Pup Notes Terms of Service

These terms are an agreement between Odd Bird Labs LLC, a Kentucky limited liability company ("Pup Notes", "we", "us"), and the business that creates a Pup Notes practice ("the practice", "you"). The person who accepts them confirms that they are at least 18 years old and authorized to bind the practice.

The privacy policy explains how we handle personal information. The data processing addendum ("DPA") is part of these terms and governs the client information we process for you.

1. The service

Pup Notes is practice software for dog trainers. It includes scheduling and public booking, client and dog records, intake questionnaires and vaccination records, session notes with dictation and AI-drafted notes, training programs, homework and check-ins, behavior incident logs, agreements and waivers, client payments, messaging and notifications, a client portal, reports, data import and a native trainer app.

Pup Notes is available to businesses in the United States. Client payments are in US dollars.

We may change, add or remove features. We will not remove a core feature you pay for during a paid period, and we will give at least 30 days' notice of any change that materially reduces what you pay for.

2. Accounts, roles and staff

• The person who creates a practice is its owner and an Admin. Ownership moves only through the ownership-transfer flow.
• People you invite join as Staff. Admins can promote Staff to Admin. A practice always has at least one Admin.
• Admins control practice settings, prices, policies, staff and roles, the subscription, the Stripe connection, refunds, no-show fees, reports, import and practice-wide export. Staff and Admins can see all client, caregiver and dog records in the practice, including private notes.
• You are responsible for everyone you invite and for what they do in Pup Notes. Remove access promptly when someone leaves.
• Every user must be at least 18. Keep sign-in methods secure and tell us promptly about suspected unauthorized access.

3. Trial

A new practice gets a 14-day free trial with all features. No card is needed. Support may extend a trial on request. Texting is not available during the trial; trial practices use email, push and in-app notifications.

If you don't subscribe when the trial ends, you keep full access for 14 more days with warnings. After that the practice becomes read-only: you can still set up payment, export your data or close the practice.

4. Subscription and fees

• Every plan includes all features, including AI drafting and texting within the allowance in section 7.
• Automatic renewal. Your subscription renews automatically at the end of each monthly or annual period, at the price and frequency shown when you subscribed, until you cancel. You agree to automatic renewal by ticking a separate checkbox when you subscribe, and we keep a record of that consent.
• Reminders. We email you before your trial ends and before each annual renewal.
• Seats. Trainers you add are billed immediately for the rest of the period, prorated. Trainers you remove stop being billed at your next renewal. Seat changes during the trial are free.
• Founding members. The first 100 practices to pay keep $29 per month and $15 per additional trainer for as long as their subscription stays active. If the subscription ends, the founding price ends with it.
• Price changes. We will tell you about any price change at least 30 days before it applies to you. Founding-member prices are not affected while the subscription stays active.
• Taxes. Prices exclude sales tax. Where software subscriptions are taxable, we charge the applicable tax.
• Payment. Subscriptions are billed by card through Stripe.

5. Cancellation, failed payments and refunds

• You can cancel online at any time in settings. Cancellation takes effect at the end of the current paid period. Cancelling doesn't automatically refund the current period.
• If a renewal payment fails, Stripe retries it. You keep full access, with warnings, for 14 days. If payment still hasn't succeeded, the practice becomes read-only as described in section 3.
• Referral credits are covered by the referral program terms.

6. Client payments through Stripe

Client payments use Stripe Connect. To accept them, you open a Stripe account through Pup Notes and agree to Stripe's own terms, including the Stripe Connected Account Agreement. Stripe, not Pup Notes, moves the money.

• You are the seller. You are the merchant of record for your training services. You set your prices, packages, cancellation and refund policies, and you are responsible for any tax on your services. Pup Notes lets you set a tax rate for each service; you decide what applies.
• Fees. Stripe charges its standard processing fees directly to your Stripe account. Pup Notes charges a fee of 0.5% of each successful client payment, including online checkout, QR-code checkout, Tap to Pay and no-show fees. It is deducted when the payment settles. When you refund a payment, the Pup Notes fee is returned in proportion. Your clients never pay a surcharge, and Pup Notes does not support adding one.
• Your Stripe account. You get the full Stripe Dashboard. You handle payouts, disputes and tax forms there. Stripe issues any Forms 1099-K to you. Pup Notes never holds your clients' money.
• Offline payments. You can record cash, check and other payments you take outside Pup Notes. They carry no Pup Notes fee.
• Policies shown to clients. Pup Notes shows your cancellation, late-cancellation, no-show, package-expiry and refund policies to clients before they pay. Keep them accurate.
• Saved cards and no-show fees. If a service requires a saved card, the client authorizes specific late-cancellation and no-show fees when they book. You may charge no more than the fee the client authorized, and only after a late cancellation or no-show under that policy. You may not charge a fee when you cancelled or the client cancelled in time, or charge both a fee and a package credit for the same appointment. Pup Notes enforces these limits, sends the client a receipt and does not retry declined charges.
• Refunds. Admins can refund client payments. Refunds and disputes follow your policies and Stripe's rules.

7. Text messages

• Texting is available after you subscribe. We register your business for business texting with the carriers (10DLC) through our provider, Twilio. You must give accurate business information, and registration can take several business days. Texting starts only after it is approved.
• Each paid trainer includes 300 outbound text segments per month, pooled across the practice. We warn you at 80% of the allowance. You can buy packs of 500 extra segments for $10. If you reach the limit without a pack, reminders are sent by email, push and in-app notification instead.
• Texts go out under your practice's name, and you are the sender. You are responsible for having each recipient's consent. Pup Notes helps by:
  • collecting text consent through separate, unticked opt-in checkboxes and keeping a record of it;
  • never texting imported contacts until they opt in themselves;
  • locking reminder, confirmation and receipt templates against promotional content;
  • sending rebooking, low-credit, package-expiry and win-back messages by email unless the person has separately opted in to marketing texts;
  • handling STOP, HELP and plain-language opt-outs automatically; and
  • sending reminders only between 8 a.m. and 8 p.m. in the recipient's local time.
• Don't use Pup Notes to text anyone who hasn't opted in, to send marketing texts without separate marketing consent, or to work around these safeguards. The messaging terms apply to your clients.

8. Email

Pup Notes sends email for your practice as "{practice name} via Pup Notes". Rebooking and similar outreach emails include an unsubscribe link and a postal address that cannot be removed. Honor any unsubscribe request you receive in other ways as well.

9. AI drafting and dictation

• Drafts only. Pup Notes can draft private notes, a client summary, homework suggestions from your own homework library, and exercise scores from your dictation or typed notes. Every part is a private draft until a trainer reviews it and accepts it. Nothing is saved as a note, shared with a client, assigned or scored before then.
• Drafts can be wrong. You are responsible for reviewing, correcting and accepting what you share. AI drafts are not veterinary or medical advice, and Pup Notes does not diagnose behavior or health conditions.
• AI label. Client summaries written with AI assistance are labeled as such unless an Admin turns that setting off.
• Processing. Dictation and drafting are processed by OpenAI in the United States. OpenAI does not use this content to train its models. Details are in the privacy policy.
• Recording consent. Dictation is for recording yourself. If anyone else may be heard, you must tell everyone present and get their agreement before recording, and confirm that in the app each time. Many states require everyone's consent to record a conversation. Raw audio is deleted within 24 hours. Pup Notes does not identify or separate speakers by voice.

10. Your content and responsibilities

You are responsible for the content you and your staff put into Pup Notes and for your relationships with your clients. In particular:

• Agreements and waivers. You write your agreements and waivers. Pup Notes provides the signing tool and keeps the signed record. We don't provide legal advice or guarantee that any wording is enforceable; waiver rules differ by state. Any sample template we provide is labeled as a sample and must be reviewed for your state before use.
• Consents. You are responsible for obtaining the consents your business needs, including for texts, marketing, recording and agreements.
• Intake, vaccinations and incidents. You decide what you ask clients, which vaccinations you require and whether to verify or override them. The client portal tells caregivers that Pup Notes isn't monitored for emergencies; you decide how you respond to incident reports.
• Clients' rights. You respond to your clients' requests to see, correct or delete their information. Pup Notes gives you the tools and helps as described in the DPA.
• Accuracy. Information you give us for billing, Stripe and carrier registration must be accurate.

11. Acceptable use

Don't:

• break the law, or use Pup Notes to harass, threaten, deceive or discriminate against anyone;
• upload content you don't have the right to share, or malware;
• access another practice's data, probe or overload the service, or bypass its security or limits;
• send spam, or texts or emails without the consent the law requires;
• resell or sublicense Pup Notes, or use it to build a competing product; or
• record people without the consent the law requires.

12. Data ownership, export and closure

• Your data. Your practice owns the client, caregiver, dog, session, homework, incident, message and payment records it creates in Pup Notes ("practice data"). We process practice data only to provide and support the service, under the DPA. We don't sell it.
• Our data. We are responsible for trainer and staff accounts, sign-in identities, your subscription and billing, and how the service is used. The privacy policy covers this information.
• Export. Admins can export practice data at any time, including while read-only. Exports contain CSV and JSON files plus your media and documents, and the download link expires after 7 days.
• Retention. Pup Notes applies one fixed retention schedule to all practices, summarized in the privacy policy.
• Closing your practice. The owner can close the practice from settings. Closing stops new bookings, ends staff and client access and cancels the subscription renewal. You can export once more, and you can recover the practice within 30 days. After 30 days we delete practice data, except records we must keep for financial, tax, legal or security reasons (for example payment records, kept for 7 years). Those are kept in a restricted archive. Backups expire within 35 days. Closing the practice doesn't close your Stripe account, refund payments automatically or affect payments that are still disputed.

13. Support and our access to your data

• Support is provided by the people who build Pup Notes. We aim to reply within one business day.
• Our support tools are read-only and limited to what support needs. Access to your practice data beyond those tools is limited to the owner of Pup Notes, only for an incident, a privacy request, a legal requirement or a support request you make. It is time-limited and recorded in an audit log. We don't sign in as you.

14. Third-party services

Pup Notes connects to services you choose to use, such as Stripe, Google or Microsoft calendars and Apple Calendar subscriptions. Their own terms apply. Calendar connections are one-way: Pup Notes adds your appointments to the calendar you choose and reads only busy times from it. Edits you make in the external calendar don't change appointments in Pup Notes. We aren't responsible for third-party services' availability or actions.

15. Suspension and termination

• We may suspend access, after notice where practical, if you don't pay, if your use breaches section 11, if it creates a security or legal risk, or if a carrier or Stripe requires it. We'll restore access once the problem is fixed.
• We may end these terms for a serious or repeated breach. If we end them for any other reason, we'll give at least 30 days' notice and refund any prepaid fees for the time after termination.
• When these terms end, section 12 applies to your data. Sections 6 (for payments already made), 10, 12, 16, 17, 18 and 19 continue to apply.

16. Disclaimers and limitation of liability

• Pup Notes is provided "as is" and "as available". We work to keep it reliable and secure, but we don't promise it will be uninterrupted or error-free, or that AI drafts will be accurate.
• Pup Notes isn't a substitute for professional legal, tax, veterinary or medical advice.
• To the extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data. Each party's total liability under these terms is limited to the fees you paid Pup Notes in the 12 months before the claim arose.
• These limits don't apply to your payment obligations, your indemnity in section 17 or liability the law doesn't allow to be limited.

17. Indemnity

You will defend and indemnify Pup Notes against third-party claims arising from your content, your services to your clients, your agreements and waivers, your failure to obtain a consent this agreement or the law requires, or your breach of section 11.

18. Changes to these terms

We may update these terms. We will email practice owners and show a notice in the app at least 30 days before a material change takes effect, unless the law requires a faster change. Earlier versions stay available on our website. If you don't agree to a change, you can cancel before it takes effect.

19. Governing law and disputes

These terms are governed by the laws of the Commonwealth of Kentucky, without regard to its conflict-of-law rules.

Before filing a claim, each party will try to resolve the dispute informally for 30 days after giving the other written notice (to us at legal@pupnotes.com). If the dispute isn't resolved, it will be decided by the state or federal courts located in Fayette County, Kentucky, and both parties consent to their jurisdiction. Either party may instead bring a claim in small-claims court if it qualifies.

20. General

• These terms, the DPA and any terms linked here are the whole agreement about Pup Notes.
• If a provision is unenforceable, the rest still applies.
• Neither party may assign these terms without the other's consent, except to a successor of its business.
• We send notices by email to the practice owner and in the app. Send notices to us at legal@pupnotes.com.
• Neither party is liable for delays caused by events beyond its reasonable control.

Contact

Odd Bird Labs LLC · Lexington, Kentucky · [OWNER: postal address, required before publishing and for CAN-SPAM marketing email footers] · support@pupnotes.com