Terms of Service

1. Agreement

By using ClinicDiary, you agree to these terms. If you represent a practice, you confirm that you have the authority to bind the practice to these terms. These terms form a binding agreement under South African law.

2. Service Description

ClinicDiary is a cloud-based practice management platform with multi-tenant architecture and isolated databases. Available features are described on the pricing page. Service availability targets are described in our Service Level Agreement.

3. Account & Workspace

• One workspace per practice, identified by a unique URL slug
• The account holder is the person who registered and is the initial Admin
• The account holder is responsible for all activity within the workspace

4. User Responsibilities

• Maintain accurate account information
• Protect login credentials — do not share magic links
• Enable 2FA where sensitive data is handled
• Comply with POPIA when entering patient data
• Obtain necessary consent from patients for data processing
• Use the service only for its intended purpose (healthcare practice management)

5. Prohibited Use

• Processing data for practices you do not own or manage
• Attempting to access other tenants' data
• Using the service for illegal purposes
• Scraping, reverse engineering, or automated extraction
• Submitting fraudulent medical aid claims through the platform

6. Intellectual Property

ClinicDiary owns all rights to the platform, code, design, and documentation. Data entered by the practice remains the practice's property. We grant a limited, non-exclusive licence to use the service during the subscription term. The practice grants us a limited licence to process their data for service delivery.

7. Payment Terms

• Monthly subscription at the rate displayed on the pricing page
• Billed via Paystack
• Non-payment after the grace period results in workspace suspension
• Suspended workspaces: data preserved for 30 days, then deleted
• No setup fees, no cancellation fees

8. Cancellation & Termination

• Either party may terminate at any time
• You can cancel from your workspace settings
• We may terminate for: non-payment, Terms violation, or legal requirement
• On termination: workspace suspended, data available for export for 30 days

9. Data Ownership & Portability

All patient and practice data belongs to the practice. On request, we will export your data in CSV or standard format within 30 days. After the 30-day preservation period following cancellation, data is permanently deleted.

10. Limitation of Liability

• ClinicDiary is a software tool, not a medical device
• We are not responsible for clinical decisions made using the platform
• We are not responsible for the accuracy of data entered by users
• Our liability is limited to the last 12 months of subscription fees paid
• We are not liable for indirect, consequential, or incidental damages

11. Disclaimer of Warranties

The service is provided "as is" with no warranty of uninterrupted availability. We do not guarantee compatibility with specific medical aid schemes. We do not guarantee claim acceptance by medical aid administrators.

12. POPIA Compliance

• The practice is the "responsible party" under POPIA for patient data
• ClinicDiary is the "operator" (data processor) acting on the practice's instructions
• We process data only as necessary to provide the service
• We maintain appropriate security measures as required by POPIA Section 19

13. Governing Law & Disputes

These terms are governed by the laws of South Africa. Disputes will be resolved informally first (30-day negotiation period). If unresolved, they are subject to arbitration in South Africa. Either party may seek urgent relief from a competent court.

14. Changes to Terms

We may update these terms. Material changes will be communicated with 30 days' notice via email. Continued use after the notice period constitutes acceptance.