Terms of Service

Last updated: May 2026

1. What ClearDoc Provides

ClearDoc ("ClearDoc", "we", "us") provides a white-label virtual clinical platform ("the Platform") to HPCSA-registered healthcare practitioners and practices ("Subscribers", "you").

The Platform includes:

• A branded public website and patient intake system under your practice name
• A clinical dashboard for managing patients, appointments and consultations
• Digital patient records including SOAP notes, medical history, allergies and medications
• Automated generation of invoices, prescriptions, medical certificates and contraceptive cards as branded PDFs
• QR-code document verification for all issued clinical documents
• Multi-user team management with role-based access
• Follow-up tracking and appointment management
• A full POPIA-compliant audit trail

ClearDoc is a software platform only. We do not provide medical services, clinical advice or healthcare of any kind. All clinical care, diagnoses and prescriptions are the sole responsibility of the Subscriber and their registered practitioners.

2. Eligibility

To subscribe to the Platform you must:

• Be a healthcare practitioner registered with the Health Professions Council of South Africa (HPCSA), or a practice operating under the supervision of such a practitioner
• Be legally authorised to practise the services you offer to patients through the Platform
• Be at least 18 years of age
• Be based in the Republic of South Africa

ClearDoc reserves the right to verify HPCSA registration numbers and to decline or terminate subscriptions where eligibility requirements are not met.

3. Subscription and Payment

The Platform is provided on a monthly subscription basis.

• The current subscription fee is R1 500 per month (VAT inclusive where applicable), unless otherwise agreed in writing
• Payment is due by EFT on or before the 1st of each month
• Our banking details are provided on your subscription invoice
• Failure to pay within 7 days of the due date may result in temporary suspension of your platform instance
• Continued non-payment beyond 30 days may result in termination and data deletion after the minimum legal retention period
• Subscription fees are non-refundable once a billing period has commenced

Pricing may be updated with 30 days written notice to your registered email address.

4. White-Label Branding

Your subscription includes full white-label branding of the Platform under your practice name and logo. ClearDoc will:

• Configure your practice name, logo, colours and practitioner details within 48 hours of onboarding
• Issue all documents (invoices, prescriptions, certificates) branded with your practice name and practitioner details
• Not display ClearDoc branding on your patient-facing platform or clinical documents

Intellectual property in the underlying software platform remains owned by ClearDoc. You are granted a non-exclusive, non-transferable licence to use the Platform for the duration of your active subscription.

5. Your Responsibilities as a Subscriber

• HPCSA compliance: You remain solely responsible for maintaining your HPCSA registration and practising within your scope of practice at all times
• Clinical responsibility: All clinical decisions, diagnoses and prescriptions are yours alone. ClearDoc bears no clinical liability whatsoever
• Patient consent: You are responsible for obtaining valid informed consent from patients before capturing or processing their personal information through the Platform
• POPIA compliance: As the responsible party for your patient data, you are responsible for ensuring your practice complies with POPIA. ClearDoc acts as your data processor
• Account security: You are responsible for keeping login credentials confidential. Do not share your password or allow unauthorised users to access the Platform
• Accurate information: You are responsible for ensuring that all patient records and practitioner details entered into the Platform are accurate and up to date
• Lawful use: You may not use the Platform for any unlawful purpose, including but not limited to facilitating unlicensed medical practice

6. Data Ownership and Processing

Patient data captured through your Platform instance belongs to your practice. ClearDoc processes this data on your behalf as a data processor under POPIA, solely to deliver the Platform's functionality.

• ClearDoc will not access, share or use patient data for any purpose beyond delivering and maintaining the Platform
• On cancellation, you may request a full export of your data before account deactivation
• After deactivation, data is retained for the minimum period required by the Health Professions Act, then permanently deleted

A formal Data Processing Agreement is available on request and forms part of these Terms.

7. Cancellation

Either party may cancel the subscription with 30 days written notice by email to hello@cleardoc.co.za.

• The Platform remains active until the end of the 30-day notice period
• You must request a data export before the account closure date — we cannot guarantee recovery of data after deactivation
• No refund is issued for any partial month remaining after cancellation

ClearDoc may terminate your subscription immediately without notice if you breach these Terms, fail to maintain HPCSA registration, or engage in any unlawful activity through the Platform.

8. Service Availability

ClearDoc aims to maintain high availability of the Platform but does not guarantee uninterrupted service. We will notify you of planned maintenance where possible. We are not liable for losses arising from temporary service interruptions beyond our reasonable control.

9. Limitation of Liability

ClearDoc's total liability to you in any 12-month period is limited to the total subscription fees paid during that period. We are not liable for:

• Clinical outcomes or harm to patients arising from care provided through the Platform
• Inaccurate information entered by you or your staff
• Loss of business, revenue or data beyond the data export we provide on request
• Breaches caused by your failure to maintain account security
• Third-party services (email delivery, payment providers, internet connectivity)

10. Acceptable Use

• The Platform may only be used for lawful healthcare practice within the Republic of South Africa
• You may not resell, sublicense or transfer your subscription to another party without written consent from ClearDoc
• You may not attempt to reverse engineer, copy or replicate the Platform's software
• You may not use the Platform to process data for any purpose unrelated to your own practice's clinical operations

11. Changes to These Terms

ClearDoc may update these Terms at any time. You will be notified by email at least 14 days before material changes take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated Terms.

12. Governing Law

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

13. Contact Us

Email: hello@cleardoc.co.za
WhatsApp: +27681565646
Website: https://www.cleardoc.co.za