Terms and Conditions

Effective Date: 8 Sept 2025

These Terms and Conditions ("Terms") govern your access to and use of Docy ("we", "us", "our"), a software-as-a-service (SaaS) platform designed to assist medical practices in digitising their records, streamlining workflows, and enhancing patient care.

By registering an account, subscribing, or otherwise using Docy, you agree to be bound by these Terms. If you do not agree, you must not use Docy.

1. Definitions

"Platform" means the Docy web application, mobile application, APIs, and related services.

"Practice" means a healthcare entity or individual healthcare professional that subscribes to Docy.

"User" means any person authorised by a Practice to access the Platform.

"Patient Data" means personal and health information entered, stored, or processed on the Platform.

"POPIA" means the Protection of Personal Information Act, 2013 (South Africa).

2. Eligibility and Registration

Only duly registered healthcare professionals, their practices, and authorised staff may use the Platform.

You warrant that all information you provide during registration is accurate and kept up to date.

3. Subscriptions and Fees

Access to Docy is provided on a subscription basis. Subscription plans, pricing, and billing cycles are detailed on our website or communicated at sign-up.

Fees are payable in advance. Refunds (where applicable) are governed by our Refund Policy, available separately.

We reserve the right to suspend or terminate access where payment is overdue.

4. Use of the Platform

You may use Docy solely for lawful purposes related to the management of your medical practice.

You must not:

  • misuse, reverse-engineer, or attempt unauthorised access to the Platform;
  • upload unlawful, defamatory, or harmful content;
  • use the Platform in breach of professional, ethical, or statutory obligations.

Each Practice is responsible for managing access rights of its Users and ensuring compliance with these Terms.

5. Use of the Platform

You may use Docy solely for lawful purposes related to the management of your medical practice.

You must not:

  • misuse, reverse-engineer, or attempt unauthorised access to the Platform;
  • upload unlawful, defamatory, or harmful content;
  • use the Platform in breach of professional, ethical, or statutory obligations.

Each Practice is responsible for managing access rights of its Users and ensuring compliance with these Terms.

6. Patient Data and Privacy

Docy acts as a data processor for Patient Data on behalf of the Practice, which remains the responsible "Responsible Party" under POPIA.

Practices must obtain all necessary consents from patients to process their data on Docy.

We will take reasonable technical and organisational measures to safeguard Patient Data.

Data may be stored and processed in South Africa or in jurisdictions with adequate data protection standards.

Our full Privacy Policy forms part of these Terms.

7. Security and Confidentiality

We implement industry-standard safeguards, but we cannot guarantee absolute security.

Practices are responsible for ensuring Users maintain the confidentiality of login credentials.

You must notify us immediately if you suspect unauthorised access.

8. Intellectual Property

All intellectual property rights in Docy remain owned by us or our licensors.

You are granted a limited, non-exclusive, non-transferable licence to use the Platform during your subscription.

You may not copy, distribute, or create derivative works based on Docy.

9. Compliance with Law

You are responsible for ensuring your use of Docy complies with all applicable laws, including but not limited to:

  • Health Professions Act 56 of 1974;
  • National Health Act 61 of 2003;
  • POPIA.

We do not provide medical, legal, or compliance advice.

10. Limitation of Liability

Docy is provided "as is" and "as available".

To the maximum extent permitted by South African law:

  • we disclaim all warranties, express or implied;
  • we are not liable for indirect, consequential, or incidental damages, including loss of profits, loss of data, or reputational harm;
  • our total liability to you in any claim shall not exceed the total subscription fees paid by you in the 12 months preceding the claim.

11. Indemnity

You agree to indemnify and hold harmless Docy, its directors, employees, and affiliates from claims, damages, or liabilities arising from:

  • your breach of these Terms;
  • unlawful or unauthorised use of Patient Data;
  • non-compliance with professional or statutory obligations.

12. Termination

Subscriptions may be cancelled at any time, and access will end once the current billing cycle or licence period expires.

We may suspend or terminate your access if you breach these Terms, fail to pay fees, or misuse the Platform.

On termination, Patient Data may be exported for a limited period upon request, after which it will be deleted in accordance with our data retention policy.

13. Amendments

We may amend these Terms from time to time. Changes will be communicated via the Platform or email. Continued use after amendments constitutes acceptance of the updated Terms.

14. Governing Law and Jurisdiction

These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the courts of South Africa.

15. Contact Us

For questions regarding these Terms, please contact:

Docy
Email: support@docy.com