Terms of Service and Payment Terms

Last updated: July 2026

These Terms of Service (“Terms”) govern your use of Welcome Desk (“Welcome Desk”, “we”, “us”, “our”), a software subscription for South African healthcare practices. Welcome Desk is a trading name of the registered company named at the end of these Terms. 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 are charged monthly. We reserve the right to change pricing with 30 days’ written notice to existing subscribers.

5. Payment terms

Subscription fees are charged monthly in advance. Two payment methods are available, and you choose which to use on your billing page:

• Card, through PayFast. Your card is charged when you subscribe and then automatically on the same date each month until you cancel. This is a recurring subscription: no further action is needed from you each month. Card details are entered on PayFast’s secure payment page and are processed by PayFast. Welcome Desk never sees or stores your card number.
• EFT. Pay into the account shown on your billing page using the unique reference given there, then upload your proof of payment. Your account is updated once the payment has been reviewed, usually within one business day.

If a payment remains outstanding we send reminders and, after reasonable follow-up, access to the platform is paused until the balance is settled. Your records are kept during any such pause.

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

6. Delivery and activation

Welcome Desk is software delivered over the internet. No physical goods are sold or shipped. Activation is electronic and immediate: as soon as your free trial starts or a payment succeeds, your practice account is available at app.welcomedesk.co.za and your login details are sent to your registered email address. If you cannot reach the service after paying, email accounts@welcomedesk.co.za and we will resolve it promptly.

7. Free trial

New practices receive a 7-day free trial. No card details are required to start. When the trial ends, there is a short grace period during which the dashboard still works and prompts for payment, after which access is paused until a subscription is active. Nothing is charged automatically at the end of a trial: you choose a payment method yourself.

8. Cancellation

You may cancel at any time from your billing page. It is self-service and no phone call or email is required. Cancellation takes effect at the end of the period you have already paid for, and you keep full access until then. If you pay by card, the recurring subscription is stopped so you are not charged again.

Your patient records are retained rather than deleted when you cancel, so that you can export them and so that the practice can meet its record-keeping duties under HPCSA guidance. A full export is available from the dashboard at any time, including after cancellation. If you want your records deleted, email accounts@welcomedesk.co.za and we will confirm what may be deleted and what must be retained by law.

9. Refund policy

• The 7-day free trial means no payment is taken until you decide to subscribe, so the service can be assessed at no cost.
• Subscription fees are paid in advance and are not refundable for part of a month. When you cancel, you keep access for the rest of the period already paid for instead of receiving a refund.
• If you were charged in error, charged twice, or believe there is a billing mistake, email accounts@welcomedesk.co.za within 30 days. We will investigate and refund any amount charged in error.
• Nothing in this policy limits your rights under the Consumer Protection Act 68 of 2008 or any other applicable South African law.

10. 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.

11. 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.

12. Limitation of liability

To the maximum extent permitted by applicable law, Welcome Desk and the company that operates it 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.

13. Intellectual property

Welcome Desk and all associated software, designs, and content are the intellectual property of Welcome Desk and its owner. Nothing in these Terms grants you any ownership rights in the platform.

14. 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.

15. 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.