Terms and Conditions, Refund Policy, and Cancellation Policy

1. Acceptance of These Terms

By subscribing to, purchasing, or otherwise using the services of Dosscall AI, the client confirms that they have read, understood, and agreed to these Terms and Conditions, together with the Refund Policy and Cancellation Policy set out below. If the client does not agree to these terms, the client must not proceed with payment or use of the services.

2. Nature of the Services

Dosscall AI provides AI appointment booking and communication services for business clients, including WhatsApp AI receptionist services, voice call AI agent services, appointment management, reminders, reporting, workflow automation, and related support services. The services are intended for lawful business use only and are designed to assist with administration and communication. They are not a substitute for professional medical, legal, or emergency services.

3. Subscription and Billing

The services are provided on a recurring monthly subscription basis unless otherwise agreed in writing. The client authorises Dosscall AI to collect payment through the agreed recurring payment method, including Paystack or PayFast Subscription, until the subscription is cancelled in accordance with these terms.

If the service goes live after the 15th day of a calendar month, the first invoice will be issued on the first day of the following calendar month. If the service goes live on or before the 15th day of a calendar month, the first invoice will be issued on the go live date, unless otherwise agreed in writing.

Unless stated otherwise in writing, all fees are exclusive of VAT. If Dosscall AI becomes VAT registered in accordance with South African law, VAT will be added to the fees.

4. Client Responsibilities

The client must provide accurate and complete information at all times. The client is responsible for maintaining correct calendar availability, business hours, holiday closures, practitioner leave, and any other blocked periods that must not be booked by the AI system. The client is also responsible for providing and maintaining the systems, access, and approvals required for the services to function properly.

Dosscall AI will not be responsible for bookings, missed appointments, reminders, or service interruptions caused by incorrect client information, unblocked calendar times, disabled access, expired payment methods, or third party outages outside Dosscall AI's control.

5. Service Limitations

The client understands that AI systems may rely on the information provided to them and on the availability of third party systems such as messaging platforms, telephony platforms, calendar services, cloud services, and payment systems. Dosscall AI will use reasonable efforts to keep the services working properly, but it does not guarantee uninterrupted service or error free performance.

Any report, summary, or automated output provided by Dosscall AI is intended for operational and administrative use only. It does not constitute medical advice, clinical advice, legal advice, financial advice, or a guarantee of business performance.

6. Intellectual Property

All AI workflows, prompts, automations, system architecture, templates, methods, configurations, documentation, know how, and improvements developed by Dosscall AI remain the property of Dosscall AI. The client receives only a limited right to use the services during the active subscription period. The client may not copy, reverse engineer, resell, reproduce, or attempt to recreate the Dosscall AI system without written permission.

All patient information, appointment records, contact details, and other client data remain the property and responsibility of the client.

7. Privacy and Confidentiality

Dosscall AI will process personal information only for the purpose of providing the agreed services and in accordance with the applicable data processing agreement and South African law. Dosscall AI will treat client information as confidential and will not use it for any unrelated purpose.

8. Refund Policy

Payments made to Dosscall AI are generally not refundable once the service period has started, because the subscription covers access to the system, operational support, maintenance, monitoring, and ongoing service delivery.

A refund may be considered only in limited circumstances, including where a payment was made in error, duplicated accidentally, or where Dosscall AI is unable to provide the paid service due to an issue caused by Dosscall AI and not corrected within a reasonable time.

If a refund is approved, any payment processor fees, bank charges, reversal costs, or similar transaction charges may be deducted to the extent permitted by law and the payment platform used. Refunds will be processed to the original payment method where possible.

Where a service has already been provided for part of a billing period, a partial refund is not automatic and will only be considered if Dosscall AI agrees in writing or if required by law.

9. Cancellation Policy

The client may cancel the subscription by giving written notice to Dosscall AI and, where applicable, by cancelling the recurring payment through the agreed payment method. Cancellation must be requested in writing to support@dosscallai.com or through any other contact method Dosscall AI later confirms in writing.

If a minimum term applies, cancellation will take effect at the end of that minimum term unless Dosscall AI agrees otherwise in writing or unless there is a material breach that allows earlier termination under the service agreement.

After cancellation becomes effective, no further subscription charges will be collected for future billing periods. Cancellation does not remove the client's responsibility to pay any outstanding amounts already due before the effective cancellation date.

10. Suspension and Termination

Dosscall AI may suspend or terminate the services if payment fails, if the client breaches these terms, if the client uses the services unlawfully, or if continued provision of the services would create legal, security, or operational risk. Upon termination, any remaining personal information will be returned or deleted in accordance with the data processing agreement and applicable law.

11. Governing Law

These Terms and Conditions, Refund Policy, and Cancellation Policy are governed by the laws of the Republic of South Africa.