Terms of Service and Payment Terms

Last updated: July 2026

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 and booking platform designed for South African healthcare practices. The platform allows practices to collect patient information digitally via QR code, WhatsApp, and web-based intake forms, take online bookings, and manage everything in a secure dashboard.

2. Account registration

To use Welcome Desk, you must register an account on behalf of a healthcare 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

• Use the platform only for legitimate patient intake and booking for your practice.
• Do not attempt to access another Practice's data or circumvent access controls.
• Do not upload malicious code or attempt to interfere with the platform's operation.
• Do not collect or store patient data in violation of POPIA or any other applicable law.
• Do not resell or sublicense access to the platform.

4. Subscription plans and pricing

• 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 made monthly in advance by EFT using the banking details and unique payment reference shown on your billing page. Your account is updated once your proof of payment has been reviewed. If a payment remains outstanding, we may send reminders and, after reasonable follow-up, suspend access to the platform until the balance is settled.

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

6. Free trial

New practices receive a 7-day free trial. No credit card is required to start. After the trial period ends, an active subscription is required to continue using the platform.

7. Cancellation and refunds

You may cancel your subscription at any time by contacting accounts@welcomedesk.co.za. Cancellation takes effect at the end of the current billing period. No refunds are issued for partial months. Upon cancellation you may request a full export of your patient records within 30 days, after which 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 and booking pages. 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, and that its use of Welcome Desk complies with all applicable laws, HPCSA guidelines, and professional obligations.

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.