Terms & Conditions

1. Using EquiFile

By creating an account or using EquiFile, you agree to these Terms & Conditions and to our Privacy Policy. If you use EquiFile for a clinic or another organisation, you confirm that you are authorised to accept these terms on its behalf.

EquiFile is a workspace for organising horse information and care-team communication. It is not an emergency service, a veterinary practice, or a replacement for professional veterinary judgement.

2. Accounts and account security

You must provide accurate information when you create an account and keep your sign-in details private. You are responsible for activity carried out through your account and for telling us if you believe your account has been accessed without permission.

You must be old enough to enter a binding agreement in your place of residence. EquiFile accounts are intended for adults and professional teams.

We may send account confirmation, password-reset, security, and account-change emails needed to operate the service.

3. Horse medical records

You keep responsibility for the accuracy, completeness, and appropriate use of the horse information you enter. Check names, dates, doses, allergies, reminders, and exported reports before relying on them.

Reports and exports are provided as a record-keeping aid. They should be reviewed by the responsible veterinary professional before being used for clinical decisions or shared as a formal medical record.

4. Clinic teams and permissions

A team administrator can create a clinic workspace, invite members, and choose whether each member may create or delete horse profiles. Team members can access the horse profiles that belong to their team while their membership remains active.

Administrators are responsible for inviting the right people, assigning permissions thoughtfully, and removing members who should no longer have access. You must not use a team workspace to share records with someone who is not authorised to receive them.

5. Acceptable use

You agree to use EquiFile lawfully and in a way that respects the privacy, safety, and rights of other people. You must not:

• upload information you do not have the right to store or share;
• use EquiFile to send spam, malware, unlawful content, or deceptive communications;
• attempt to access another account, bypass permissions, or interfere with the service;
• reverse engineer, copy, resell, or use EquiFile to build a competing service without permission; or
• use EquiFile as the sole system for an urgent, safety-critical, or life-critical decision.

6. Your content and exports

You retain your rights in the horse records, notes, reports, and other material you submit. You give EquiFile the limited permission needed to host, process, display, back up, and export that content so the service can work for you and your authorised team.

You are responsible for keeping copies of anything you need outside EquiFile. An export is a convenience, not a guarantee that a particular format or historical version will always remain available.

7. Third-party services, availability, and changes

EquiFile relies on infrastructure and service providers such as Supabase, Resend, and Vercel. Their services may have their own terms, privacy practices, outages, or technical limits.

We work to keep EquiFile available and useful, but we do not promise that it will be uninterrupted, error-free, or available in every location. We may update, suspend, or discontinue parts of the service when needed for maintenance, security, legal, or product reasons.

We may update these terms as EquiFile changes. The date at the top of this page shows when the current version was published. Continued use after an update means you accept the revised terms.

8. Disclaimers and liability

To the extent allowed by applicable law, EquiFile is provided on an "as available" basis. We do not guarantee the accuracy of user-entered records, the suitability of the service for a particular clinical workflow, or that a reminder, export, email, or integration will arrive without delay.

Nothing in these terms limits liability that cannot legally be limited, including liability for fraud or intentional misconduct. To the extent permitted by law, EquiFile will not be responsible for indirect, incidental, special, consequential, or loss-of-data damages arising from your use of the service.

9. Ending use and contact

You can stop using EquiFile at any time. We may suspend or close an account if it is used in breach of these terms, creates a security or legal risk, or remains inactive after a reasonable notice period.

If you need help with an account, a team, or these terms, contact EquiFile through the contact address published on equifile.eu.