Last updated: 24 June 2026
DRAFT — UNDER LEGAL REVIEW. This document is a working draft prepared for review by Write My Consult's lawyer before launch. It is not yet in force and does not yet create binding obligations. Defined dollar amounts are shown as "[see current pricing]" placeholders.
These Terms of Service ("Terms") govern your clinic's access to and use of Write My Consult, an AI-assisted veterinary consultation-note service operated at writemyconsult.com (the "Service"). The Service is provided by [Write My Consult entity — e.g. Write My Consult Pty Ltd, ACN [•]] ("Write My Consult", "we", "us", "our"), a business founded and operated by a practising Australian veterinarian.
The Service is sold per clinic to Australian veterinary clinics. By creating an account, accepting these Terms during sign-up, or using the Service, the person accepting and the veterinary clinic they represent ("you", "your", the "Clinic") agree to these Terms. The individual accepting confirms they are authorised to bind the Clinic. If you do not agree, do not use the Service.
These Terms incorporate our Privacy Policy by reference. Please read both. The most important thing to understand before you start is in Section 2: every note the Service produces is a DRAFT that a veterinarian must review, correct and sign — the Clinic, not Write My Consult, remains clinically and legally responsible for the medical record and for all clinical decisions.
Write My Consult is a documentation aid for veterinarians. During a consultation, with the animal owner's consent, the Service captures audio of the consultation, transcribes it, and uses artificial intelligence to generate a draft clinical note from the transcript. A separate automated safety/accuracy review step is then applied to that draft.
In plain terms, the Service is a scribe. It listens, transcribes and drafts so the veterinarian spends less time typing and more time with the patient. It does not diagnose, does not prescribe, does not treat, and does not make or recommend clinical decisions.
This is the most important section of these Terms. By using the Service you acknowledge and agree to all of the following.
The AI-generated note is a DRAFT only. It is produced by an automated system (an automated decision-making / AI process) and may be incomplete, inaccurate, omit material clinical detail, mis-transcribe what was said, or include content that was not said. You must not rely on it as a finished record.
A veterinarian must review and sign every note. Before a note becomes part of the patient's medical record, a registered veterinarian must read it in full, correct any errors or omissions, add anything the Service missed, and approve/sign it. The Service must never be used to auto-file unreviewed notes into a clinical record.
The Clinic stays clinically and legally responsible. The treating veterinarian and the Clinic — not Write My Consult — remain solely and fully responsible for: the accuracy and completeness of the medical record; compliance with veterinary-board record-keeping and retention obligations; and all clinical decisions, diagnoses, treatments and advice given to the animal owner. Write My Consult provides a documentation aid; it does not provide clinical advice and takes no part in the care of any animal.
No clinical reliance. Nothing the Service outputs is clinical, diagnostic, medical or professional advice. Clinical judgement always rests with the treating veterinarian.
To use the Service the Clinic must be a veterinary clinic or practice operating in Australia, and each account holder must be a veterinarian or authorised staff member of that Clinic. The Service is intended for Australian veterinary clinics only.
The Clinic is responsible for everything that happens under its account and its users' logins. You agree to provide accurate registration details (including the Clinic name and contact details), keep credentials confidential, and notify us promptly at support@writemyconsult.com if you suspect any unauthorised access. We hash passwords using Argon2id and apply strict per-clinic separation so one clinic cannot access another clinic's data, but account security on your side (strong passwords, limiting who has access, removing departed staff) is your responsibility.
You agree to use the Service lawfully and only for genuine veterinary documentation. You must not, and must not permit any user to, do any of the following.
The Service records consultation audio. Whether and how you may lawfully record depends on the State or Territory you practise in, and Australian law is not uniform. Obtaining valid consent is the Clinic's responsibility, on every consult.
You must obtain the animal owner's consent to the recording before recording starts, for each and every consultation, in the manner required by the surveillance/listening-devices law of your State or Territory. Some States and Territories permit recording where one party to the conversation consents (currently Victoria, Queensland and the Northern Territory); others make it an offence to record a private conversation unless every party consents (currently New South Wales, Western Australia, South Australia, Tasmania and the Australian Capital Territory). The safest approach nationwide — and the one we recommend — is express, documented owner consent captured at the start of every consult, with the owner free to decline.
Because the Service sends audio to an overseas transcription provider (see the Privacy Policy and Section 9), consent should also cover that handling. You are responsible for determining the law applicable to you, for obtaining and documenting consent, and for honouring any owner who declines. If an owner does not consent, you must not record that consultation. Write My Consult provides the recording tool and a consent-capture mechanism, but does not obtain consent on your behalf and is not responsible for your failure to do so. This list of State/Territory positions is provided for convenience only and is not legal advice — verify the current law for your jurisdiction.
The Service is offered on a per-clinic subscription. Current plans, inclusions, billing periods and prices are set out at [see current pricing] and may be updated from time to time in line with Section 14.
Free trial. We may offer a free trial. Unless we state otherwise, the trial runs for the stated period from sign-up, requires no payment to start, and at the end of the trial the Clinic must subscribe to continue using the Service. We may change or withdraw trial terms, and limit a Clinic to one trial. Access may become read-only or be suspended at the end of an unconverted trial.
Fees and billing. Subscription fees are charged in advance for each billing period at the rate shown at [see current pricing] (in Australian dollars, plus GST where applicable; the Clinic should provide its ABN for tax-invoicing). You authorise us (and our payment processor) to charge your nominated payment method for the applicable fees, including on automatic renewal at the start of each new period, until the subscription is cancelled. You are responsible for keeping payment details current. Fees are non-refundable except where required by law (including the Australian Consumer Law) or as we expressly state.
Non-payment. If a payment fails or fees are overdue, we may suspend or restrict the Service after reasonable notice.
You may cancel your subscription at any time through your account settings or by contacting support@writemyconsult.com. Cancellation takes effect at the end of the current billing period — the Service continues until then and is not pro-rated or refunded for the unused part of the period, except where the law requires otherwise.
On cancellation or non-renewal, your access ends at the end of the paid period. We strongly recommend you export any notes you wish to keep before access ends, because your data is then handled in accordance with Section 12 and the Privacy Policy (including retention and purge). Cancelling does not relieve the Clinic of its independent legal duty to retain patient medical records under applicable veterinary-board rules — that duty rests with the Clinic and you must keep your own records accordingly.
As between you and us, we own the Service — the software, models, prompts, interfaces, branding and all related intellectual property. We grant the Clinic a limited, non-exclusive, non-transferable, revocable licence to use the Service for its internal veterinary documentation during the subscription, subject to these Terms.
Your clinical content is yours. As between you and us, the Clinic owns its clinical content — the consultation transcripts and the clinical notes generated for the Clinic (the "Clinic Content") — together with the patient records the Clinic creates from them. We claim no ownership of Clinic Content. You grant us only the limited licence to host, process, transmit, and display Clinic Content as needed to provide, secure, support and maintain the Service (including transmission to the sub-processors described in the Privacy Policy). We do not sell Clinic Content and we do not use Clinic Content to train or improve any AI model. Feedback you choose to give us about the Service may be used by us without restriction.
How we collect, use, store, disclose and protect data is set out in full in our Privacy Policy, which forms part of these Terms. Please read it. The key points relevant to these Terms are summarised below; the Privacy Policy governs if there is any inconsistency in detail.
The Clinic is the treating provider and controls the clinical record; Write My Consult processes data on the Clinic's behalf to provide the Service. Australian privacy law — the Privacy Act 1988 (Cth) and the Australian Privacy Principles — applies, and an automated decision-making/AI process is used to draft notes (see Section 2). The Privacy Policy describes our cross-border sub-processors, our security measures, the current hosting position and the in-progress migration to an Australian (Sydney) region, and your and owners' rights.
We provide the Service with reasonable care and skill. Subject to the next paragraph, and to the maximum extent permitted by law, the Service is provided "as is" and "as available", and we disclaim all other warranties, whether express, implied or statutory, including any implied warranty of merchantability, fitness for a particular purpose, accuracy, completeness, or non-infringement. We do not warrant that the Service will be uninterrupted or error-free, that transcripts or notes will be accurate or complete, or that the Service will meet every regulatory requirement applicable to your Clinic.
In particular — and consistent with Section 2 — we do not warrant the clinical accuracy, completeness, or fitness of any AI-generated note. Every note is a draft requiring veterinary review and sign-off.
Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law or other law that cannot lawfully be excluded. Where our liability for a failure to comply with such a guarantee can be limited, our liability is limited, at our option, to re-supplying the Service or paying the cost of having it re-supplied.
Subject to Section 10 (your non-excludable consumer-law rights are not limited), and to the maximum extent permitted by law:
Neither party is liable to the other for any indirect, incidental, special, consequential or punitive loss, or for loss of profits, revenue, goodwill, anticipated savings, or data, arising out of or in connection with the Service or these Terms, however caused, even if advised of the possibility.
We are not liable for any loss arising from your use of, or reliance on, an unreviewed or unsigned note, from any clinical decision, diagnosis, treatment or advice, from your failure to obtain valid recording consent, or from your failure to meet your own record-keeping, retention, or other legal obligations — these remain the Clinic's responsibility under Sections 2, 5 and 7.
Liability cap. To the maximum extent permitted by law, our total aggregate liability to you for all claims arising out of or in connection with the Service or these Terms (whether in contract, tort including negligence, statute or otherwise) is limited to the total subscription fees actually paid by the Clinic to us in the twelve (12) months immediately before the event giving rise to the claim.
We may suspend or terminate your access if you materially breach these Terms (including the acceptable-use and consent obligations), if fees are unpaid after notice, if required by law, or if your use poses a security, legal or operational risk to the Service or other clinics. Where practical and not urgent or legally constrained, we will give notice and an opportunity to remedy. We may also discontinue the Service on reasonable notice.
Either party may terminate as set out in these Terms (you, by cancelling under Section 7). On termination for any reason, your licence to use the Service ends and your access stops. Your data is then retained, returned, or deleted in accordance with the Privacy Policy and your configured retention settings — export anything you need before access ends. Sections that by their nature should survive termination (including Sections 2, 8, 10, 11, 13 and 14) survive.
These Terms are governed by the laws of the State of Victoria, Australia. You and we submit to the non-exclusive jurisdiction of the courts of Victoria and the courts competent to hear appeals from them. Before commencing proceedings (except for urgent interlocutory relief), the parties will first try in good faith to resolve any dispute by raising it in writing — you with us at support@writemyconsult.com — and negotiating promptly and reasonably.
We may update these Terms from time to time — for example to reflect changes to the Service (such as the forthcoming Australian hosting region), to our sub-processors or data practices, to pricing, or to legal requirements. When we make a material change, we will notify the Clinic by email to the account contact and/or by an in-app notice before the change takes effect, and we will update the "last updated" date.
Your continued use of the Service after a change takes effect means you accept the updated Terms. If you do not accept a material change, you may cancel under Section 7 before it takes effect. Changes to fees apply from your next billing period after notice, unless we state a later date.
These Terms, together with the Privacy Policy and any plan details at [see current pricing], are the entire agreement between you and us about the Service and supersede prior discussions. If any provision is found unenforceable, the rest continues in force. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them to a successor (for example, on a sale of the business or a change of operating entity), on notice.
Questions about these Terms, your account, or our data practices can be sent to support@writemyconsult.com.