Last updated · 1 SEPTEMBER 2026
VPR (Veterinary Pharmacy Reference) Cloud Platform dba Veterinary Pharmacy Reference (VPR) — Individual & Clinical Subscribers
This Retail User Terms & Conditions of Use ("Agreement") is entered into between Veterinary Software Associates, LLC ("VSA," "we," "us," or "our"), and the individual or veterinary practice accessing or using the VPR cloud platform ("Customer," "you," or "your"). By creating an account, starting a free trial, or otherwise accessing or using the VPR platform (the "Service"), you agree to be bound by this Agreement. If you do not agree, do not access or use the Service.
1
Eligibility and Intended Use
The Service is intended for use by licensed veterinarians, veterinary support staff acting under a licensed veterinarian's direction, and researchers in the field of veterinary medicine. The Service is not intended for use by the general public. By accessing or using the Service, Customer represents and warrants that Customer and all users authorized under Customer’s account are (a) duly licensed veterinary professionals, or (b) acting under the direct supervision and authority of a licensed veterinarian, and that Customer and all such users will use the Service solely for lawful veterinary clinical or research purposes.
Customer will be required to provide a veterinary license number or similar credential during registration.
By using the Service, you represent that your use is consistent with the intended use described in this Section.
2
Subscription Plans, Fees, and Free Trial
2.1 Free Trial. New accounts receive a seven (7) day free trial. No payment is due during the trial period. Billing begins automatically on the first day following expiration of the trial unless you cancel before the trial ends.
2.2 Subscription Fee. The standard subscription plan is billed at $59.99 per month and includes up to five (5) individual user seats per practice. Additional user seats beyond five (5) are billed at $8.00 per user per month ("Overage Fee").
2.3 Billing Cycle. Subscription fees are billed monthly, in advance, on the first day of each billing period. Overage Fees resulting from seats added during a billing period will be charged on the following billing cycle, based on the number of active seats at the start of that new period.
2.4 No Refunds. All fees are non-refundable, including for partial-month usage following a mid-cycle cancellation or seat downgrade.
2.5 API Access Not Included. Retail subscription plans do not include access to the VPR API. Customers wishing to access the VPR API separately must enroll in an API Partner agreement and applicable plan.
2.6 Changes to Pricing and Plans. The pricing and plan structure described in this Section 2 is accurate as of the effective date of this Agreement. VSA reserves the right to modify pricing, introduce new plan tiers, or change the features included in existing plans at any time. VSA will provide Customer with at least thirty (30) days' prior written notice (via email to the account administrator or through the Service) of any pricing increase or material plan change that affects Customer's then-current subscription. If Customer does not agree to the pricing or plan change, Customer’s sole and exclusive remedy is to cancel Customer’s subscription before the change takes effect. Continued use of the Service after a pricing or plan change takes effect constitutes acceptance of the change.
3
Auto-Renewal and Cancellation
3.1 Auto-Renewal. Your subscription automatically renews for successive one (1) month terms unless you cancel prior to the renewal date. VSA does not currently offer annual or multi-year subscription terms.
3.2 Cancellation. You may cancel your subscription at any time through your account settings or by contacting the support email listed on VSA's website. Cancellation is effective at the end of your then-current billing period. You will retain access to the Service through the end of the period for which you have already paid.
4
Seat Management
4.1 Adding Seats. Adding a user seat mid-cycle will result in an Overage Fee as described in Section 2.2, reflected on your next billing cycle.
4.2 Removing or Downgrading a Seat. If you remove or downgrade a user's seat mid-cycle, that user's access to the Service will be revoked immediately. Data associated with that user's account activity is retained within the practice's account. Your subscription fee will be adjusted on your next billing cycle to reflect the number of active seats as of the start of that cycle. This immediate-revocation rule is intended to support least-access security practices — for example, where a practice needs to immediately terminate a departing employee's access to patient and prescribing data.
4.3 Individual Logins Required. Due to the clinical nature of the Service, each individual user must access the Service using their own unique login credentials. Shared or generic logins are prohibited. This requirement exists to preserve the accuracy of patient records and to maintain a reliable audit trail of user activity within the Service.
5
Failed Payments
If a payment fails, VSA may, in accordance with its applicable payment processing and recovery procedures, make additional attempts to collect the outstanding amount and may notify the account administrator of the payment failure and/or any subsequent unsuccessful collection attempts. If the outstanding payment remains unpaid following the applicable payment recovery period, VSA may suspend Customer’s access to the Service. Unless otherwise required by applicable law or expressly agreed in writing, VSA will retain Customer’s account data for thirty (30) days following suspension. After such period, the account data will be subject to the data retention and deletion terms set forth in Section 8.
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Billing Disputes
You must submit any billing dispute within forty-five (45) days of the disputed charge, to the support contact published on VSA's website. Disputes must be submitted by an authorized account administrator and must include the date, amount, and nature of the dispute, along with contact information for the individual submitting the dispute.
7
Acceptable Use
7.1 Professional Use Only. The Service is designed for use by veterinary professionals to support clinical decision-making. You agree not to use the Service for any purpose other than its intended clinical or research use.
7.2 Client Information Sheets. The Service allows Customer to display its practice name on printed or digital Client Information Sheets alongside VSA branding. Customer may reproduce Client Information Sheet content solely for the purpose of providing it directly to the pet owner named on the sheet or for Customer’s own internal patient recordkeeping purposes. Without limitation, Customer may not redistribute, license, sell, or otherwise make available Client Information Sheet content to any third party, and may not upload, transmit, or input Client Information Sheet content into any third-party system, artificial intelligence tool, machine learning model, or data aggregation service for the purpose of extracting, repurposing, training, or redistributing that content.
8
Data Collection, Privacy, and Retention
8.1 Data Collected. In connection with the Service, VSA collects: (a) individual user account information, including name and email address, for each user associated with a practice account; (b) practice-level information, including the identification of multiple practice locations and administrative users; and (c) patient and client information entered by users, including pet name, breed, weight, and pet owner name and address. Pet owner email address and phone number may also be collected but are not required. The parties acknowledge that certain data collected (including pet owner names and addresses) may constitute personally identifiable information (“PII”) under applicable state privacy laws. Each party shall handle such PII in compliance with applicable privacy and data protection laws, including without limitation any applicable state consumer privacy laws.
8.2 Audit and Compliance Records. Where the Service is used to generate and provide a Client Information Sheet or drug/dosage information to a pet owner, VSA's records of that action (including the associated patient, prescribing, and dosage information) serve as the audit and compliance record of that event. These audit and compliance records will be retained for a period of seven (7) years from the date of creation, separate from the general account data retention terms in Section 8.3. VSA’s retention of such records is for compliance purposes only and does not create any obligation on VSA’s part to produce such records except in response to a lawful subpoena, court order, or government inquiry.
8.3 Retention and Deletion of General Account Data. Other than the audit and compliance records described in Section 8.2, Customer may request deletion of its account data at any time following cancellation by contacting the support address published on VSA's website. Customer may also request a one-time export of its data, which VSA will provide within thirty (30) days of the request at no additional charge.
8.4 Privacy Policy. Additional detail regarding VSA's data practices is available in VSA's Privacy Policy, published on its website and incorporated into this Agreement by reference.
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Disclaimer of Warranties; Not a Substitute for Professional Judgment
The Service, including all content, features, functionality, software, and documentation, and all intellectual property rights therein, are and will remain the exclusive property of VSA and its licensors. Customer receives only the limited right to access and use the Service as expressly set forth in this Agreement, and no ownership or other intellectual property rights are transferred to Customer. Customer will not reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of any software included in the Service. VSA reserves all rights not expressly granted herein. THE SERVICE PROVIDES CLINICAL REFERENCE INFORMATION, DOSAGE CALCULATIONS, AND RELATED GUIDANCE FOR USE BY VETERINARY PROFESSIONALS. THE SERVICE IS NOT A SUBSTITUTE FOR YOUR OWN INDEPENDENT PROFESSIONAL, CLINICAL JUDGMENT AND REVIEW. THE SERVICE PROVIDES GUIDANCE AND RECOMMENDATIONS ONLY. VSA DOES NOT WARRANT THE ACCURACY, COMPLETENESS, OR CURRENCY OF ANY INFORMATION PROVIDED THROUGH THE SERVICE, AND ASSUMES NO LIABILITY FOR ANY LOSS OR DAMAGE ARISING FROM RELIANCE ON SUCH INFORMATION. THE SERVICE IS PROVIDED "AS IS" AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. VSA DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS.
10
Limitation of Liability and Indemnification
10.1 Customer agrees to indemnify, defend, and hold harmless VSA and its affiliates, officers, directors, employees, agents, and licensors from and against any and all claims, demands, losses, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to: (a) Customer’s or any authorized user’s use of the Service; (b) any claim by a third party (including any pet owner, client, or regulatory body) arising from Customer’s veterinary practice, clinical decisions, or provision of veterinary services, including any claim that Customer relied on information provided through the Service without exercising independent professional judgment; (c) Customer’s breach of this Agreement, including any breach of the representations in Section 1 or the acceptable use terms in Section 7; or (d) any violation of applicable law by Customer or any authorized user.
10.2 Exclusion of Certain Damages. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL VSA OR ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE), EVEN IF VSA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
10.3 Liability Cap. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VSA’S TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR THE SERVICE, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL THEORY, WILL NOT EXCEED THE TOTAL FEES ACTUALLY PAID BY CUSTOMER TO VSA UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO LIABILITY.
10.4 Basis of the Bargain. Customer acknowledges that VSA has set its fees and entered into this Agreement in reliance upon the limitations of liability and disclaimers of warranties set forth herein, and that such provisions reflect an allocation of risk between the parties and form an essential basis of the bargain between the parties.
11
Termination
11.1 Termination for Breach. VSA may suspend or terminate Customer’s access to the Service immediately upon written notice if Customer breaches this Agreement, including violation of the acceptable use terms in Section 7, the eligibility representations in Section 1, or Customer’s payment obligations under Section 2.
11.2 Termination for Convenience. VSA may terminate this Agreement for any reason upon sixty (60) days’ prior written notice to Customer. In the event of such termination, VSA will refund any prepaid fees for the period following the effective date of termination on a pro-rata basis.
11.3 Effect of Termination. Upon termination or expiration of this Agreement: (a) Customer’s right to access and use the Service will immediately cease; (b) Customer will remain liable for all fees accrued prior to termination; and (c) Sections 8 (Data Collection, Privacy, and Retention), 9 (Disclaimer of Warranties), and 10 (Limitation of Liability and Indemnification) will survive termination.
12
Changes to This Agreement
VSA may update this Agreement from time to time. If VSA determines that a change is material, you will be required to accept the updated Agreement before continuing to use the Service. Material changes include, without limitation, changes to pricing, liability terms, indemnification, data handling practices, or intellectual property terms. VSA retains discretion to identify other changes as material.
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Governing Law
This Agreement will be governed by and construed in accordance with the laws of the State of Maryland, without regard to its conflict of laws principles. Any dispute arising out of or relating to this Agreement will be subject to the exclusive jurisdiction of the state and federal courts located in Frederick County, Maryland, and each party consents to the personal jurisdiction of such courts.
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Version Control and Acceptance Records
Each version of this Agreement is maintained with a version number and effective date within the Service. Customer's acceptance of this Agreement, and of each subsequent material update, is logged by VSA and includes the accepting user's identity, the date and time of acceptance, and the version of the Agreement accepted, for compliance and audit purposes.
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Overlap with API Partner Agreement
If Customer (or a user within Customer's practice) also accesses the VPR API as an API Partner or through an API Partner's integration in a manner requiring separate acceptance of the API Partner End-User License Agreement, Customer must accept both this Agreement and the API Partner End-User License Agreement as applicable to each respective use.