Terms of Service

These Terms of Service govern access to and use of Vela / Clinicare, including the web app, onboarding, clinic workspace, appointment tools, client records, staff tools, messaging inbox, reminders, reports, and related services.

By creating an account, using the service, or using the service on behalf of a clinic or business, you confirm that you can enter into this agreement and bind that clinic or business to these terms.

Vela is clinic operations software. It helps clinics manage clients, appointments, staff, clinic branding, messages, reminders, media, and performance reporting from one workspace.

Vela is not a medical device, emergency service, clinical diagnosis tool, legal service, accounting service, or substitute for professional judgment. Clinics are responsible for the services they provide to their own clients and patients.

You are responsible for keeping account access secure, inviting only authorized staff, using accurate clinic information, and promptly removing staff access when it is no longer needed.

You are responsible for obtaining any permissions, consents, notices, and lawful bases required to collect, store, message, upload, or otherwise process client or patient information through Vela.

Clinics may upload or enter client contact details, appointment history, notes, messages, images, logos, and other operational records. The clinic remains responsible for the content and accuracy of that information.

Messaging and reminder tools depend on the clinic's configuration, third-party messaging networks, phone availability, and recipient permissions. Delivery times, carrier handling, and recipient behavior cannot be guaranteed.

Reports may include AI-assisted analysis and rule-based insights based on available appointment, client, staffing, messaging, and operating-hour data. These insights are operational guidance only.

AI output may be incomplete, unavailable, delayed, or inaccurate. Clinics should review all recommendations before acting and should not rely on Vela reports as medical, legal, financial, or regulatory advice.

You may not use Vela to break the law, violate client privacy, send unlawful or unwanted messages, upload malicious files, reverse engineer the service, interfere with platform security, scrape the service, or access another clinic's workspace without authorization.

We may suspend or limit access if we reasonably believe an account creates security, privacy, payment, abuse, or legal risk.

Paid plans are billed according to the plan, billing cycle, currency, and checkout terms shown when the clinic subscribes or upgrades. Taxes, payment processing fees, and messaging provider charges may apply where relevant.

A clinic may cancel its subscription according to the account or billing controls available in the app or by contacting support. Cancellation stops future renewal charges but does not automatically refund prior paid periods unless our Refund Policy says otherwise.

We may improve, modify, add, or remove features as the product develops. We aim to keep core clinic workflows stable, but no cloud service can guarantee uninterrupted availability.

The service may be affected by maintenance, third-party providers, internet issues, messaging networks, hosting providers, browser behavior, or circumstances outside our control.

Vela, Clinicare, the app design, software, workflows, text, reports, and product materials are owned by us or our licensors. These terms give you the right to use the service, not ownership of the service itself.

Your clinic keeps ownership of the information and media it enters into the service. You give us permission to host, process, display, transmit, back up, and otherwise handle that content as needed to provide and improve the service.

To the maximum extent permitted by law, Vela is provided without warranties that it will be uninterrupted, error-free, or fit for every clinic's specific regulatory needs.

To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, lost profits, lost revenue, lost goodwill, or business interruption arising from use of the service.

Either you or we may end access as allowed by these terms. After termination, account access may be limited and data may be retained or deleted according to our Privacy Policy, backup cycles, legal obligations, and operational needs.

Before cancellation or termination, clinics should export or copy information they need to keep for clinical, legal, tax, or business records.

We may update these terms as the product, legal requirements, or business needs change. If an update materially affects your rights or responsibilities, we will take reasonable steps to notify account owners.

Continuing to use Vela after updated terms become effective means you accept the updated terms.