Terms and conditions of sale

Purpose and scope

These terms and conditions of sale govern the contractual relationship between Rolly Vet Care (company in the process of incorporation in Switzerland, see the legal notice) and its customers for the use of HelloRolly (also referred to as « Rolly »), a veterinary practice management system (PMS) provided as SaaS.

The service is intended exclusively for professionals (veterinary clinics and practices and their staff), acting for purposes within their professional activity. It is not offered to consumers.

Subscription and plans

Access to HelloRolly is offered as a monthly subscription per named veterinarian, in three plans (Essential, Pro, Premium) whose current details and prices are published on the Pricing page. Prices are set per veterinarian per month and shown excl. VAT, in CHF for Switzerland and in euros for France and the European Union, with no setup fees.

An annual option is available at a 10% discount on the monthly price. Annual subscriptions are paid upfront for the whole year and are non-refundable.

One seat corresponds to one named veterinarian. Sharing credentials between several people is prohibited and constitutes a breach of these terms. A veterinarian working two days a week or less is charged 50% of the plan price. A locum replacing a veterinarian for less than one month is included, on the replaced veterinarian's seat.

In addition to the subscription, customers on the Essential plan may purchase one-off top-ups of 100 dictations to extend the AI usage allowance of the current month. Top-ups are charged per top-up, at the price (excl. VAT) shown on the Pricing page. They are only offered on the Essential plan.

Data migration

Migration of the customer's data from Vetup, GmVet, Vétocom, dr.veto, Assistovet, VetoPartner, Bourgelat, Epivet and Vet'Phi is included free of charge. It covers clients, animals, medical history, open invoices, the catalogue and inventory, and includes a verification session with the customer and a re-import of the data before switching. Any extraction fees charged by the customer's previous vendor remain the customer's responsibility. Migration from other software is quoted on request.

AI usage allowances

The Essential plan includes 150 dictations per month per veterinarian (AI Scribe). The customer is notified when 120 dictations are reached. Once the allowance is used up, access to the service remains active; the customer may continue using the AI Scribe by purchasing a top-up of 100 dictations, switch to the Pro plan in one click, or wait for the allowance to renew at the start of the next monthly period.

The Pro and Premium plans include unlimited dictations within reasonable clinic use (fair use), with an indicative ceiling of 600 dictations per month per veterinarian. Should usage exceed this ceiling on a lasting basis, Rolly Vet Care will contact the customer to understand their needs before considering any limitation; access is never cut off without a prior conversation.

Start of the subscription

The subscription to the selected plan starts when the account is activated and is billed from that date. Data migration and remote onboarding are included from the start, at no extra cost.

Cancellation

The monthly subscription has no minimum commitment. The customer may cancel at any time with one month's notice; cancellation takes effect at the end of the notice period, and no pro-rata refund is made for the period underway. Annual subscriptions paid upfront are not refunded pro rata; the service remains accessible until the end of the period paid for. In all cases, the customer may obtain a full export of their data free of charge.

Price changes

Rolly Vet Care may revise its prices once a year. Any price increase applicable to a current subscription will be notified to the customer at least 60 days before it takes effect. If the customer does not accept the new price, they may cancel before it applies; continued use after that date constitutes acceptance. The price granted under the Founders programme is frozen for as long as the subscription remains active without interruption.

Service availability

Rolly Vet Care undertakes to use its best efforts to ensure the availability and proper functioning of the service. Planned maintenance will be announced in advance whenever possible and scheduled, as far as practicable, outside usual clinic hours. Rolly Vet Care cannot be held liable for interruptions due to circumstances beyond its reasonable control.

Customer data

The customer's data (client files, patient records, accounting entries, etc.) remains their exclusive property. Data is hosted in Switzerland and encrypted in transit and at rest. Upon cancellation, the customer may request the export of all of their data in a standard format. Rolly Vet Care undertakes to delete the customer's data within 90 days of the end of the contract, unless a legal obligation requires longer retention.

Personal data is processed in accordance with the GDPR and the Swiss FADP; see our privacy policy. Clinical data is never used to train third-party AI models.

AI features

The AI features (AI Scribe, Rolly assistant, generated reports) are assistance tools intended to save the practitioner time. They do not constitute an autonomous diagnostic device and do not replace the veterinarian's professional judgment. Generated content (transcriptions, reports, suggestions) may contain inaccuracies: the customer remains solely responsible for reviewing and validating it, and for all medical decisions.

Liability

To the extent permitted by law, Rolly Vet Care's liability under the contract is limited to direct damages, and capped at the total amounts paid by the customer during the 12 months preceding the event giving rise to liability. Rolly Vet Care shall not be liable for indirect damages such as loss of profits, loss of business or damage to reputation. Nothing in these terms excludes liability that cannot be excluded under applicable law (in particular in cases of intent or gross negligence).

Changes to these terms

Rolly Vet Care may amend these terms, in particular to reflect changes in the service or in regulations. Material changes will be notified to customers at least 30 days before taking effect. The version in force is the one published on this page, identified by the date below.

Governing law and jurisdiction

These terms are governed by Swiss law, to the exclusion of its conflict-of-law rules. Any dispute that cannot be resolved amicably will be submitted to the courts having jurisdiction at the registered office of Rolly Vet Care in Switzerland, subject to mandatory provisions to the contrary.