Terms and Conditions

1. Definitions

1.1 In these Terms, unless the context indicates otherwise:

Account

means a registered account created to access the Platform.

Admin

means the Practice owner or designated administrator with authority to manage the Practice Account and invite Users.

Content

means any text, data, images, templates, form content, instructions, referrals, prescriptions, notes, PDFs and other materials created, uploaded, entered, stored, transmitted or generated through the Platform by Users.

Data Controller

has the meaning given in POPIA and refers, in relation to Patient Personal Information and Practice data processed through the Platform, to the Practice (unless otherwise required by applicable law).

Data Processor

has the meaning given in POPIA and refers to Baselayer to the extent we process Personal Information on behalf of the Practice under instruction.

Documentation

means user guides, help content and any product documentation we make available from time to time.

Fees

means subscription fees and any other charges payable for the Service.

AI Writing Assistant

means the optional AI-powered feature that helps Practitioners polish clinical text (such as findings, recommendations, diagnoses and treatment notes) into professional language, powered by a third-party AI provider.

AI Chatbot

means the optional conversational AI assistant embedded in the Platform, powered by a third-party AI provider, that provides general practice-related guidance and assistance. It does not provide medical advice.

Billing Integration

means the optional connection between the Platform and a supported third-party accounting service for creating quotes, invoices and recording payments on behalf of the Practice.

Implant Report

means a patient communication document generated through the Platform by a Practitioner to report on dental implant procedures, including implant site locations, fixture specifications, healing abutment details, primary stability measurements and related clinical notes.

Lab Form

means a dental laboratory work request form generated through the Platform, including patient details, treatment specifications, tooth selections, instructions and optional medical aid claim authorisations.

Labs Directory

means the Practice-managed database of dental laboratories, their contact details and related information created and maintained by the Practice for use in Lab Forms.

Medical Certificate

means a medical certificate document generated through the Platform by a Practitioner, including patient details, visit type, nature of treatment, and return-to-work date.

Medication Directory

means the Practice-managed database of medications, dosages and related information created and maintained by the Practice for use in prescription generation.

Patient

means an individual whose Personal Information is processed by a Practice through the Platform.

Patient Report

means a clinical report generated through the Platform by a Practitioner, including clinical findings, recommendations and related narrative content.

Personal Information

has the meaning given in POPIA and includes information relating to an identifiable, living natural person and, where applicable, an identifiable, existing juristic person.

Platform

means the Baselayer.med software, websites, interfaces, features and related services provided at baselayer.med and baselayer.med.

Practice

means the subscribing healthcare practice, clinic, organisation or practitioner entity that creates an Account and uses the Platform for professional purposes.

Practitioner

means a licensed medical or dental professional using the Platform under a Practice Account.

Service

means the services and functionality provided by Baselayer.med, including creating and managing digital forms and documents, generating PDFs, sending emails on behalf of the Practice, facilitating role-based access, and storing documents in the Practice's connected cloud storage.

Specialist Directory

means the Practice-managed database of specialist practitioners and their contact details created and maintained by the Practice for use in patient referrals.

Subscription

means the paid plan (if any) under which the Practice accesses the Service.

Third-Party Service Providers

means the external service providers engaged by Baselayer to support Platform functionality, including authentication providers, email delivery providers, messaging providers, AI processing providers and accounting service providers.

Saved Card

means payment card details stored by the Practice in the Platform for use with Supplier Forms. CVV/CVC is never stored.

Supplier Form

means a digitised version of a supplier document (e.g. credit card authorisation form) generated through the Platform, producing a PDF for submission to the Practice.

User

means any person authorised by a Practice to use the Platform under the Practice Account (including Admins, doctors and staff).

You / your

means the Practice and/or the User accessing or using the Platform, as applicable.

2. Acceptance of Terms

2.1 By creating an Account, accessing the Platform, inviting Users, or otherwise using the Service, you agree to be bound by these Terms.

2.2 If you use the Platform on behalf of a Practice or organisation, you confirm you have authority to bind that entity to these Terms.

2.3 Continued use of the Platform constitutes ongoing acceptance of the Terms as updated from time to time.

3. Description of the Service

3.1 Baselayer.med is a cloud-based SaaS practice management platform designed for licensed medical and dental professionals.

3.2 The Service may include, without limitation:

• digital patient consent and indemnity forms (including New Patient, Existing Patient, Cosmetic, Implant, Root Canal, Sedation, and Child/Dependant form types, with kiosk-mode workflows);
• prescription script generation and PDF creation;
• patient referrals and referral letter generation;
• Patient Reports with clinical findings and recommendations;
• Medical Certificates for patient fitness documentation;
• patient post-operative instructions and related documents, including WhatsApp delivery via a third-party messaging provider;
• an AI Writing Assistant powered by a third-party AI provider to help Practitioners polish clinical notes;
• a Specialist Directory feature for Practice-managed specialist records;
• a Medication Directory feature for Practice-managed medication records;
• a Labs Directory feature for Practice-managed dental laboratory records;
• dental Lab Forms for laboratory work requests, including medical aid claim authorisations;
• Implant Reports for patient communication regarding dental implant procedures;
• Supplier Forms for digitised supplier documents, with Saved Card management for payment card autofill;
• drag-and-drop appointment scheduling with doctor-filtered calendar views;
• Clinical Notes with visit tracking and audit-logged data access;
• billing integration with supported third-party accounting services for creating quotes, invoices and recording payments on behalf of the Practice;
• South African dental tariff codes for procedure coding and medical aid claims;
• an AI Chatbot powered by a third-party AI provider for general practice queries and assistance;
• a dashboard with activity logging and team-filtered practice analytics;
• server-side PDF generation and delivery of emails on behalf of a Practice;
• storage of generated documents and practice data in the Practice's connected cloud storage; and
• role-based access controls (including admin, doctor, staff and other roles).

3.3 We may add, remove or modify features from time to time. Some features may be subject to Subscription level or additional terms.

4. Platform Role and Limitations

4.1 Technology platform, not a healthcare provider. Baselayer.med is a technology platform, not a healthcare provider. We do not practise medicine or dentistry and we do not provide clinical services of any kind.

4.2 No medical advice. The Platform does not provide medical advice, diagnoses, treatment recommendations, clinical opinions or patient-specific guidance.

4.3 Practitioner responsibility. All clinical decisions, diagnoses, prescriptions, treatment plans, referrals, patient instructions and the appropriateness of any Content are the sole responsibility of the licensed Practitioner and/or Practice using the Platform.

4.4 No credential verification. We do not verify, validate, certify or monitor the credentials, qualifications, registrations or licensing status of any Practitioner or Practice using the Platform.

4.5 No review or endorsement of Content. We do not review, approve, endorse, validate or guarantee the accuracy, completeness or suitability of any Content entered, generated or sent through the Platform (including prescriptions, referrals, consent forms or patient instructions).

4.6 No practitioner–patient relationship with Baselayer. The Platform does not create a doctor–patient or practitioner–patient relationship between Baselayer and any Patient. Any such relationship exists solely between the Patient and the treating Practitioner/Practice.

4.7 Patient queries. Patients and recipients of Platform-generated communications must direct medical queries to their treating Practitioner/Practice, not to Baselayer.med.

4.8 Medication Directory – Practice responsibility. The Medication Directory is created, populated and maintained entirely by the Practice. Baselayer does not provide, recommend, verify, validate or endorse any medications, dosages, frequencies, durations or related information entered into the Medication Directory. The Practice and prescribing Practitioner are solely responsible for ensuring all medication information is accurate, current, appropriate and compliant with applicable laws and professional standards.

4.9 Specialist Directory – Practice responsibility. The Specialist Directory is created, populated and maintained entirely by the Practice. Baselayer does not provide, recommend, verify, validate or endorse any specialists, their credentials, qualifications, contact details or suitability for referrals. The Practice and referring Practitioner are solely responsible for verifying specialist credentials and ensuring referrals are appropriate.

4.10 No liability for directory content. Baselayer accepts no responsibility or liability for any errors, omissions, outdated information or consequences arising from the use of information in the Medication Directory or Specialist Directory. All clinical decisions based on directory content remain the sole responsibility of the Practice and Practitioner.

4.11 Lab Forms – Practice responsibility. Lab Forms are created, completed and submitted entirely by the Practice. Baselayer does not verify, validate or approve any information entered into Lab Forms, including patient details, treatment specifications, tooth selections, shade guides, ICD-10 codes, instructions or any other clinical or administrative content. The Practice and submitting Practitioner are solely responsible for ensuring all Lab Form information is accurate, complete, clinically appropriate and compliant with applicable laws and professional standards.

4.12 Labs Directory – Practice responsibility. The Labs Directory is created, populated and maintained entirely by the Practice. Baselayer does not provide, recommend, verify, validate or endorse any dental laboratories, their credentials, contact details, services or suitability. The Practice is solely responsible for verifying laboratory credentials and ensuring referrals are appropriate.

4.13 Medical aid claims – Practice responsibility. Where a Lab Form includes authorisation for a dental laboratory to claim from a patient's medical aid on behalf of the Practice:

• the Practice is solely responsible for obtaining appropriate patient consent for such claims;
• the Practice is solely responsible for ensuring the accuracy of all patient medical aid information provided;
• the Practice remains responsible for the relationship with and obligations to the patient's medical aid scheme;
• Baselayer does not submit, process, verify or guarantee any medical aid claims; and
• Baselayer accepts no responsibility for rejected claims, short-payments, disputes with medical aid schemes, or any financial loss arising from medical aid claim processes.

4.14 No liability for Lab Forms or claims. Baselayer accepts no responsibility or liability for any errors, omissions, delays or consequences arising from the use of Lab Forms, the Labs Directory, or medical aid claim authorisations. All decisions regarding laboratory work, patient billing and medical aid claims remain the sole responsibility of the Practice and Practitioner.

4.15 Implant Reports – Practice responsibility. Implant Reports are created, completed and sent entirely by the Practice. Baselayer does not verify, validate or approve any information entered into Implant Reports, including patient details, implant site locations, fixture specifications, healing abutment details, primary stability measurements, narrative content or any other clinical information. The Practice and submitting Practitioner are solely responsible for ensuring all Implant Report information is accurate, complete, clinically appropriate and compliant with applicable laws and professional standards.

4.16 Clinical information in Implant Reports. Implant Reports may contain technical clinical data including implant fixture details, torque values and healing abutment specifications. Baselayer does not:

• verify the accuracy of any implant specifications, measurements or clinical observations recorded;
• validate that the reported procedures were performed as described;
• confirm compatibility of implant components or appropriateness of clinical decisions; or
• provide any clinical guidance regarding implant procedures or post-operative care.

4.17 No liability for Implant Reports. Baselayer accepts no responsibility or liability for any errors, omissions, inaccuracies or consequences arising from the use of Implant Reports. All clinical decisions, patient communications and documentation regarding implant procedures remain the sole responsibility of the Practice and Practitioner.

4.18 AI Assistant – tool, not clinician. The AI Writing Assistant is a text-polishing tool that helps Practitioners improve the clarity, grammar and professional tone of clinical notes. It does not provide medical advice, diagnoses, treatment recommendations or clinical opinions of any kind.

4.19 No addition of clinical content. The AI Assistant is instructed to preserve all clinical details exactly as written and not to add medical information that was not present in the original text. However, as with any AI system, outputs should always be reviewed by the Practitioner before acceptance.

4.20 Practitioner review required. AI-generated suggestions are presented inline for review. The Practitioner must explicitly accept, retry, or cancel the suggestion. Baselayer does not automatically apply AI-generated text without Practitioner approval.

4.21 Third-party processing. The AI Assistant uses a third-party AI provider's API. Only the specific text content of the field being polished is transmitted to the provider — not the patient's name, ID, or other personal identifiers. The provider's API does not use submitted data for model training.

4.22 No liability for AI output. Baselayer accepts no responsibility or liability for the accuracy, completeness, clinical appropriateness or consequences of any AI-generated text, whether accepted or not. All Content, including AI-polished text, remains the sole responsibility of the Practitioner.

4.23 Patient Reports – Practice responsibility. Patient Reports are created, completed and sent entirely by the Practice. Baselayer does not verify, validate or approve any information entered into Patient Reports, including clinical findings, recommendations, narrative content or any other clinical information.

4.24 Medical Certificates – Practice responsibility. Medical Certificates are created, completed and sent entirely by the Practice. Baselayer does not verify the accuracy of visit details, diagnoses, fitness-to-work assessments, treatment descriptions or return-to-work dates. The Practice and issuing Practitioner are solely responsible for ensuring all certificate information is accurate, truthful and compliant with applicable laws and professional standards.

4.25 No liability. Baselayer accepts no responsibility or liability for any errors, omissions, inaccuracies or consequences arising from Patient Reports or Medical Certificates.

4.26 Supplier Forms – Practice responsibility. Supplier Forms are completed and submitted entirely by the Practice. Baselayer does not verify, validate or approve any information entered, including debtor details, payment authorisations, invoice amounts or any other financial or commercial information. The Practice is solely responsible for the accuracy and appropriateness of all Supplier Form content.

4.27 Payment card storage. The Platform allows Practices to optionally store payment card details (excluding CVV/CVC, which is never stored) for convenience when completing Supplier Forms. The Practice is solely responsible for ensuring it has appropriate authorisation to store and use card details, and for managing card security within its organisation.

4.28 No financial intermediary. Baselayer does not process payments, submit financial transactions, or act as a payment intermediary. Supplier Forms generate PDFs that are emailed to the Practice's notification email. Any financial transactions resulting from Supplier Forms occur outside the Platform.

4.29 No liability for Supplier Forms. Baselayer accepts no responsibility or liability for any errors, omissions, financial losses, disputed charges, or consequences arising from Supplier Forms, payment card data, or any resulting financial transactions.

4.30 WhatsApp – Practice responsibility. WhatsApp messages are sent on behalf of the Practice using pre-approved templates via a third-party messaging service. The Practice is responsible for ensuring it has appropriate patient consent for WhatsApp communications and that instruction content is accurate and clinically appropriate.

4.31 Delivery not guaranteed. Baselayer does not guarantee successful delivery of WhatsApp messages. Delivery depends on the patient's phone number validity, WhatsApp account status, network availability, and the messaging provider's service status. The Practice should use alternative communication methods where critical information must be conveyed.

4.32 Billing – Practice responsibility. The Billing Integration allows Practices to create quotes, invoices and record payments through a connected accounting service. The Practice is solely responsible for the accuracy of all financial information entered, including patient details, procedure codes, amounts, tax calculations and payment records.

4.33 Accounting account. Use of the Billing Integration requires the Practice to maintain its own account with the relevant accounting service provider. The Practice is responsible for its accounting account, billing, and compliance with the provider's terms of service.

4.34 Not a financial service. Baselayer does not process payments, hold funds, or act as a financial intermediary. All financial transactions occur within the connected accounting service. Baselayer facilitates the creation of financial documents only.

4.35 Dental tariff codes. The Platform includes a reference database of South African dental tariff codes. While we endeavour to keep these current, Baselayer does not guarantee the accuracy, completeness or currency of tariff codes. The Practice and Practitioner are solely responsible for verifying codes and amounts used in billing.

4.36 No liability for billing. Baselayer accepts no responsibility or liability for billing errors, disputed charges, rejected medical aid claims, tax miscalculations, or any financial loss arising from use of the Billing Integration or dental tariff codes.

4.37 AI Chatbot – general assistance only. The AI Chatbot is a conversational assistant that provides general guidance on using the Platform. It does not provide medical advice, clinical recommendations, diagnoses, or patient-specific guidance of any kind.

4.38 Do not enter patient data. Users should not enter patient Personal Information, clinical details, or other sensitive data into the AI Chatbot. Conversations may be processed by a third-party AI provider.

4.39 Third-party processing. The AI Chatbot is powered by a third-party AI provider. Conversation content is transmitted to and processed by the provider in accordance with their data usage policies.

4.40 No liability for chatbot output. Baselayer accepts no responsibility or liability for the accuracy, completeness or consequences of any AI Chatbot responses. Users should verify any information provided by the chatbot independently.

4.41 Appointment scheduling – Practice responsibility. Appointment data (including patient names, dates, times and doctor assignments) is managed entirely by the Practice. Baselayer does not send appointment reminders or confirmations to patients unless explicitly configured and does not verify appointment details.

4.42 Clinical Notes – Practice responsibility. Clinical notes and patient visit history are created, edited and maintained entirely by the Practice. Baselayer does not review, validate or approve clinical note content.

4.43 Audit logging. Access to patient data through the Platform may be logged for security and POPIA compliance purposes. These logs record which User accessed or modified data, and when.

5. Eligibility and User Obligations

5.1 Professional use only. The Platform is intended exclusively for use by licensed medical and dental professionals and their authorised staff.

5.2 Licensing and registration. The Practice and Practitioners must hold valid, current professional registration/licensing and comply with all applicable professional and ethical requirements in their jurisdiction.

5.3 Accuracy and appropriateness. You are responsible for ensuring all Content entered into or generated through the Platform is accurate, complete, lawful, clinically appropriate and suitable for its purpose.

5.4 Patient consent and lawful basis. The Practice is responsible for establishing an appropriate lawful basis to collect and process Patient Personal Information and for obtaining any required consents (including informed consent) independently of any consent captured through the Platform.

5.5 Proper use. You must not:

• use the Platform for any unlawful purpose;
• use the Platform in a way that infringes any rights (including privacy, intellectual property or confidentiality);
• upload or transmit malicious code or attempt to disrupt the Platform;
• attempt unauthorised access to accounts, data or systems;
• use the Platform to send spam or unlawful communications; or
• misrepresent the Platform as providing medical advice or clinical services.

5.6 Account security. You are responsible for maintaining the confidentiality of login credentials and for all activities under your Account. You must notify us promptly of any unauthorised access or security incident.

6. Data, Privacy and POPIA

6.1 Roles. As between Baselayer and the Practice:

• the Practice is the Data Controller (responsible party) for Patient Personal Information and Practice data processed through the Platform; and
• Baselayer acts as a Data Processor (operator) to the extent we process Personal Information on behalf of the Practice and under the Practice's instruction.

6.2 Processing on instruction. We process Personal Information only to provide and support the Service, in accordance with these Terms, the Privacy Policy and documented instructions from the Practice, unless required otherwise by applicable law.

6.3 Storage location and third parties. Generated PDFs and related practice records are stored in the Practice's connected cloud storage account. Authentication, email delivery, messaging, and AI text processing may be handled via Third-Party Service Providers, each acting as a service provider supporting the Service.

6.4 Privacy Policy. Our separate Privacy Policy forms part of the Service framework and provides further detail on processing, security measures, access controls, audit trails, and retention approaches.

6.5 Practice responsibilities. The Practice is responsible for:

• determining the purposes and means of processing Patient Personal Information;
• ensuring a lawful basis for processing under POPIA and other applicable laws;
• providing appropriate notices to Patients;
• handling Patient requests (access, correction, deletion where applicable) and regulatory obligations; and
• ensuring appropriate security safeguards for its cloud storage environment, devices used in kiosk mode, and User access management.

6.6 Information Officer. Data protection queries may be addressed to hello@baselayer.med.

7. Cloud Storage Connection and Practice Storage

7.1 The Practice is responsible for connecting and maintaining access to its cloud storage account used for storage of documents and practice records.

7.2 You acknowledge that loss of access to, misconfiguration of, or deletion within the Practice's cloud storage may affect the availability of records and documents. Baselayer is not responsible for issues arising from the Practice's cloud storage settings, permissions, third-party outages or administrative actions.

8. Subscriptions, Fees and Payment

8.1 Access to the Service may require a paid Subscription. Fees, billing intervals and plan details will be presented at sign-up or in the Platform.

8.2 Fees are payable in advance unless otherwise stated. Failure to pay may result in suspension or termination of access.

8.3 Unless required by law, Fees are non-refundable. If you believe you were billed in error, contact hello@baselayer.med within a reasonable time.

9. Intellectual Property

9.1 Baselayer and its licensors own all intellectual property rights in the Platform, Service, software, branding, designs and Documentation.

9.2 Subject to these Terms and payment of applicable Fees, we grant the Practice a limited, non-exclusive, non-transferable, revocable licence to use the Platform for its internal professional purposes during the Subscription term.

9.3 Your Content. Content entered or generated by Users remains owned by the Practice and/or relevant rights holder. You grant Baselayer a limited right to host, process, transmit and display such Content solely to provide and support the Service.

10. Third-Party Services

10.1 The Service integrates with third-party services (including cloud storage, authentication, email delivery, messaging, AI processing and accounting service providers). Your use of those third-party services may be subject to their own terms and policies.

10.2 Baselayer is not responsible for third-party services, their availability, security, changes, or acts/omissions, except to the extent required by applicable law.

11. Service Availability and Support

11.1 The Platform is provided on an "as is" and "as available" basis. We do not guarantee uninterrupted, error-free or secure operation.

11.2 We may perform maintenance, updates or modifications from time to time and will use reasonable efforts to minimise disruption.

11.3 You are responsible for maintaining appropriate internet access, devices and environments (including kiosk devices) required to use the Platform.

12. Warranties and Disclaimers

12.1 To the maximum extent permitted by law, Baselayer disclaims all warranties, whether express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, and uninterrupted availability.

12.2 You acknowledge that:

• clinical outcomes depend on professional judgement and care beyond the Platform's control; and
• the Platform does not validate the correctness or appropriateness of any clinical Content.

13. Limitation of Liability

13.1 To the maximum extent permitted by law, Baselayer shall not be liable for any loss, harm or damages arising from or related to:

• any clinical outcomes, misdiagnoses, incorrect prescriptions, inappropriate referrals, treatment decisions, or Patient harm;
• any Content created, entered, generated or transmitted by Users;
• any information entered into or retrieved from the Medication Directory, Specialist Directory or Labs Directory, including incorrect medications, dosages, specialist details, laboratory information or outdated information;
• any Lab Forms, including patient details, treatment specifications, instructions, medical aid claim authorisations, or any resulting claims, disputes or financial matters;
• any Implant Reports, including implant specifications, clinical measurements, procedure details or patient communications;
• any Patient Reports, including clinical findings, recommendations or narrative content;
• any Medical Certificates, including visit details, diagnoses, fitness assessments or return-to-work dates;
• any Supplier Forms, payment card data, or resulting financial transactions;
• any AI Writing Assistant output, whether accepted, modified or rejected by the Practitioner;
• any WhatsApp or other communications sent through the Platform, including delivery failures;
• any billing documents, quotes, invoices, payment records, dental tariff codes, or financial data created through the Billing Integration, or any resulting financial disputes or losses;
• any AI Chatbot responses, whether acted upon or not;
• any appointment scheduling data or clinical notes records;
• any reliance by any person on Platform-generated documents or communications;
• third-party services (including cloud storage, authentication, email delivery, messaging, AI processing and accounting service providers);
• downtime, delays, interruptions, data loss, security incidents not caused by our wilful misconduct or gross negligence (where such limitation is permitted); or
• any indirect, incidental, special, consequential or punitive damages, or any loss of profits, revenue, goodwill or data (even if advised of the possibility).

13.2 Cap on liability. To the maximum extent permitted by law, Baselayer's total aggregate liability for any claim arising out of or relating to the Service shall not exceed the total Fees paid by the Practice in the 12 months immediately preceding the event giving rise to the claim.

13.3 Nothing in these Terms limits liability where it cannot be limited by law.

14. Indemnification

14.1 The Practice (and, where applicable, the Practitioner) agrees to indemnify and hold harmless Baselayer, its directors, employees and contractors from and against any claims, liabilities, damages, losses, costs and expenses (including reasonable legal fees) arising from or related to:

• the Practice's or Users' access to or use of the Platform;
• any Content entered, generated, issued or sent through the Platform (including prescriptions, referrals, consent forms and patient instructions);
• any information entered into or used from the Medication Directory, Specialist Directory or Labs Directory, including medication errors, incorrect dosages, inappropriate specialist referrals, or incorrect laboratory information;
• any Lab Forms submitted through the Platform, including patient details, treatment specifications, instructions or medical aid claim authorisations;
• any Implant Reports generated through the Platform, including implant specifications, clinical measurements, procedure details or narrative content;
• any Patient Reports or Medical Certificates generated through the Platform;
• any Supplier Forms submitted through the Platform, including payment card authorisations or financial information;
• any use of or reliance on AI Writing Assistant or AI Chatbot output;
• any billing documents, quotes, invoices, payment records or financial data created through the Billing Integration;
• any appointment scheduling data or clinical notes records;
• any WhatsApp or other communications sent through the Platform;
• any breach of these Terms by the Practice or Users;
• any violation of applicable laws, regulations, professional standards or ethical rules;
• any claim by a Patient or third party relating to treatment, prescriptions, referrals, consent, or clinical outcomes; or
• the Practice's failure to obtain appropriate consents or to establish a lawful basis for processing Patient Personal Information.

15. Suspension and Termination

15.1 Termination by you. The Practice may terminate its Subscription and/or stop using the Platform at any time, subject to any applicable billing terms.

15.2 Termination by us. We may suspend or terminate access to the Platform (in whole or in part) if:

• Fees are overdue;
• we reasonably believe there has been unauthorised access, security risk or misuse;
• you breach these Terms; or
• required by law or to protect the Platform, Patients, Users or third parties.

15.3 Effect of termination. Upon termination:

• the Practice retains access to documents stored in its own cloud storage, subject to its account status and permissions;
• access to Platform features may cease; and
• we may delete or anonymise Platform-side configuration and account data after a reasonable notice period, except where retention is required by law or necessary for legitimate business purposes (such as dispute resolution, security and compliance).

15.4 Sections intended to survive termination (including limitations of liability, indemnities and governing law) shall survive.

16. Amendments

16.1 We may update these Terms from time to time. If changes are material, we will take reasonable steps to notify Admins via the Platform or email.

16.2 Continued use of the Platform after the effective date of any updated Terms constitutes acceptance.

17. Severability

17.1 If any provision of these Terms is found to be invalid or unenforceable, that provision shall be severed and the remaining provisions shall remain in full force and effect.

18. Governing Law and Jurisdiction

18.1 These Terms are governed by the laws of the Republic of South Africa.

18.2 You agree that disputes arising out of or relating to these Terms or the Platform shall be subject to the jurisdiction of the courts of South Africa.