Terms of Service

Last updated: 28 July 2026 · Version 1.2

These terms govern your use of ResidencyTrack. By creating an account or using the platform, you agree to them. Please also read our Privacy Policy.

1. Who we are

ResidencyTrack is operated by ResidencyTrack, a company based in France (“we”, “us”). It is the residency-management platform for the European College of Veterinary Anaesthesia and Analgesia (ECVAA).

2. Who may use ResidencyTrack

The platform is for qualified veterinary professionals connected with the ECVAA residency and certification programme — residents, diplomates, supervisors, and administrative staff. It is intended for adults (18 or over) and is not directed to children or minors. Accounts are subject to approval, and access to particular features depends on your role.

2a. Early access

ResidencyTrack is currently in early access. Features may be incomplete, change without notice, or contain bugs, and data may occasionally be affected while we refine the platform. By using it during this period, you accept that these issues can occur. In exchange for early, exclusive access, we ask that you report any bug or problem you encounter using the in-app “Report a bug” button, so we can fix it — this helps make the platform better for everyone, including you.

3. Your account

• Keep your account secure. ResidencyTrack requires a passkey and applies additional verification for password sign-ins.
• Provide accurate information and keep it up to date.
• You are responsible for activity carried out under your account. Tell us promptly if you suspect unauthorised access.
• Do not share your account or let others sign in as you.

4. Acceptable use

You agree not to:

• use the platform unlawfully, or to harass, impersonate, or harm others;
• attempt to access data or accounts that are not yours, or probe, disrupt, or circumvent the platform’s security;
• upload malicious code, or content you have no right to share;
• misuse the forum or communications features.

5. Anonymisation of records (important)

Clinical records are for training and must be anonymised. You must not upload any animal owner’s personal data — name, address, phone number, or other identifying details — or any other third party’s personal data. You are responsible for removing such information before uploading, and you confirm this each time you attach a record. We may remove content that breaches this rule.

6. Your content

The records and content you create remain yours. You grant us the limited permission needed to store, process, and display them so we can provide the platform to you and, where relevant, to your supervisor and the ECVAA committee. You are responsible for the accuracy of the records you submit.

6a. Automated and AI features

Some internal tools use artificial intelligence to assist our team (for example, drafting a short public note from a bug report). Any such output is reviewed by a person before it is used, and we do not use your content to train AI models. If we add AI features that you interact with directly, they will be clearly identified as such.

7. Availability

We work to keep ResidencyTrack available and reliable, but it is provided “as is”, without warranties. We may carry out maintenance, and features may change over time.

7a. Security

We take the security of your data seriously and build for it deliberately: access to every record is restricted at the database level, not merely hidden in the interface; accounts support two-factor authentication and passkeys; administrative actions are logged; and data is encrypted in transit and at rest. We review this regularly.

Even so, no online service can be guaranteed to be perfectly secure, and that remains true however carefully a platform is built and however long it has been running. Software has defects, people make mistakes, and the providers we rely on can be affected by incidents outside our control.

If a security incident affects your personal data, we will act on it, and we will tell you and the relevant supervisory authority where the law requires it and within the deadlines it sets. Nothing in these terms removes your rights under data protection law, or our obligations under it, and nothing here is intended to.

Security also depends on you: keep your password and devices secure, do not share your account, and — as set out in section 5 — remove client and owner identifying details from any document before you upload it.

8. Limitation of liability

To the extent permitted by law, we are not liable for indirect or consequential loss, or for loss arising from your failure to keep your account secure or to comply with these terms. Nothing here limits liability that cannot be limited by law.

9. Suspension & termination

You may stop using the platform and request deletion of your account at any time. We may suspend or terminate access if these terms are breached or where necessary to protect the platform or its users.

10. Changes

We may update these terms or the platform. If we make a material change to these terms, we will update the date and version above and, where appropriate, ask you to review them again.

11. Governing law

These terms are governed by French law, and disputes are subject to the competent courts of France.

12. Contact

Questions about these terms: contact@residencytrack.com.