Client Credit Terms and Conditions of Trade
Version V26-01 (January 2026)
These Terms of Trade apply to goods and services supplied by Family Vet Limited (the Clinic) to you (the Client). By booking an appointment, authorising treatment, purchasing goods, or otherwise accepting our services, you agree to these Terms.
1. Changes to these Terms
Any change to these Terms must be agreed in writing by both parties.
No staff member other than the Practice/Business Manager (or a Director) may agree to different credit terms unless confirmed in writing.
2. Pricing and estimates
- Prices include GST unless otherwise stated.
- Prices may be adjusted from time to time (including for supplier price changes, government levies/surcharges, or genuine errors/omissions).
- If we provide an estimate, it is a best‑estimate only. Where practical we will seek your approval for material changes, but you authorise us to provide necessary treatment to safeguard animal welfare.
3. Payment terms
Unless otherwise agreed in writing, payment is due on the date of service (at the time goods/services are supplied).
- We accept cash, EFTPOS, credit card, online payment, direct credit, and other methods we make available from time to time.
- Card payments may incur a surcharge to recover bank/processing fees. Any surcharge rate will be disclosed at the time of payment.
3.1 Credit by exception (14‑day terms)
- The Clinic operates as a pay‑on‑the‑day clinic. Any short‑term credit arrangement must be agreed before treatment is provided or at discharge, not after.
- Where credit is approved, payment is due within 14 days of the invoice date unless otherwise agreed in writing.
3.2 One‑off credit fee (20%) when not paid on the day
- If an account is not paid on the day of service, a one‑off credit fee of 20% may be added on the day of service.
- This credit fee is 100% waived if the account is paid in full within 14 days of the invoice date.
- This credit fee is 50% waived if a payment plan is agreed within 14 days of the invoice date.
- No further credit fees or interest are added after this initial amount (unless separate collection costs arise under Section 4 or 6).
3.3 Deposits and prepayment
- We may require a deposit or payment in advance for surgery, hospitalisation, high‑cost treatments, special orders, or where there is an existing overdue balance.
- For non‑urgent services, we may require outstanding balances to be brought up to date (or a deposit paid) before proceeding.
3.4 Payment plans (Direct Debit only)
- Payment plans are offered only with Clinic approval and may be subject to affordability checks.
- Where approved, payment plans must be set up by Direct Debit (DD) using the Clinic’s standard Credit & Payment Agreement.
- If a DD payment fails or agreed terms are breached, the Clinic may cancel the plan and require immediate payment of the remaining balance.
3.5 Authority to act and identification
- You confirm you are the animal’s owner or an authorised agent of the owner and that you are responsible for all charges incurred.
- We may request photo identification and/or confirmation of your authority to act before approving credit, a payment plan, or high‑value treatment.
3.6 If we cannot contact you during treatment
If we cannot contact you during treatment, you authorise us to provide reasonable and necessary treatment to alleviate pain/distress and preserve life, and you remain responsible for associated costs. Where possible, please provide a preferred contact person and an indicative maximum spend limit at admission.
4. Overdue accounts and credit control
- If an account becomes overdue, we may send reminders by SMS, email, phone, and/or post.
- We may place an account on hold, require payment in advance, and/or decline non‑urgent services until the account is brought up to date.
- Patient welfare comes first: emergency and welfare‑critical care will be prioritised; however, we may require payment arrangements to be agreed as tightly as possible around that care.
- Accounts that remain unpaid and unresolved may be referred for debt collection under the Clinic’s debt collection process.
Payments may be applied first to reasonable recovery costs and fees (if any), then to the oldest outstanding invoices.
You agree to pay all reasonable costs incurred by the Clinic in recovering overdue amounts, including debt collection agency fees, solicitor’s fees, and court costs (on a solicitor‑client basis where applicable).
5. Privacy, credit checks, and information sharing
- You authorise the Clinic to collect, hold, use, and disclose personal information for purposes including providing services, billing, assessing creditworthiness, and debt recovery.
- Where permitted, we may request and receive information from, and provide information to, credit reporting agencies and/or debt collection agencies for credit assessment and recovery purposes.
- You acknowledge you have rights in relation to personal information and credit information under New Zealand privacy law, including the Privacy Act 2020 and the Credit Reporting Privacy Code 2020.
6. Debt collection and legal action
- If you breach agreed payment terms, we may refer the account to an external debt collection agency and/or commence legal proceedings.
- Where permitted, default information may be reported to credit reporting agencies, which may affect your credit rating.
7. Supply of goods, returns, and refunds
- No refrigerated goods or unsealed medications supplied by the Clinic may be returned for credit.
- Other non‑refrigerated goods may be returned for credit only with the Clinic’s prior agreement and in accordance with any applicable consumer law.
- Refunds will not be made in cash (unless required by law).
8. Consumer Guarantees Act and business use
- Supply of goods and services for personal use is covered by the Consumer Guarantees Act 1993.
- If you acquire goods or services for business purposes, then to the maximum extent permitted by law, the guarantees under the Consumer Guarantees Act 1993 are excluded (contracted out of).
9. Security interest (PPSA) – where applicable
- To the extent goods are supplied on credit, title to goods remains with the Clinic until payment is received in full.
- Where applicable, you grant the Clinic a security interest in the goods supplied (and their proceeds) to secure payment, and you authorise us to register that security interest under the Personal Property Securities Act 1999 (PPSA).
10. Statements, notices, and acceptance of variations
- We may provide invoices, statements, and notices by email, SMS, post, or via our client portal. You are responsible for keeping your contact details up to date.
- We may update these Terms from time to time and publish the current version on our website. Continued use of our services after publication constitutes acceptance of the updated Terms.
11. Governing law
These Terms are governed by the laws of New Zealand, and the parties submit to the non‑exclusive jurisdiction of New Zealand courts.
Contact: Timaru’s Family Vet | Phone: 03 746 4144 | Email: [email protected] | Website: www.familyvet.co.nz
