Legal
Effective for all users of the Mpilonde Medical Operations System.
Last Updated: 1 June 2026
Please read these Terms of Service carefully before using Mpilonde. By registering for an account, accessing the Platform, or clicking "I agree", you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree, do not access or use the Platform.
These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer", "you", or "your") and Mpilonde ("Mpilonde", "we", "us", or "our"), governing your access to and use of the Mpilonde platform and all related services (collectively, the "Platform"), accessible at mpilonde.co.za.
By registering for an account, activating a free trial, or otherwise accessing or using the Platform, you agree to these Terms on behalf of yourself and the organisation you represent. You represent that you have the authority to bind that organisation to these Terms.
These Terms incorporate our Privacy Policy by reference. In the event of a conflict between these Terms and the Privacy Policy, these Terms shall prevail.
In these Terms, the following definitions apply:
To use the Platform, you must:
By accessing the Platform, you represent and warrant that you meet all of the above eligibility requirements. If you are registering on behalf of an organisation, you represent that you have been duly authorised to do so by that organisation.
To access the Platform, you must register for an account by providing accurate, current, and complete information. You agree to update your account information promptly if it changes.
You are responsible for maintaining the confidentiality of your account credentials, including your password. You must not share your credentials with any unauthorised person or permit unauthorised access to your account.
The Customer is responsible for managing User access within their account, including creating, modifying, and revoking User permissions. You are responsible for all actions taken by Users under your account.
You must notify us immediately at security@mpilonde.co.za if you become aware of any unauthorised access to or use of your account or credentials.
Mpilonde is a cloud-based medical operations platform. The Platform provides structured tools for clinical administration including, but not limited to:
Mpilonde offers the following subscription plans, priced on a per-month basis:
| Plan | Monthly Rate | Practitioners | Staff Users | Branches |
|---|---|---|---|---|
| SOLO | R1,500 / month | 1 (owner) | Unlimited | 1 |
| GROWTH | R2,900 / month | Up to 3 | Unlimited | 1 |
| CLINIC | R4,800 / month | Up to 6 | Unlimited | 1 |
All plans include unlimited staff users and a 14-day free trial. Pricing is based on active practitioner seats, not on the number of admin or support users. There are no storage-based pricing tiers. The above pricing reflects monthly billing. Customers may prepay for 1, 3, 6, or 12 months at the monthly rate.
Each plan is subject to the feature and capacity limits described above and on the Mpilonde pricing page. Multi-branch support is not included in current plans. The architecture may support additional branches in future; any such availability will be subject to the pricing in effect at that time.
Customers may upgrade or downgrade their plan at any time from the Subscription page. When changing plans, the Customer selects a prepaid period and completes a once-off payment for the new plan at the new monthly rate. Downgrades may be restricted if the current active practitioner count exceeds the limit of the target plan. Mpilonde reserves the right to adjust published pricing at any time, with notice to existing subscribers prior to their next Paid-Through Date.
All subscription payments are processed through PayFast (PayFast (Pty) Ltd), an authorised South African payment gateway. By completing a payment, you agree to PayFast's terms of service and privacy policy, available at payfast.co.za.
Mpilonde does not collect, store, or have access to your full payment card details. All card data is handled exclusively by PayFast in accordance with their security and compliance requirements.
Mpilonde operates on a prepaid, manual payment model. There are no debit orders, no automatic recurring charges, and no forced obligation to renew.
When activating or renewing a subscription, the Customer chooses a prepaid period of 1, 3, 6, or 12 months and pays the corresponding total (monthly rate × months chosen) as a single once-off payment through PayFast.
Access continues until the Paid-Through Date (RenewalDate). Mpilonde will send reminder emails before the Paid-Through Date. The Customer may renew at any time — before or after the Paid-Through Date — by visiting the Subscription page and completing a new once-off payment.
If a payment fails or is declined, Mpilonde will notify you by email. If payment is not received within the applicable grace period, your account access may be restricted in accordance with Section 9 of these Terms.
Subscription Fees are stated inclusive of VAT where applicable under South African law. Customers outside South Africa are responsible for any applicable local taxes or duties in their jurisdiction.
New Customers are offered a 14-day free trial upon registration. During the Trial Period, you have full access to the features included in your selected plan at no charge.
No payment is required to start a trial. At the end of the Trial Period, your account will require an active paid subscription to continue accessing the Platform.
If a paid subscription is not activated before the trial expires, access will be restricted immediately. The data retention and deletion provisions in Section 9 will apply from the date of restriction.
Mpilonde reserves the right to modify or discontinue the trial offering at any time without notice to prospective users, provided that any trial already in progress will continue for its stated duration.
Access to your account will be restricted immediately upon:
Following restriction of account access, Customer Data is retained securely and is not deleted automatically. Data retention and any eventual removal of data are managed exclusively by a platform administrator and will not occur without prior notice to the Customer.
Accounts that remain overdue for more than 90 calendar days from the date of restriction are eligible for administrator review. The Customer will be contacted before any data action is taken. The Customer may, at any time during this period:
Backup copies of data may persist temporarily beyond the deletion of active account data, in accordance with standard cloud infrastructure backup rotation practices. Such backup copies are not subject to the same immediate deletion guarantees as active data and are not retrievable on request following deletion from active systems.
The Customer is solely responsible for requesting a data export within the retention period. Mpilonde accepts no liability for any loss of Customer Data arising from failure to request an export before the expiry of the retention period.
The Customer retains all ownership of and intellectual property rights in Customer Data. Mpilonde claims no ownership over Customer Data.
The Customer is the Data Controller in respect of all Customer Data, including personal information relating to patients, staff, and other individuals. Mpilonde acts solely as a Data Processor, processing Customer Data only for the purpose of providing and operating the Platform as directed by the Customer.
By submitting Customer Data to the Platform, the Customer grants Mpilonde a limited, non-exclusive, non-transferable licence to access, process, and use Customer Data solely to the extent necessary to deliver the Platform services and fulfil obligations under these Terms.
Mpilonde will not access, use, disclose, or process Customer Data for any purpose other than service delivery, except as required by law or as expressly permitted by the Customer.
The Customer is solely responsible for ensuring that its use of the Platform and all Customer Data uploaded or processed through the Platform complies with all applicable laws and regulations in its jurisdiction, including but not limited to:
The Customer must ensure that it has obtained all necessary consents, authorisations, and lawful bases to collect, upload, and process patient and staff personal information through the Platform. Mpilonde does not and cannot verify whether the Customer has complied with this obligation.
The Customer is responsible for maintaining and preserving clinical and patient records in accordance with applicable healthcare and data protection laws in its jurisdiction. Mpilonde's data retention provisions in Section 9 do not constitute compliance with any statutory record-keeping obligation and should not be relied upon as such.
The Customer is responsible for the accuracy, completeness, and integrity of all Customer Data entered into the Platform. Mpilonde is not responsible for errors, omissions, or inaccuracies in Customer Data. This includes, but is not limited to:
When initiating a patient file transfer, the Customer is solely responsible for ensuring that the sharing of patient information is lawful, clinically necessary, and compliant with applicable data protection and healthcare legislation. The Platform does not verify the clinical appropriateness or legality of any transfer. The sender selects the content to be shared and controls the recipient's access level.
Mpilonde does not provide legal, clinical, or regulatory compliance advice. Customers should seek independent qualified advice to ensure their use of the Platform meets all applicable obligations.
The Customer and its Users must not:
Mpilonde reserves the right to suspend or terminate access immediately if these prohibitions are violated.
Each party agrees to hold the other's Confidential Information in confidence and not to disclose it to any third party without prior written consent, except as required by law or as necessary to perform obligations under these Terms.
"Confidential Information" means any non-public information disclosed by one party to the other that is designated as confidential or that a reasonable person would understand to be confidential given the circumstances of disclosure. For the avoidance of doubt, Customer Data is Confidential Information of the Customer.
Confidentiality obligations do not apply to information that is or becomes publicly available through no breach of these Terms, was independently developed by the receiving party, or is lawfully received from a third party without restriction.
Mpilonde implements commercially reasonable technical and organisational security measures to protect Customer Data against unauthorised access, accidental loss, alteration, or disclosure. These measures include, but are not limited to, encryption of data in transit using TLS, role-based access controls, tenant-level data isolation, and activity logging.
Mpilonde collects internal product analytics and may collect visitor analytics (Google Analytics 4) for marketing purposes where cookie consent has been granted. Please refer to our Privacy Policy (Section 14) for full details of cookies, analytics data collected, and your consent choices.
Because Mpilonde uses a prepaid, no-debit-order billing model, there is no formal cancellation process. The Customer retains access until their Paid-Through Date. If the Customer chooses not to renew, they simply do not make a further payment. No debit order will ever be initiated and no further charge will be made.
The Customer may also choose "Stop Renewing" on the Subscription page to record their preference not to renew. Access continues until the Paid-Through Date regardless.
For account removal or data export requests, contact support@mpilonde.co.za.
Mpilonde may terminate a Customer's account with written notice if:
Mpilonde may suspend access immediately, without prior notice, where the Customer is in breach of the Acceptable Use provisions in Section 12, or where suspension is necessary to protect the security or integrity of the Platform or other Customers' data.
Upon termination or cancellation, the Customer's right to access the Platform ceases. The data retention and deletion provisions in Section 9 apply from the effective date of termination.
All prepaid Subscription Fees are non-refundable, except where required by applicable South African consumer protection law. Because billing is prepaid and once-off (with no debit orders), unused days within a paid period are not refunded if the Customer chooses not to renew or requests early account closure.
If Mpilonde discontinues the Platform and unused prepaid time remains, Mpilonde will provide a pro-rata credit or refund for the unused period at its discretion.
The Platform, including its software, design, features, user interface, trademarks, and all associated intellectual property, is owned by or licensed to Mpilonde. Nothing in these Terms transfers ownership of any Mpilonde intellectual property to the Customer.
If the Customer or its Users provide suggestions, ideas, or feedback relating to the Platform, Mpilonde may use such feedback without restriction or obligation, and the Customer waives any claim to ownership or compensation in respect of such feedback.
The Platform integrates with or relies on the following third-party services:
Mpilonde is not responsible for the availability, performance, or content of third-party services. Your use of those services is subject to their respective terms and policies.
Mpilonde will make commercially reasonable efforts to maintain Platform availability. However, we do not guarantee uninterrupted access. The Platform may be unavailable due to scheduled maintenance, unplanned outages, third-party infrastructure failures, or circumstances beyond our control.
Mpilonde may modify, update, or discontinue features of the Platform at any time. Where a material change would adversely affect existing Customers, Mpilonde will provide reasonable advance notice by email to the registered account address.
The Platform is primarily hosted on Microsoft Azure South Africa North. Cross-border data transfers may occur where necessary for service delivery or where required by sub-processors. Mpilonde will apply appropriate safeguards to such transfers consistent with applicable data protection law. Mpilonde does not represent that Customer Data will remain exclusively within South Africa at all times.
The Platform is provided on an "as is" and "as available" basis. To the fullest extent permitted by applicable law, Mpilonde disclaims all warranties, whether express, implied, statutory, or otherwise, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
Mpilonde does not warrant that the Platform will meet your specific requirements, that operation will be uninterrupted or error-free, or that defects will be corrected. Mpilonde is not responsible for any clinical, diagnostic, or treatment outcomes arising from use of the Platform.
To the fullest extent permitted by applicable law, Mpilonde will not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, loss of goodwill, business interruption, or any clinical or patient harm, arising out of or in connection with the use of or inability to use the Platform.
To the fullest extent permitted by applicable law, Mpilonde's total aggregate liability to the Customer for all claims arising under or in connection with these Terms shall not exceed the total Subscription Fees paid by the Customer to Mpilonde in the twelve (12) months immediately preceding the event giving rise to the claim.
The limitations in this section reflect the allocation of risk between the parties and form an essential element of the agreement between the parties. Mpilonde would not have made the Platform available on the terms stated without these limitations.
The Customer agrees to indemnify, defend, and hold harmless Mpilonde and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:
The Platform is accessible internationally. Customers outside South Africa are responsible for ensuring that their use of the Platform complies with all applicable laws and regulations in their own jurisdiction, including data protection, privacy, and healthcare laws.
These Terms are governed by South African law. By using the Platform from outside South Africa, you accept that the governing law and dispute resolution provisions in Section 24 will apply, and you submit to the jurisdiction of the South African courts.
These Terms and all disputes arising from or in connection with them shall be governed by and construed in accordance with the laws of the Republic of South Africa, without regard to its conflict of law principles.
The parties agree to attempt to resolve any dispute arising under these Terms through good-faith negotiation in the first instance. If a dispute cannot be resolved within 30 days of written notice, either party may refer the matter to the courts of South Africa, which shall have exclusive jurisdiction.
These Terms are subject to the requirements of the Protection of Personal Information Act, 4 of 2013 (POPIA), where applicable. Nothing in these Terms is intended to limit or exclude any rights or remedies available to individuals under POPIA.
Mpilonde may update these Terms from time to time. Where changes are material, we will notify Customers by email to the registered account address at least 14 days before the updated Terms take effect. The updated Terms will be published on this page with a revised "Last Updated" date.
Continued use of the Platform after the effective date of updated Terms constitutes acceptance of the changes. If you do not agree to the revised Terms, you must cancel your subscription and discontinue use of the Platform before the changes take effect.
For questions, notices, or requests under these Terms, please contact us:
Last Updated: 1 June 2026