, “us”, “our”). The service is provided at vetforms.co.uk.

1. About these terms

These terms form a contract between you and Human Builds for your use of VetForms, the web application at vetforms.co.ukand any related services we provide (together, the “Service”).

The Service is intended for UK-licensed Official Veterinarians (“OVs”) and the veterinary practices they work for. By creating an account, accepting an invitation to a practice, or otherwise using the Service, you agree to these terms.

If you are accepting these terms on behalf of a veterinary practice or other organisation, you confirm that you have authority to bind that organisation, and “you” in these terms refers to both you personally and that organisation.

2. What the Service is — and what it isn’t

2.1 What we do

VetForms helps OVs:

• collect owner and animal data ahead of an appointment via secure tokenised links;
• record vaccination and treatment information;
• run automated validation rules (rules V-001 to V-012 and warnings W-001 to W-005) against the data;
• generate a draft AHC PDF, overlaid onto the official EU Annex IV templates, for the OV to review, sign, and issue.

2.2 What we don’t do — read this carefully

VetForms is a tool that assists the OV. It is nota substitute for the OV’s own clinical, professional, and regulatory judgment. Specifically:

• The OV — not Human Builds — is the certifying officer. The OV signs the certificate, and the OV remains personally and professionally responsible for its accuracy and for the lawful issue of the certificate under UK and EU rules.
• Our validation rules are advisory. They are written to reflect our best understanding of the regulations and APHA / EUR-Lex guidance at the time. They may be incomplete, wrong, or out of date. The absence of a blocker or warning is not an assurance that a certificate complies with all applicable rules.
• We do not give veterinary, regulatory, or legal advice. Any guidance, links, or commentary in the Service is general information only.
• We do not guarantee acceptance at the border. Border authorities exercise their own judgment and may refuse entry for reasons outside our control or yours.

You agree that the OV named on each certificate is solely responsible for confirming that the certificate is accurate, complete, and lawfully issuable, before signing it.

3. Eligibility and account responsibility

You confirm that:

• you are at least 18 years old;
• you are a UK-licensed OV (or are a member of practice staff acting under the supervision of one), or you are accessing the Service in a clearly-marked support, admin, or auditing capacity;
• the professional details you enter (qualifications, OCQ(V) number, signature stamp) are accurate and current; and
• you will keep them up to date and tell us promptly if they change.

You are responsible for:

• the security of your account credentials and the credentials of any colleague to whom your practice grants access;
• the actions taken under your account;
• promptly notifying us if you believe an account has been compromised.

4. The practice’s role and multi-tenancy

The Service is multi-tenant. Each veterinary practice is mapped to a separate Clerk organisation with its own users, UCN batches, and certificate history.

• The first user to register a practice will be set up as a practice administrator and can invite colleagues.
• The practice administrator is responsible for deciding which colleagues should have access, in what role, and for removing access promptly when a colleague leaves the practice.
• Where these terms grant rights or impose obligations on “you”, they apply both to the individual user and to the practice the user is acting for.

5. Acceptable use

You agree not to:

• use the Service to issue, prepare, or store any certificate that you know or suspect to be false, misleading, or in breach of UK or EU animal-health law;
• enter the personal data of any individual unless you have a lawful basis to do so under UK GDPR and (where relevant) the practice’s standing data-protection notices to its clients;
• attempt to access certificates, animals, owners, or practice data belonging to a different practice;
• reverse-engineer, decompile, or attempt to extract source code from the Service, except to the extent expressly permitted by law;
• probe, scan, or test the vulnerability of the Service except where we have given prior written permission (responsible disclosure to vetforms@humanbuilds.dev is always welcome);
• introduce malware or any code intended to disrupt the Service;
• circumvent any rate limits, multi-tenancy boundaries, or access controls; or
• use the Service to scrape, train AI models on, or systematically extract its outputs other than the certificates you generate in the ordinary course.

We may suspend or terminate accounts that breach this section, with or without notice as the seriousness of the breach requires.

6. Your data

6.1 Personal data

Our processing of personal data is governed by the Privacy Policy, which forms part of these terms. In summary:

• We are the controller of your account and practice data.
• We are the processor of pet-owner and animal data your practice enters into the system. The practice is the controller. The terms of our processing are set out in the Data Processing Agreement, which the practice administrator accepts on behalf of the practice when the practice is created. The DPA forms part of these terms.

6.2 Your content

You keep all intellectual property rights in the data and content you submit to the Service (“your content”). You grant us a non-exclusive, worldwide, royalty-free licence to host, copy, transmit, display, and process your content for the purpose of operating the Service for you, and to retain anonymised, aggregated metrics about how the Service is used.

You confirm that you have all rights necessary to grant this licence.

6.3 Records and audit

Every change to a certificate is recorded in our audit log (see the Privacy Policy, section 7, for retention). You can request a copy of the audit trail for any certificate issued by your practice.

7. Fees, beta, and changes to the Service

7.1 During the pilot

The Service is currently offered to a limited number of practices on a pilot / beta basis at no charge. This means:

• the Service may change frequently;
• features may be added, removed, or modified;
• there is no formal service-level agreement (SLA) or uptime guarantee;
• we may end the pilot for any practice on reasonable notice.

7.2 Paid plans

Where we introduce paid plans we will publish prices at our pricing page. Fees, payment terms, and any free-trial mechanics will be set out there and form part of these terms.

7.3 Changes to the Service

We may change, add, or remove features at any time. Where a change materially reduces the functionality of the Service in a way that affects you, we will give you reasonable notice.

8. UCN handling

Unique Consignment Numbers (UCNs) are issued by APHA and managed via UCN batches inside the Service. You are responsible for:

• only loading UCNs that have been issued to you or your practice by APHA;
• not reusing a UCN across certificates;
• treating UCN batches as confidential.

We will preserve the audit trail showing which UCN was assigned to which certificate, and when, but we are not responsible to APHA for UCNs you have entered incorrectly.

9. Availability

We aim to keep the Service available, but during the pilot we make no formal availability commitment. We may take the Service down for planned maintenance and will give reasonable notice where we can. Emergency maintenance (for example a security fix) may happen without notice.

10. Suspension and termination

10.1 By you

You can stop using the Service at any time. To close an account, contact us at vetforms@humanbuilds.dev. Where you are a practice administrator, closing an account also affects your colleagues — please tell them first.

10.2 By us

We may suspend or terminate access:

• on at least 30 days’ notice for any reason or no reason; or
• immediately if you breach a material provision of these terms (in particular section 5), or if continued provision of the Service would, in our reasonable view, put us at legal or regulatory risk.

10.3 Effect of termination

On termination:

• you may, for a window of 30 days, request a copy of the data your practice has entered into the Service; after that we may delete it (subject to the retention rules in the Privacy Policy);
• amounts already paid are non-refundable except where the law requires otherwise; and
• provisions that by their nature should survive termination (data protection, liability, governing law) survive.

11. Intellectual property

We (and our licensors) own the Service, including its code, validation rules, templates, designs, and branding. Nothing in these terms transfers any of those rights to you. You are granted a personal, non-transferable, revocable licence to use the Service in accordance with these terms.

We welcome bug reports, feature requests, and other feedback. You agree that if you give us feedback we may use it freely, without obligation to you.

12. Disclaimers

To the maximum extent permitted by law, and subject always to section 13:

• the Service is provided “as is” and “as available”;
• we make no warranty that the Service will be uninterrupted, error-free, or free from harmful components;
• we make no warranty that the validation rules, templates, or any output will be accepted by APHA, any border authority, or any other regulator; and
• statutory warranties that cannot lawfully be excluded continue to apply.

13. Liability

Nothing in these terms limits or excludes our liability for:

• death or personal injury caused by our negligence;
• fraud or fraudulent misrepresentation; or
• anything else that cannot be lawfully limited or excluded under the laws of England and Wales.

Subject to that:

• we will not be liable for any loss of profit, loss of goodwill, loss of opportunity, loss of business, loss of anticipated savings, regulatory fines suffered by you or your practice, the rejection of a certificate at the border, or any indirect or consequential loss; and
• our total liability for all claims arising under or in connection with these terms in any 12-month period will not exceed the greater of (a) £100 and (b) the fees you have paid us in the 12 months immediately before the event giving rise to the claim.

You acknowledge that the limits in this section reflect the fact that the Service is a tool to assist the OV, not a substitute for the OV’s professional judgment, and that the OV — not Human Builds — is the certifying officer for every certificate issued through the Service.

14. Indemnity

You agree to indemnify and hold harmless Human Builds against any third-party claim, loss, damage, regulatory fine, or reasonable cost (including legal fees) arising from:

• a certificate that is inaccurate, misleading, or unlawful because of information you entered, omitted, or failed to verify;
• your breach of section 5 (acceptable use); or
• your breach of UK GDPR or other data protection law in respect of personal data you put into the Service.

This indemnity does not apply to the extent the claim arises from our own negligence or breach of these terms.

15. Confidentiality

Each party will keep the other’s confidential information confidential and only use it for the purposes of these terms. Confidential information includes the contents of the Service that are not publicly available, including the validation rule set, field maps, and templates. This obligation continues for 3 years after termination.

16. Changes to these terms

We may change these terms from time to time. The “Last updated” date at the top reflects the most recent change. Where a change materially affects your rights or obligations we will notify you in-app or by email at least 30 days before the change takes effect, and continued use of the Service after that date counts as acceptance of the new terms. If you do not accept the change you may close your account before the change takes effect.

17. General

• Entire agreement. These terms, together with the Privacy Policy and any DPA we sign with your practice, are the entire agreement between us about the Service.
• No partnership / agency. Nothing in these terms creates a partnership, agency, or joint venture.
• Assignment. You may not assign these terms without our written consent. We may assign these terms to a successor entity (for example if Human Builds incorporates as a limited company).
• Third parties. No one other than us and you has any rights under these terms (no third-party beneficiary rights under the Contracts (Rights of Third Parties) Act 1999).
• Severance. If any part of these terms is held invalid, the rest will remain in force.
• Notices. Notices to us go to vetforms@humanbuilds.dev. Notices to you go to the email on your account.

18. Governing law and disputes

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising under them, save that nothing in this clause prevents either party from seeking urgent injunctive relief in any competent court.

19. Contact