Terms of Service

01Acceptance of terms

These Terms of Service ("Terms") govern access to and use of VaxTrack SA, a vaccination records management platform provided by MS Nova Meditech (Pty) Ltd, registration 2026/506439/07, trading as VaxTrack South Africa ("VaxTrack SA", "we", "us", "our"). By registering an account, or by using the platform in any capacity, you ("Customer", "you") agree to be bound by these Terms.

If you are registering on behalf of a practice, organisation, or employer, you confirm that you have the authority to bind that organisation to these Terms, and "you" refers to that organisation as well as to you personally.

These Terms should be read together with our Privacy Policy, which is incorporated by reference.

02The service

VaxTrack SA is a cloud-based software platform that helps registered healthcare providers record, manage, and verify vaccinations administered to their patients. Core functionality includes:

• Patient record management against the EPI-SA public schedule and private vaccine programmes
• Vaccine stock and cold-chain tracking, including AI-assisted invoice scanning
• Digitisation of historical paper vaccination booklets into a patient's digital record, with mandatory human review of every extracted entry
• Signed, QR-verifiable vaccination certificates
• WhatsApp-based reminder preparation, sent manually by the vaccinator
• Online appointment booking, allowing a practice's patients to book directly into open diary slots via a private link
• Billing export and subscription management via Netcash

VaxTrack SA is a record-keeping and workflow tool. It does not provide medical advice, does not make clinical decisions, and does not administer vaccines.

03Eligibility & accounts

• The platform is intended for use by registered healthcare providers, professional nurses, and vaccinators, and by administrative staff acting under their direction.
• Where a vaccinator supplies a SANC, HPCSA, or SAPC registration number, VaxTrack SA validates its format only. We do not confirm active registration status with SANC, HPCSA, or SAPC, and a valid-format number does not constitute verification of your right to practise. You remain solely responsible for holding and maintaining any registration required by law to perform vaccinations.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• You must notify us promptly of any unauthorised use of your account.

04Subscriptions & billing

• Trial period. New accounts receive a free trial covering the remainder of the current calendar month plus one full following calendar month. No card details are required to start a trial.
• Billing basis. Subscriptions are billed per seat (active vaccinator), not per patient or per vaccination recorded. Your seat count is recalculated automatically to reflect active vaccinators on your account.
• First billing date. The first billing cycle begins on the 1st of the month following the end of your trial.
• Payment method. Payments are processed through Netcash Pay Now, a licensed South African payment service provider. You explicitly authorise each payment; VaxTrack SA does not store your card details.
• Grace period & suspension. If a payment is not received, your account may enter a grace period, during which access continues, followed by suspension if payment is still outstanding. Patient records are never deleted on suspension and access is restored immediately upon payment.
• Manual confirmation. In limited circumstances a payment may be manually marked as received by an administrator; this is an internal override and does not itself constitute independent bank verification.
• Price changes. We will give reasonable notice of any change to subscription pricing before it takes effect on your account.
• Refunds. Fees already paid for a billing period are non-refundable except where required by law, or at our discretion.

05Your responsibilities

• You are responsible for the accuracy of all patient and vaccination data you enter, including data corrected or confirmed after AI-assisted extraction.
• You are responsible for obtaining any consent required by law before recording a vaccination, and for using the platform's consent flow appropriately.
• You are responsible for keeping your practice's diary hours, blocked time, and appointment settings accurate if you use online booking, since patients rely on this to select genuinely open slots.
• You must not use the platform to store or process personal information for any patient without a lawful basis to do so.
• You are responsible for reviewing and correcting any AI-extracted data before it is saved — see Section 6.

06AI-assisted features

VaxTrack SA uses AI models to assist with two specific extraction tasks: reading entries from photographed paper vaccination booklets, and reading line items from supplier invoices. In both cases:

• The AI's output is a draft, not a saved record. Nothing is written to a patient or stock record until a human at your practice reviews and confirms it, row by row.
• Handwritten source material carries a real error rate. You are responsible for checking extracted values — particularly batch numbers, dates, and vaccine identification — against the original document before confirming.
• Uploaded booklet and invoice images are used only for that single extraction call and are not retained by VaxTrack SA afterwards.
• We do not warrant that AI extraction will be error-free, and liability arising from an unreviewed or incorrectly confirmed AI-assisted entry rests with the practice that confirmed it.

07Not a substitute for clinical judgment

08Data protection & your role as Responsible Party

As set out in our Privacy Policy, for patient data you enter into VaxTrack SA, you (the practice) are the Responsible Party under POPIA, and VaxTrack SA acts as your Operator — we process that data only as needed to provide the platform and on your effective instruction, expressed through your use of the platform's features.

• You are responsible for having a lawful basis to process each patient's personal information, and for meeting your own obligations to patients as data subjects (for example, honouring their access or deletion requests).
• We will implement the security measures described in our Privacy Policy and will notify you without undue delay if we become aware of a security incident affecting your patients' data.
• We will not use patient data you store on VaxTrack SA for any purpose outside providing and improving the platform, and will not sell it.

09Appointment booking

• Patient booking access is by unique, unguessable per-patient link only — there is no public, browsable booking page, and a link cannot be self-generated by a patient.
• A booking is confirmed the moment a patient selects an open slot; there is no separate practice approval step. You are responsible for keeping your diary hours and blocked time current so that only genuinely open slots are offered.
• Issuing a new booking link to a patient does not revoke earlier links sent to them; you can revoke all of a patient's active links at any time, for example if their phone is lost.
• A patient may cancel their own upcoming appointment via their link; rescheduling is done as a cancellation followed by a new booking.
• No payment is collected at the point of booking.

10Intellectual property

VaxTrack SA, including its software, design, and documentation, is the property of MS Nova Meditech (Pty) Ltd and is protected by applicable intellectual property law. Subscribing to the platform grants you a limited, non-exclusive, non-transferable right to use it for your practice's own patient management, for the duration of your subscription. You retain ownership of the patient and practice data you enter; we claim no ownership over it.

11Acceptable use

You must not:

• Use the platform to store or process data for individuals who are not your patients, or outside a healthcare context
• Attempt to access another organisation's data, bypass authentication, or probe the platform for vulnerabilities without our prior written permission
• Use automated means to scrape, bulk-extract, or resell data from the platform, including patient booking availability
• Reverse-engineer, decompile, or attempt to extract the source code of the platform
• Use the platform in a manner that violates any applicable law, including health-sector regulation and POPIA

12Suspension & termination

• You may cancel your subscription at any time; access continues until the end of your current billing period.
• We may suspend or terminate an account for non-payment (subject to the grace period described in Section 4), for a material breach of these Terms, or for use that risks the security or integrity of the platform or other Customers' data.
• Patient records are retained, not deleted, upon suspension or termination, consistent with our Privacy Policy, except where you request deletion and no legal retention obligation applies.
• Sections of these Terms that by their nature should survive termination — including intellectual property, limitation of liability, indemnification, and governing law — will survive.

13Warranties & disclaimers

VaxTrack SA is provided "as is" and "as available". While we take reasonable steps to keep the platform accurate, secure, and available, we do not warrant that the service will be uninterrupted, error-free, or free of defects. To the maximum extent permitted by law, we disclaim all implied warranties, including fitness for a particular purpose, save for any warranty that cannot lawfully be excluded.

14Limitation of liability

To the maximum extent permitted by South African law, MS Nova Meditech (Pty) Ltd's total liability arising out of or relating to these Terms or your use of VaxTrack SA is limited to the subscription fees paid by you in the twelve (12) months preceding the event giving rise to the claim. We are not liable for indirect, incidental, or consequential loss, including loss of profits or loss of data, arising from use of the platform. Nothing in these Terms limits liability that cannot lawfully be limited, including liability for gross negligence or wilful misconduct.

15Indemnification

You agree to indemnify and hold MS Nova Meditech (Pty) Ltd harmless against any claim, loss, or liability arising from your breach of these Terms, your unlawful processing of patient data, or a clinical decision made in reliance on information you entered into or reviewed within the platform.

16Governing law & disputes

These Terms are governed by the laws of the Republic of South Africa. Any dispute arising from these Terms will first be addressed through good-faith negotiation between the parties; if unresolved, it will be subject to the exclusive jurisdiction of the South African courts.

17Changes to these terms

We may update these Terms from time to time, for example as new platform features such as appointment booking are introduced. We will provide reasonable notice of material changes to active account holders. Continued use of VaxTrack SA after changes take effect constitutes acceptance of the updated Terms.

18Contact