Terms of Service and Payment Terms

Last updated: April 2025

These Terms of Service ("Terms") govern your use of Welcome Desk, operated by WelcomeDesk (Pty) Ltd ("Welcome Desk", "we", "us", "our"). By registering for or using Welcome Desk, you ("Practice" or "you") agree to be bound by these Terms.

1. The Service

Welcome Desk is a cloud-based digital patient intake platform designed for South African medical practices. The platform allows practices to collect patient information digitally via QR code, SMS, WhatsApp, email, and web-based intake forms, and provides a management dashboard for practice staff.

2. Account Registration

To use Welcome Desk, you must register an account on behalf of a registered medical practice. You represent that you have the authority to bind the Practice to these Terms. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.

3. Acceptable Use

You agree to use Welcome Desk only for lawful purposes and in accordance with these Terms. You must not:

• Use the platform for any purpose other than legitimate patient intake for your medical practice.
• Attempt to access another Practice's data or circumvent access controls.
• Upload malicious code or attempt to interfere with the platform's operation.
• Collect or store patient data in violation of POPIA or any other applicable law.
• Resell or sublicense access to the platform.

4. Subscription Plans and Pricing

Welcome Desk is offered on a monthly subscription basis. Current pricing is:

• Starter: R499 per month (excl. VAT) - up to 3 staff accounts
• Growth: R899 per month (excl. VAT) - up to 10 staff accounts
• Enterprise: R1,499 per month (excl. VAT) - unlimited staff accounts

All prices are in South African Rand (ZAR) and exclude VAT at the prevailing rate. We reserve the right to change pricing with 30 days' written notice to existing subscribers.

5. Payment Terms

Payment is handled monthly in advance using the billing method agreed with the Practice, which may include manual invoicing or an approved South African payment provider.

Invoices are issued in line with the selected billing arrangement. VAT invoices are available on request where applicable.

If a payment fails or an invoice remains unpaid, we may send reminders and, after reasonable follow-up, suspend access to the platform until the outstanding balance is settled.

For all account and billing enquiries, please contact accounts@welcomedesk.co.za.

6. Free Trial

We may offer a free trial period to new subscribers at our discretion. No credit card is required to register interest during the pre-launch period. Trial details, including duration, will be communicated when your account is activated. After the trial period ends, a subscription is required to continue using the platform.

7. Cancellation and Refunds

You may cancel your subscription at any time through the billing portal in your account settings. Cancellation takes effect at the end of the current billing period. No refunds are issued for partial months.

Upon cancellation, you will retain read-only access to your data for 30 days, during which you may request a full export of your patient records. After 30 days, your data will be scheduled for deletion in accordance with our retention policy.

8. Data Ownership and Responsibility

You retain full ownership of all patient data submitted through your intake forms. Welcome Desk acts as an Operator under POPIA, processing patient data on your behalf. As the Responsible Party, the Practice is responsible for ensuring that patient data is collected and used lawfully.

You are responsible for ensuring that your use of Welcome Desk complies with all applicable laws, HPCSA guidelines, and professional obligations applicable to your practice type.

9. Service Availability

We aim to maintain high availability of the platform but do not guarantee uninterrupted service. Scheduled maintenance will be communicated in advance where possible. We are not liable for any losses arising from temporary unavailability of the platform.

10. Limitation of Liability

To the maximum extent permitted by applicable law, Welcome Desk and WelcomeDesk (Pty) Ltd shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the platform. Our total liability to you shall not exceed the amount paid by you in subscription fees in the three months preceding the claim.

11. Intellectual Property

Welcome Desk and all associated software, designs, and content are the intellectual property of WelcomeDesk (Pty) Ltd. Nothing in these Terms grants you any ownership rights in the platform.

12. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the South African courts.

13. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email at least 14 days before they take effect. Continued use of the platform after changes take effect constitutes acceptance of the updated Terms.