Signalment service terms

Updated September 29, 2026. These terms govern Signalment (the “Service”), the study workspace at '+HOST+', between Signalment (“we”, “us”) and the organization that opens a workspace (“you”, the “Customer”). Opening a workspace, accepting an invitation to one, or subscribing to a plan is agreement to these terms on behalf of that organization.

1. What the Service is

Signalment is a hosted data system for veterinary research in client-owned animals: workspaces, studies, case report forms, subjects, participating owners, uploaded documents, data queries, electronic signatures, audit trails, exports and billing. It is built to support electronic records and signatures under 21 CFR Part 11 and the record-keeping expectations of VICH GL9 (good clinical practice). It is not a sponsor, a contract research organization, an ethics committee, a regulatory adviser or a provider of veterinary care, and nothing in it is a claim that any product is safe or effective. Regulatory filings, ethics review, informed consent and the conduct of a study remain the responsibility of the sponsor and investigator.

2. Accounts, roles and signatures

Each account belongs to one person, who keeps their credentials private and does not share them. Workspace owners decide who is invited and with which role, keep the member list accurate and remove people who leave; you are responsible for what the people you invite do in your workspace. An electronic signature in the Service is made by re-entering the signer’s password and is bound to a fingerprint of what was signed. You agree that such signatures are the legally binding equivalent of handwritten signatures, and that they are intended to be used in this way by your organization. If you use the Service to sign records that FDA regulations require, your organization is responsible for its certification to FDA under 21 CFR 11.100(c) that electronic signatures in its systems are the legally binding equivalent of handwritten signatures; the workspace settings have a place to record the date it was sent.

3. Your responsibilities

• Use the Service lawfully and only for veterinary research or clinical record-keeping about animals.
• Obtain the approvals your study needs before it starts: ethics review where required, a regulatory file (in the United States, an INAD file with FDA’s Center for Veterinary Medicine) where an unapproved product is supplied for use in animals, and any state or local permissions, including a valid veterinarian–client–patient relationship where the law requires one.
• Obtain informed consent from each owner before any study procedure, and honor a withdrawal of consent as your protocol requires.
• Keep owner names and contact details in the owner key, not in study fields, so that study data stay pseudonymous.
• Do not enter data about people’s health. The Service is designed for animal records and is not intended for protected health information about humans.
• Do not add licensed questionnaires or instruments without a licence from their owner.
• Keep your own procedures for training, validation for your intended use and standard operating procedures; compliance is a property of your study, not of software alone.
• Do not probe, attack or overload the Service, and do not upload content that is unlawful, infringing or harmful.

4. Participating owners

Owners join with their own accounts, see only their own animal, and may withdraw consent at any time. We may contact owners about their account and their participation, for example with invitations, consent confirmations and reminders on your behalf. Their personal details in the owner key are held apart from study data and are never included in a pseudonymous export.

5. Your data

You own the study data, documents and exports in your workspace. We process them only to provide the Service, keep it secure, support you and meet our legal obligations, as described in the data processing addendum. We do not sell them, use them for advertising or use them to train artificial intelligence models. The document reader, when a user chooses to use it, sends the uploaded document to Anthropic for processing under commercial terms that do not permit training on it; you can leave the feature unused. Entries in the audit trail are part of the record and cannot be edited or deleted on request while the workspace exists, because their integrity is the reason for them. We may use aggregate, de-identified usage statistics to improve the Service.

6. Plans and fees

The Pilot plan is free. Paid plans are billed monthly in advance through Stripe, in US dollars, plus any applicable tax. A subscription renews each month until it is cancelled from the workspace’s billing page; cancellation takes effect at the end of the paid period, and there are no refunds for partial periods except where the law requires them. If a payment fails, we retry and tell you; after 14 days without payment the workspace returns to Pilot limits, and existing data stay readable and exportable. Enterprise plans are set out in a separate order form. We may change prices with 30 days’ notice; a change applies from your next renewal.

7. Retention, export and deletion

You can export every study at any time in CSV and JSON, including its audit trail. When a workspace is closed or a subscription ends, the workspace stays readable and exportable for 90 days and is then deleted, including its audit trail, except for copies in routine backups (kept for up to 35 days) and anything we must keep by law. Records retention required by your regulations or protocol (for example the periods in 21 CFR 511.1(b)(7)) is your responsibility: export and keep copies. On request we will delete the owner keys of a study separately from its pseudonymous data.

8. Confidentiality and security

Each party keeps the other’s non-public information confidential and uses it only for this relationship. We protect the Service with encryption in transit and at rest, role-based access, hash-chained audit trails and backups, as described in the data processing addendum, and we tell you without undue delay if we confirm a security incident affecting your data.

9. Availability and support

We work to keep the Service available and announce planned maintenance in advance where practical. Support is by email at hello@signalment.app on working days. Service levels beyond this are only those in an Enterprise agreement.

10. Warranties and liability

The Service is provided as it is. We do not warrant that it is free of interruption or error, or that its use alone will make a study compliant with any regulation. To the extent the law allows, our total liability arising from the Service in any twelve months is limited to the fees you paid for it in those months (or one hundred US dollars for a free plan), and neither party is liable for indirect, consequential or special damages or lost profits. Nothing in these terms limits liability that cannot be limited by law. You will defend and indemnify us against third-party claims arising from your studies, your products or your use of the Service in breach of these terms or the law.

11. Suspension, termination and changes

We may suspend access to protect the Service or its users, for non-payment or for a material breach that is not cured after notice. Either party may end this agreement at any time; the export window in section 7 applies. We may change the Service and these terms; for material changes we give 30 days’ notice by email to workspace owners, and continued use after that is acceptance.

12. General

These terms, the data processing addendum and any order form are the whole agreement for the Service. They are governed by the laws of the United States and of the state in which Signalment is organized, without regard to conflict-of-law rules, and disputes are brought in the courts of that state. If a clause is unenforceable the rest stands. Questions: hello@signalment.app.