Terms of use

Last updated 23 October 2026

Draft. This hasn’t been checked by a lawyer yet, and the parts marked “to be confirmed” still need filling in. It will be finished before PracticeVitals takes its first payment.

These are the terms for using PracticeVitals. They’re written to be read, so please do.

Who these terms are between

These terms are between to be confirmed (“we”, the business behind PracticeVitals) and the practice that signs up (“you”). The person who signs up accepts them for the practice.

What PracticeVitals is, and isn’t

PracticeVitals helps a practice keep its records, run daily checks and see whether it’s ready for an inspection by the Office of Health Standards Compliance (OHSC). It isn’t part of the OHSC or endorsed by it. Its readiness sign is our reading of the OHSC’s published inspection tool, and nobody can guarantee an inspection result. The practice stays responsible for meeting the law, for its records being true, and for every clinical decision.

The free trial

Your first 30 days are free, and you don’t need a card to start. Nothing is charged unless you add a card yourself.

Price and payment

• R449 a month for the practice, with three logins included, and R39 a month for each extra login. Staff without a login are free. Prices exclude VAT, if VAT applies.
• You pay monthly in advance by card, through Paystack. If you add your card during the trial, your first paid month starts the day the trial ends.
• We’ll give you at least 30 days’ notice by email before we change the price.

If a payment fails

We’ll tell you and try again. If the account still isn’t paid after to be confirmed days, it becomes read-only: you can still see and download everything, but you can’t record anything new until it’s paid.

Cancelling

You can cancel at any time. You keep access until the end of the month you’ve paid for, and we don’t charge you again. We don’t refund part months.

Your records

Your practice’s records belong to the practice. We use them only to provide PracticeVitals, as our privacy policy explains. You can ask us for a copy at any time.

What we ask of you

• Keep your records accurate, and give logins only to people who should have them.
• Keep patient details out of PracticeVitals: no ID numbers or medical details, and file numbers instead of names. The one exception is the complainant’s name in the complaints register.
• Tell your staff that you keep their details in PracticeVitals.
• Don’t try to break, copy or misuse the service, or get into anyone else’s records.

Keeping it running

We work hard to keep PracticeVitals available and your records safe, but we can’t promise it will never be down. We’ll tell you about planned maintenance in advance.

Limits on our responsibility

As far as the law allows, we aren’t responsible for an inspection result, a fine or notice from the OHSC, or any indirect loss. Our total responsibility to you is limited to what you paid us in the 12 months before the claim. Nothing here takes away rights you have under South African law that can’t be taken away.

Changes to these terms

We’ll email practice owners at least 30 days before any change that affects them. If you don’t agree, you can cancel before it starts.

The law that applies

South African law applies to these terms, and South African courts deal with any dispute.

Contact

Questions about these terms: to be confirmed.