MEDILOOP SOFTWARE & WEBSITES
Welcome to MediLoop Software. These Terms of Service ("Terms") govern your access to and use of the MediLoop software platform, custom website design services, and hosting solutions. By registering an account, approving a design, or using our services, you agree to be bound by these Terms. MediLoop Software (Pty) Ltd is a South African based technology provider.
MediLoop provides a comprehensive digital ecosystem for wellness and medical-aesthetic practices. Our services are divided into two main categories:
MediLoop Software: A cloud-based management suite including the Clinical Vault (data management), Outreach Hub (client communication), and Analytics.
MediLoop Websites: Custom digital storefront design, development, domain integration, and ongoing website hosting and maintenance.
To access our software services, you must register a secure profile. You agree to provide accurate, current, and complete information. You are solely responsible for maintaining the confidentiality of your credentials. MediLoop utilizes advanced database security to ensure your profile data remains isolated and encrypted. You agree to immediately notify MediLoop of any unauthorized use of your account.
MediLoop Software operates on a recurring monthly subscription model. Payments are processed securely via our designated payment gateways. Failure to successfully process subscription payments will result in a temporary suspension of dashboard access until the account is settled.
Website Build Fees & Hosting RetainersFor MediLoop Websites, an upfront build fee is required prior to the commencement of design and development. Following the launch of the website, a mandatory monthly retainer is billed to cover premium hosting, SSL certificates, security patches, and minor updates.
Refund PolicyAll payments are non-refundable. As our services encompass digital goods, custom development labor, and immediate software access, we do not offer refunds for partial subscription months, unused maintenance hours, or change-of-mind cancellations once services have commenced.
We process data in strict accordance with the Protection of Personal Information Act (POPIA). By using our services, this section serves as a binding Operator Agreement. You remain the ultimate owner and "Responsible Party" of your client and patient data; MediLoop acts securely as the "Operator."
We implement medical-grade database encryption to protect clinical notes, client details, and imagery. Our personnel are bound by strict confidentiality protocols. In the highly unlikely event of a data breach compromising your patients' Special Personal Information, MediLoop commits to notifying you as the Responsible Party immediately so you can take appropriate regulatory action. For full details, please review our separate Privacy Policy.
MediLoop utilizes enterprise-grade cloud infrastructure with routine automated backups. However, the platform is provided on an "as available" basis. We do not guarantee 100% uninterrupted uptime and acknowledge that cloud infrastructure is subject to unforeseen outages, network disruptions, and necessary maintenance windows.
All underlying software code, UI/UX designs, proprietary platforms, and the "MediLoop" brand are the exclusive intellectual property of MediLoop Software (Pty) Ltd.
For custom websites, while you retain full ownership of your provided assets (logos, text, imagery), the structural code, templates, and backend architecture developed by MediLoop remain licensed to you for the duration of your active retainer. You may not duplicate, resell, or transfer MediLoop source code to a third party.
You agree not to use MediLoop to distribute spam, upload malicious code, or store unlawful, defamatory, or non-consensual explicit material. We reserve the right to immediately terminate accounts found violating these ethical standards.
To the maximum extent permitted by South African law, MediLoop Software is provided "as is" and we expressly disclaim any implied warranties of merchantability or fitness for a particular purpose. MediLoop Software shall not be liable for any indirect, incidental, or consequential damages, including loss of profits, permanent data loss, or missed clinical bookings resulting from server downtime, compromised user credentials, or user error.
In no event shall our total financial liability to you exceed the total subscription amounts paid by you to MediLoop in the three (3) months preceding the claim. You agree to indemnify MediLoop against any legal claims arising from clinical outcomes or business disputes with your own patients.
You may terminate your software subscription at any time via your account dashboard or by providing 90 days written notice. Upon termination, active access will cease at the end of the billing cycle. To comply with privacy standards, abandoned clinical data may be permanently deleted from our servers after an extended grace period following cancellation.
These Terms shall be governed by and construed in accordance with the laws of the Republic of South Africa. MediLoop reserves the right to modify these Terms at any time. Significant changes will be communicated via email or dashboard notifications, and continued use of the platform constitutes acceptance of the updated Terms.
Company: MediLoop Software (Pty) Ltd
Address: Hoedspruit, Limpopo, 1380, South Africa
Email: info@mediloopsoftware.com
As part of MediLoop's initial launch phase, designated "Founding Member" clinics may receive a promotional waiver of the standard R3,000 onboarding and setup fee. This waiver is a once-off commercial concession provided in good faith.
Should a Founding Member terminate their subscription and later wish to rejoin the platform, the standard setup fee applicable at that time will strictly apply. MediLoop reserves the right to revoke this waiver or invoice for the setup amount in instances of billing fraud, chargebacks, or violation of our Acceptable Use Policy.