Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Client", "you", or "your") and CallSync (Pty) Ltd ("CallSync", "we", "us", or "our"), a company registered in the Republic of South Africa.

By accessing or using our AI phone receptionist services, clinical reporting tools, or any related services (collectively, the "Services"), you agree to be bound by these Terms. If you do not agree, you must not use the Services.

2. Services Description

CallSync provides the following services to professional practices:

• AI Phone Receptionist: 24/7 automated call answering, appointment booking, and patient communication using advanced voice AI technology
• Clinical Reporting (Add-on): Patient management, consultation recording, clinical report generation, and specialist referral letter creation
• Practice Website: Professional, mobile-responsive website design and hosting
• Facebook Management: Basic social media page management and content posting
• Yearly Review: Annual ranking check, content updates, and accuracy verification

3. Pricing and Payment Terms

3.1 Service Fees

All prices exclude VAT (15%) where applicable.

3.2 Payment Schedule

• Setup Fee: Due within 7 (seven) calendar days of service activation and completion of the initial build
• Monthly Subscription: First monthly payment is due together with the setup fee. Subsequent payments are due on the last day of each calendar month
• Payment Method: All payments are processed via PayPal. The Client is responsible for maintaining a valid payment method

3.3 Grace Period

A grace period of 7 (seven) calendar days is provided for overdue payments. During the grace period, services will continue to operate normally. If payment is not received within the grace period, CallSync reserves the right to suspend or terminate the Services as outlined in Section 8.

3.4 Promotional Codes

CallSync may issue promotional codes that provide discounts or complimentary access to Services. Promotional codes are subject to their specific terms, including expiry dates and usage limits. CallSync reserves the right to revoke promotional codes at any time.

4. Client Obligations

As a Client, you agree to:

• Provide accurate and complete practice information for service configuration
• Maintain the accuracy of your knowledge base and service details
• Ensure that patient data entered into the system is accurate and lawfully obtained
• Comply with all applicable South African laws, including POPIA and the Health Professions Act
• Not use the Services for any unlawful, fraudulent, or harmful purpose
• Promptly notify CallSync of any security incidents or unauthorised access
• Maintain valid payment information and pay all fees when due

5. Intellectual Property

All intellectual property rights in the CallSync platform, including software, algorithms, designs, and branding, remain the exclusive property of CallSync. The Client is granted a non-exclusive, non-transferable licence to use the Services for the duration of the service agreement.

Content created by the Client (practice information, clinical reports, patient data) remains the property of the Client. CallSync does not claim ownership of Client content.

6. Service Level and Availability

CallSync aims to provide 99.5% uptime for the AI phone receptionist service. Scheduled maintenance windows will be communicated in advance where possible. CallSync is not liable for service interruptions caused by:

• Third-party service outages (Twilio, cloud providers, internet service providers)
• Force majeure events (natural disasters, power outages, civil unrest)
• Client-side issues (incorrect configuration, network problems)
• Scheduled maintenance and system updates

7. Limitation of Liability

To the maximum extent permitted by South African law:

• CallSync's total liability for any claim arising from the Services shall not exceed the total fees paid by the Client in the 12 months preceding the claim
• CallSync shall not be liable for indirect, consequential, incidental, or punitive damages, including loss of revenue, patients, or data
• The AI phone receptionist is a tool to assist practices and does not replace professional medical judgement. CallSync is not liable for clinical decisions made based on information processed by the system

8. Termination

8.1 Termination by Client

The Client may terminate the service agreement at any time by providing 30 (thirty) calendar days' written notice. The setup fee is non-refundable. Monthly fees are prorated to the date of termination.

8.2 Termination by CallSync

CallSync may terminate or suspend the Services if:

• Payment remains outstanding after the 7-day grace period
• The Client breaches any material term of these Terms
• The Client uses the Services for unlawful purposes
• Continued provision of Services would expose CallSync to legal liability

8.3 Effect of Termination

Upon termination, the Client's access to the Services will be revoked. Client data will be retained for 30 (thirty) calendar days following termination, during which the Client may request data export. After this period, Client data will be permanently deleted.

9. Dispute Resolution

Any dispute arising from these Terms shall first be addressed through good-faith negotiation between the parties. If the dispute cannot be resolved within 30 (thirty) days, it shall be referred to mediation in accordance with the rules of the Arbitration Foundation of Southern Africa (AFSA). These Terms are governed by the laws of the Republic of South Africa.

10. Amendments

CallSync reserves the right to amend these Terms at any time. Material changes will be communicated to Clients via email at least 30 (thirty) days before taking effect. Continued use of the Services after the effective date of changes constitutes acceptance of the amended Terms.

11. Contact