Terms of Service
These terms govern the use of Practi-Cal, the cloud-based practice management platform available at practi-cal.co.za and app.practi-cal.co.za (the "Service"), by the healthcare practice that registers an account (the "Practice", "you") and its authorised users. By registering a practice or using the Service you agree to these terms.
1. The Service
Practi-Cal provides scheduling, patient record-keeping, clinical notes, medical aid invoicing, patient messaging and related tools for healthcare practices. The Service is provided on a subscription basis, accessed through a web browser.
Practi-Cal is practice management software. It is not a medical device, does not provide medical advice, and does not replace the professional judgement of a registered healthcare practitioner. Clinical decisions, the content and accuracy of clinical records, and compliance with the record-keeping requirements of the HPCSA and other professional bodies remain the sole responsibility of the Practice and its practitioners.
2. Accounts and users
- The person who registers the Practice warrants that they are authorised to bind it and becomes the account owner.
- The owner may invite staff with role-based access. You are responsible for the actions of your users and for keeping login credentials confidential. Notify us immediately at info@practi-cal.co.za of any suspected unauthorised access.
- You must provide accurate registration and billing information and keep it current.
3. Subscriptions, trials and fees
- Plans, pricing and plan limits are published at practi-cal.co.za/#pricing. Prices are in South African Rand.
- New practices receive a free trial with full functionality. No payment details are required for the trial. When a trial ends without a paid plan, the account continues on the entry-level plan's limits — no data is deleted.
- Subscriptions are billed monthly in advance. Message bundles (SMS and WhatsApp top-ups) are prepaid and charged when purchased.
- We may change prices or plan features on at least 30 days' written notice to the account owner's email address. Continued use after the effective date constitutes acceptance.
- If fees remain unpaid after reasonable notice, we may downgrade or suspend the account. Suspension does not delete your data.
- Cancellation and refunds are governed by our Refund & Cancellation Policy.
4. Your data
- You own your data. All practice and patient information you enter remains yours. We claim no rights in it beyond what is needed to operate the Service.
- You can export your data (patient lists, invoices, reports) from within the Service at any time.
- As between the parties, the Practice is the "responsible party" and Practical Software the "operator" in respect of patient personal information under the Protection of Personal Information Act 4 of 2013 ("POPIA"). Section 5 below and our Privacy Policy set out how we process it.
- On termination of the account, we retain your data for 60 days so you can export it or reactivate, after which it is permanently deleted from the live system (backup copies are overwritten in the ordinary backup cycle). We may retain records we are required by law to keep.
5. Data processing (POPIA operator terms)
To the extent we process personal information (including patients' special personal information concerning health) on your behalf, we will:
- process it only for the purpose of providing the Service and only on your instructions, and treat it as confidential (POPIA sections 20–21);
- implement appropriate, reasonable technical and organisational security measures, including encryption of special identifiers at rest, role-based access control, and audit logging;
- notify you without undue delay if we believe there has been unauthorised access to personal information, so that you can meet your own notification duties under POPIA section 22;
- engage sub-operators (such as hosting and messaging providers, listed in the Privacy Policy) under written terms no less protective than these;
- host patient data in South Africa, and where a sub-operator processes limited data outside South Africa (for example message delivery), do so in accordance with POPIA section 72.
You remain responsible for having a lawful basis for processing your patients' information, for patient consents and notifications, for the appointment of your practice's information officer, and for responding to your patients' data subject requests — the Service provides tools (consent capture, per-patient export and erasure) to help you do so.
6. Acceptable use
You may not use the Service to break the law, infringe the rights of others, send spam or unsolicited marketing in breach of POPIA or the Consumer Protection Act, attempt to gain unauthorised access to the Service or its infrastructure, resell the Service, or interfere with its operation. Patient messaging tools may only be used for communications the recipient can reasonably expect from their healthcare practice; opt-outs recorded in the Service must be respected (the Service enforces this automatically).
7. Availability and support
- We take care to keep the Service available and performant, but we do not guarantee uninterrupted availability. Planned maintenance will be scheduled outside ordinary practice hours where reasonably possible.
- Your data is backed up at least daily.
- Support is provided in-app and via info@practi-cal.co.za on weekdays 08:00–17:00 (SAST).
- Message delivery (WhatsApp, SMS, email) depends on third-party networks and the recipient's device and settings; we cannot guarantee delivery of any individual message. Appointment reminders are an aid, not a substitute for the Practice's own diary management.
8. Intellectual property
The Service, its software, design and branding are owned by Practical Software or its licensors. We grant the Practice a non-exclusive, non-transferable right to use the Service for its internal business purposes for the duration of the subscription. Feedback you give us may be used to improve the Service without obligation.
9. Warranties and liability
- Except as expressly set out in these terms, and to the extent permitted by law, the Service is provided "as is" without further warranties.
- Nothing in these terms limits liability that cannot lawfully be limited, including under the Consumer Protection Act 68 of 2008 where it applies.
- Subject to the above, neither party is liable to the other for indirect or consequential loss, loss of profits or loss of business, and our total aggregate liability arising out of the Service in any 12-month period is limited to the fees paid by the Practice in that period.
- You indemnify us against claims arising from your unlawful use of the Service or your breach of your own obligations to your patients, including under POPIA and HPCSA rules.
10. Termination
You may cancel at any time as set out in the Refund & Cancellation Policy. We may terminate or suspend the account on written notice for material breach of these terms that is not remedied within 14 days of notice, or immediately where the breach is unlawful use. Clause 4 (your data) survives termination.
11. General
- These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction.
- We may update these terms; material changes will be notified to the account owner by email at least 30 days before they take effect.
- If any provision is unenforceable, the rest remains in force. These terms, the Privacy Policy and the Refund & Cancellation Policy are the whole agreement between the parties regarding the Service.
12. Contact
Practical Software (Pty) Ltd · Registration number 2026/549124/07 · info@practi-cal.co.za · practi-cal.co.za