Agilix Vet Terms of Service

Effective from 9 October 2026.

1. Provider and general provisions

   The Agilix Vet service - software for veterinary clinics available at vet.agilix.dog - is provided by:

   • Full company name: Hackerman Consulting - Adam Gajzlerowicz
   • Tax ID (NIP): 7772841677
   • REGON: 380997651
   • Registered address: Hebanowa 16E, 62-020 Zalasewo, woj. wielkopolskie
   • Email: adam@agilix.dog
   • Phone: +48 737 909 076
   • These Terms set out the rules for providing the Agilix Vet service by electronic means. They are the terms referred to in art. 8 of the Polish Act of 18 July 2002 on providing services by electronic means.
   • Agilix Vet is intended for businesses providing veterinary services and the members of their teams. It is not a service for consumers.
   • These Terms are available free of charge on this page, in a form that allows them to be downloaded, saved and printed.

2. Definitions

   • Provider - the business named in section 1.
   • Panel - the Agilix Vet web application available at vet.agilix.dog.
   • Clinic - the business on whose behalf a clinic was created in the Panel and which has concluded an agreement with the Provider under these Terms.
   • User - a natural person using the Panel as a member of the Clinic's team.
   • Owner - a User with the clinic owner role in the Panel. The person who creates a clinic receives this role automatically.
   • Employee - a User with the clinic employee role in the Panel.
   • Agilix Account - an account on the Agilix service (agilix.dog) that a User signs in to the Panel with.
   • Clinic Data - data entered into the Panel by the Clinic and its Users, in particular data of the Clinic's clients and their animals and visit records.
   • Data Processing Agreement - the agreement on the processing of personal data published at agilix.dog/vet/data-processing-agreement.

3. The service

   • The Panel lets the Clinic keep records of clients and their animals, visit records with attachments, follow-up and preventive care dates (vaccinations, deworming, flea and tick protection), documents for clients to sign, templates, branches and the clinic team.
   • The Panel is a tool for running the Clinic's work. It does not give veterinary advice and does not replace a veterinarian's judgement.
   • The Provider does not warrant that records kept in the Panel meet every requirement of the regulations on veterinary medical records. The Clinic is responsible for their content, completeness and retention.
   • The Provider may develop and change the Panel's features, including withdrawing individual features. Withdrawing a feature does not take away the Clinic's right to a copy of the Clinic Data under section 14.

4. Technical requirements

   • Using the Panel requires a device with internet access, an up-to-date web browser with JavaScript and cookies enabled, and an Agilix Account.
   • Using the internet carries typical risks, such as malware or attempts to take over an account. Each User protects their device and access to their Agilix Account.

5. Concluding the agreement, accounts and roles

   1. The agreement for the Agilix Vet service is concluded when a clinic is created in the Panel after ticking acceptance of these Terms and the Data Processing Agreement. A clinic created before 9 October 2026 concludes the agreement under these Terms when an Owner accepts these Terms and the Data Processing Agreement in the Panel.
   2. The person who creates a clinic or accepts these documents declares that they are authorised to act on behalf of the Clinic.
   3. Users sign in to the Panel with an Agilix Account. The person who creates a clinic becomes its Owner.
   4. An Owner invites people to the clinic team by their e-mail address, gives them the Owner or Employee role and removes them from the team. An invitation is accepted with an Agilix Account whose confirmed e-mail address is the one the invitation was sent to.
   5. An Employee has access to the data of the Clinic's clients and patients. Some actions, in particular deleting client files, archiving clients and changing the team and clinic settings, are available to Owners only.
   6. The Clinic is responsible for whom it gives access to the Panel, for the actions of the Users in its team and for promptly removing from the team anyone who should no longer have access.
   7. A User does not share their Agilix Account with anyone else.

6. The Clinic's duties

   • The Clinic enters data into the Panel lawfully: it has a legal basis to process its clients' data and fulfils its duty to inform them. The Panel lets the Clinic store the text of its GDPR notice and collect clients' signatures.
   • The Clinic keeps and retains its veterinary medical records in line with the regulations that apply to it, regardless of its use of the Panel.
   • The Clinic makes sure it can treat patients and keep records also while the Panel is unavailable (for example on paper), and completes the records in the Panel once access is restored.
   • The Clinic does not place unlawful content in the Panel, nor data it does not need to serve its clients and patients. It enters special categories of data (art. 9 GDPR) only when necessary and with a legal basis.
   • The Clinic checks the results of artificial intelligence features before relying on them (section 8).

7. Personal data

   The processing of Users' personal data, for which the Provider is the controller, is described in the Agilix Vet Privacy Policy.

   The Provider processes the data of the Clinic's clients and their animals on the Clinic's behalf as a processor. The rules for this processing are set out in the Data Processing Agreement. The Clinic concludes it together with accepting these Terms, and it forms part of the agreement for the Agilix Vet service. In matters of personal data, the Data Processing Agreement prevails over these Terms.

8. Artificial intelligence features

   • Using Google's Gemini model, the Panel creates a visit summary and a sentence the veterinarian can open a conversation with the client with. The Agilix Vet Privacy Policy describes which data is sent to the model. Private notes are never sent.
   • Results created by the model may be incomplete or wrong. They are only a suggestion and are not veterinary advice. Decisions about patients are made by the veterinarian.

9. Fees

   • Agilix Vet is currently provided free of charge.
   • The Provider may introduce fees only by amending these Terms. It will announce the rules and amounts of the fees in the Panel and by e-mail to Owners at least 30 days before they apply.
   • Fees will be charged to the Clinic only after an Owner accepts the new rules in the Panel. A Clinic that does not accept them may terminate the agreement (section 13) and receive a copy of the Clinic Data (section 14).

10. Service availability and liability

    1. The Panel runs on infrastructure provided by external suppliers, in particular Hetzner Online GmbH, Google (Firebase, Google Cloud) and Cloudflare. The Provider has no influence over the operational continuity of those suppliers. The Provider makes efforts to keep the Panel working properly, but does not guarantee its uninterrupted availability and reserves the possibility of technical breaks, failures and fortuitous events.
    2. The Clinic acknowledges that using the Panel requires internet access and that its operation depends on third-party infrastructure, and provides itself with the fallback way of working described in section 6.
    3. The Provider is not liable for non-performance or improper performance of the service resulting from failures, outages or acts of suppliers of infrastructure, hosting, internet links and power supply, nor from attacks on infrastructure or force majeure. To that extent the Parties exclude the application of art. 474 of the Polish Civil Code.
    4. The Provider is not liable for indirect damage, including lost profit, lost revenue, the cost of additional work by the Clinic, claims of the Clinic's clients and other third parties brought against the Clinic, and reputational harm, nor for the consequences of decisions taken on the basis of results of artificial intelligence features.
    5. The Provider's total liability to the Clinic for non-performance or improper performance of the service is limited to the fees paid by the Clinic for the 12 months preceding the event that caused the damage.
    6. The limitations in paragraphs 3-5 do not apply to damage caused intentionally and do not exclude liability to the extent prohibited by mandatory law, including the provisions protecting a business that is a natural person referred to in art. 385⁵ of the Polish Civil Code.
    7. The Parties' liability for breaching data protection law is governed by that law and the Data Processing Agreement.

11. Prohibited conduct and suspension of access

    • Using the Panel against the law or these Terms is prohibited, in particular attempts to access other clinics' data, circumventing security, disrupting the Panel and automated data scraping.
    • In the event of a serious breach, the Provider may suspend the access of a User or the Clinic, informing the Owners by e-mail and giving the reason. Suspension does not delete the Clinic Data.

12. Complaints

    Complaints about how the Panel works can be submitted through the "Contact" page or to [email protected]. A complaint should describe the problem and name the clinic. The Provider responds within 14 days of receiving it.

13. Term and termination

    1. The agreement is concluded for an indefinite period.
    2. The Clinic may terminate the agreement at any time. An Owner sends an e-mail to [email protected] from the address linked to their Agilix Account.
    3. The Provider may terminate the agreement with 30 days' notice, informing the Owners by e-mail.
    4. The Provider may terminate the agreement with immediate effect if the Clinic grossly breaches these Terms and does not stop despite a warning.
    5. The Data Processing Agreement ends together with the agreement. The Clinic Data is returned and deleted as set out in section 14.

14. Return and deletion of the Clinic Data

    1. The Panel has no data export feature. Within 30 days of the end of the agreement an Owner may request a copy of the Clinic Data by e-mail. The Provider delivers it within 30 days of the request, in CSV or JSON format together with the files, in a secured way.
    2. After delivering the copy or, if the Clinic does not request one, after 30 days from the end of the agreement, the Provider deletes the Clinic Data within the following 30 days.
    3. Backups expire within the periods described in the Agilix Vet Privacy Policy and are not restored in the meantime. The Provider keeps data only where the law requires it.

15. Changes to these Terms

    • The Provider may change these Terms or the Data Processing Agreement for important reasons, such as a change in the law, a change in Panel features, a change of suppliers or security reasons.
    • It announces the change in the Panel and by e-mail to Owners at least 14 days before it takes effect, and at least 30 days before when fees are introduced.
    • A change binds the Clinic once an Owner accepts it in the Panel. Until then the Owner sees a request for acceptance in the Panel. A Clinic that does not accept the change may terminate the agreement under section 13.

16. Final provisions

    • The agreement is governed by Polish law.
    • Disputes are resolved by the court competent for the Provider's registered address, unless mandatory law provides otherwise.
    • If any provision of these Terms proves invalid, the remaining provisions stay in force.
    • The Polish version of these Terms is binding. Other language versions are translations.