Terms of Service

Last updated: January 15, 2024

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you and S8Easy Pty Ltd (ABN: 26 691 444 265) ("Company", "we", "our", or "us") regarding your use of the S8Easy digital Schedule 8 drug register service ("Service"). By accessing, registering for, or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms.

If you do not agree to these Terms, you must not use the Service. These Terms apply to all users of the Service, including veterinary clinics, veterinarians, and authorized personnel.

2. Description of Service

2.1 Service Overview

S8Easy is a cloud-based digital platform designed exclusively for Australian veterinary clinics to manage Schedule 8 controlled substances in compliance with Australian Pesticides and Veterinary Medicines Authority (APVMA) regulations. The Service includes:

• Digital S8 drug administration logging and tracking
• Real-time inventory management and stock level monitoring
• Witness verification for drug disposals
• Comprehensive audit trails and compliance reporting
• Multi-user access with role-based permissions
• Data export capabilities for regulatory submissions
• Automated backup and data security features

2.2 Service Availability

We strive to maintain high service availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

3. Eligibility and Account Registration

3.1 Eligibility Requirements

To use S8Easy, you must:

• Be a licensed veterinary professional or authorized clinic personnel
• Work at or own a registered veterinary clinic in Australia
• Have the authority to enter into binding agreements on behalf of your clinic
• Provide accurate and complete registration information

3.2 Account Registration

During registration, you agree to:

• Provide accurate, current, and complete information about your clinic and personnel
• Maintain and promptly update registration information
• Maintain the security and confidentiality of all account credentials
• Notify us immediately of any unauthorized access or security breaches
• Be responsible for all activities that occur under your account
• Ensure all users comply with these Terms

3.3 Account Verification

We reserve the right to verify the legitimacy of veterinary clinics and may request additional documentation to confirm eligibility. We may suspend or terminate accounts that cannot be verified.

4. Subscription and Payment Terms

4.1 Subscription Model

S8Easy operates on a subscription basis with the following terms:

• Free Trial: 14-day free trial for new veterinary clinics
• Monthly Subscription: $49 AUD inc GST per clinic per month after trial period
• Unlimited Users: No additional charges for veterinarians or staff members
• All Features Included: Full access to all Service features

4.2 Payment Terms

• Subscription fees are billed monthly in advance
• Automatic renewal unless cancelled before the next billing cycle
• Payment is processed through Stripe using secure payment methods
• All prices include GST as required by Australian law
• No setup fees or hidden charges

4.3 Cancellation and Refunds

• Subscriptions may be cancelled at any time through the customer portal
• Access continues until the end of the current billing period
• No refunds for partial months or unused portions of subscriptions
• Data export is available for 30 days after cancellation

5. Data Security and Privacy

5.1 Security Measures

We implement comprehensive security measures including:

• AES-256 encryption for data at rest and TLS 1.3 for data in transit
• Multi-factor authentication and role-based access controls
• Regular security audits and penetration testing
• Automated daily backups with disaster recovery procedures
• Australian data sovereignty compliance

5.2 Data Ownership

You retain ownership of all data you input into the Service. We do not claim ownership of your veterinary records, patient information, or clinic data.

5.3 Privacy Compliance

Our data handling practices comply with the Australian Privacy Act 1988 and relevant veterinary confidentiality requirements. See our Privacy Policy for detailed information.

6. Acceptable Use Policy

6.1 Permitted Use

You may use S8Easy only for:

• Legitimate veterinary practice activities
• APVMA-compliant Schedule 8 drug record keeping
• Authorized clinic personnel access only
• Accurate and truthful data entry

6.2 Prohibited Activities

You must not:

• Use the Service for any illegal or unauthorized purposes
• Attempt to breach, disable, or circumvent security measures
• Share account credentials with unauthorized users
• Input false, misleading, or fraudulent information
• Reverse engineer, decompile, or attempt to extract source code
• Use automated systems to access the Service without permission
• Violate any applicable laws or regulations

7. Compliance and Regulatory Responsibilities

7.1 User Compliance Obligations

While S8Easy assists with compliance, you remain solely responsible for:

• Ensuring accuracy and completeness of all data entered
• Maintaining compliance with APVMA regulations and local laws
• Proper physical handling and storage of controlled substances
• Regular audits and verification of records
• Training staff on proper use of the Service
• Reporting discrepancies or errors promptly

7.2 Regulatory Inspections

You are responsible for facilitating regulatory inspections and providing access to records as required by authorities. We may assist with data export for inspection purposes.

7.3 Professional Standards

Users must maintain professional standards and ethical conduct consistent with veterinary practice requirements and professional codes of conduct.

8. Intellectual Property Rights

8.1 Company Intellectual Property

S8Easy and all related intellectual property, including software, designs, trademarks, and proprietary methods, are owned by S8Easy Pty Ltd. You may not copy, modify, or distribute any part of the Service without written permission.

8.2 User-Generated Content

You grant us a limited license to store, process, and display your data solely for the purpose of providing the Service. You retain all rights to your data.

9. Service Level and Support

9.1 Service Availability

We strive to maintain 99.5% uptime but do not guarantee uninterrupted service. Planned maintenance will be announced in advance when possible.

9.2 Support Services

Support is provided through:

• Email support during business hours
• Comprehensive documentation and user guides
• Training materials and video tutorials
• Regular system updates and improvements

10. Limitation of Liability and Disclaimers

10.1 Service Disclaimer

S8Easy is provided "as is" without warranties of any kind. We disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.

10.2 Limitation of Liability

To the maximum extent permitted by law, we are not liable for:

• Indirect, incidental, or consequential damages
• Loss of profits, data, or business opportunities
• Regulatory fines, penalties, or compliance violations
• Service interruptions or downtime
• User errors or misuse of the Service

10.3 Maximum Liability

Our total liability for any claims arising from these Terms or the Service shall not exceed the amount paid by you for the Service in the 12 months preceding the claim.

11. Indemnification

You agree to indemnify and hold harmless S8Easy Pty Ltd from any claims, damages, or expenses arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.

12. Termination

12.1 Termination by You

You may terminate your subscription at any time through the customer portal or by contacting support. Termination takes effect at the end of your current billing period.

12.2 Termination by Us

We may terminate your account immediately if you:

• Breach these Terms of Service
• Engage in fraudulent or illegal activities
• Fail to pay subscription fees
• Misuse the Service or compromise security

12.3 Effect of Termination

Upon termination, your access to the Service will cease, but your data will be retained for 30 days to allow for export. After 30 days, data will be permanently deleted.

13. Changes to Terms

We may update these Terms periodically to reflect changes in our Service, legal requirements, or business practices. We will notify you of material changes by:

• Email notification to your registered address
• In-app notifications when you log in
• Posting updated Terms on our website

Continued use of the Service after changes constitutes acceptance of the updated Terms.

14. Governing Law and Dispute Resolution

14.1 Governing Law

These Terms are governed by the laws of Victoria, Australia, without regard to conflict of law principles.

14.2 Dispute Resolution

Any disputes arising from these Terms or the Service will be resolved through binding arbitration in accordance with the Australian Centre for International Commercial Arbitration (ACICA) rules.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and S8Easy regarding the Service.

15.2 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

15.3 Assignment

You may not assign or transfer your rights under these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

16. Contact Information

Legal and Terms Inquiries

General Contact

• General Inquiries: admin@s8easy.com.au
• Technical Support: support@s8easy.com.au
• System Notifications: noreply@s8easy.com.au
• Contact Form: s8easy.com.au/contact