Terms & Conditions

Last updated: June 2026

1. Acceptance of Terms

By accessing or using DocAppointment, you agree to be bound by these Terms and Conditions. If you do not agree, please do not use our service.

2. Service Description

DocAppointment provides a cloud-based medical practice management platform including patient records management, appointment scheduling, calendar management, WhatsApp booking integration, and email/WhatsApp communication tools.

3. Account Registration

• You must provide accurate and complete information during registration
• You are responsible for maintaining the confidentiality of your credentials
• You must be a licensed medical practitioner or authorized representative
• One account per practice unless on an Enterprise plan

4. Free Trial

All new accounts receive a 14-day free trial with full access to all features. No payment is required during the trial. Your subscription begins at the end of the trial unless cancelled.

5. Subscriptions & Billing

• Subscriptions are billed monthly or annually based on your chosen plan
• Prices are in South African Rand (ZAR) unless otherwise stated
• You may upgrade or downgrade your plan at any time
• Downgrades take effect at the end of the current billing period
• All subscription fees are exclusive of VAT unless stated otherwise

6. Payment Terms

All payments on DocAppointment are processed securely through PayFast, a PCI DSS Level 1 compliant payment gateway registered in South Africa.

• Accepted payment methods include credit cards (Visa, Mastercard), debit cards, instant EFT, and Mobicred as supported by PayFast
• All transactions are processed in South African Rand (ZAR)
• Payment is due at the start of each billing cycle (monthly or annually)
• You authorise DocAppointment to charge your selected payment method via PayFast for the applicable subscription fees
• DocAppointment does not store your card details — all payment credentials are securely managed by PayFast
• A tax invoice will be emailed to you upon successful payment
• If a payment fails, we will notify you and retry the payment. If payment remains unsuccessful after 7 days, your account may be suspended
• Outstanding balances must be settled before account reactivation

7. Recurring Payments & Subscriptions

By subscribing to a paid plan, you agree to the following recurring payment terms:

• Automatic renewal: Your subscription will automatically renew at the end of each billing period (monthly or annually) unless you cancel before the renewal date
• Billing date: You will be charged on the same date each month (or year) as your original subscription start date
• Price changes: We will notify you at least 30 days in advance of any price increases. Continued use after the effective date constitutes acceptance of the new pricing
• Payment processing: Recurring charges are processed via PayFast. You may update your payment method at any time through your account settings
• Failed payments: If a recurring payment fails, we will attempt to process the payment up to 3 times over 7 days. If all attempts fail, your subscription will be suspended until payment is resolved
• Prorated charges: Upgrades are charged immediately on a prorated basis for the remainder of the current billing period. Downgrades take effect at the start of the next billing cycle

8. Cancellation Policy

You may cancel your subscription at any time from your account settings. The following terms apply:

• Cancellation takes effect at the end of the current billing period — you retain full access until then
• No further charges will be made after cancellation
• To avoid being charged for the next billing cycle, you must cancel at least 24 hours before your renewal date
• Data is preserved for 30 days after the subscription ends
• After 30 days, all data (patient records, bookings, settings) may be permanently deleted
• You can reactivate your account at any time within the 30-day grace period without data loss
• Cancellation of annual plans does not entitle you to a partial refund for unused months unless covered by the refund policy below

9. Refund Policy

We want you to be satisfied with DocAppointment. The following refund terms apply:

• 14-day money-back guarantee: If you are not satisfied with your paid subscription, you may request a full refund within 14 days of your first payment. This applies to first-time subscribers only
• Annual plan early cancellation: If you cancel an annual subscription within the first 30 days, you are eligible for a prorated refund minus one month's usage at the monthly rate
• Service outages: If DocAppointment experiences a continuous outage exceeding 72 hours due to our fault, you may request a prorated credit for the affected period
• Duplicate payments: Accidental duplicate charges will be refunded in full within 5–10 business days
• No refunds for: Partial months of usage, plan downgrades, failure to cancel before renewal, or violations of these terms resulting in account termination
• Refund process: Refunds are processed via PayFast back to your original payment method. Please allow 5–10 business days for the refund to reflect in your account
• How to request: Submit refund requests to billing@docappointment.co.za with your account email and order reference number

10. Acceptable Use

You agree not to:

• Use the service for any unlawful purpose
• Share your account credentials with unauthorized parties
• Attempt to reverse-engineer or compromise the platform
• Upload malicious content or spam
• Exceed the limits of your subscription tier

11. Data Ownership

You retain ownership of all data you input into DocAppointment. We do not claim any intellectual property rights over your patient records, practice information, or communications.

12. Limitation of Liability

DocAppointment is provided "as is" without warranties of any kind. We shall not be liable for any indirect, incidental, special, or consequential damages arising from the use of our service, including but not limited to loss of data, revenue, or business opportunities.

13. Modifications

We reserve the right to modify these terms at any time. Changes will be communicated via email and will take effect 30 days after notification. Continued use of the service after the effective date constitutes acceptance of the updated terms.

14. Governing Law

These terms are governed by the laws of the Republic of South Africa, including the Consumer Protection Act (CPA) and the Electronic Communications and Transactions Act (ECTA). Any disputes shall be resolved in the courts of South Africa.

15. Contact

For questions about these terms, contact us at:

• General enquiries: legal@docappointment.co.za
• Billing & refunds: billing@docappointment.co.za