Terms of Service
These terms govern your practice's access to and use of the OmniCore-AI platform. By using the service, your practice agrees to them. They are governed by South African law.
The service
OmniCore-AI is a modular, cloud-based practice-management platform provided by Omnicore AI (Pty) Ltd (registration number 2026/429590/07), a private company incorporated in South Africa with its registered office at 39 Corbel Crescent, Glenhazel, Johannesburg, Gauteng, 2192 ("OmniCore-AI", "we", "us"). The platform is provided on a subscription basis. The features available to your practice depend on the plan and modules you select. We may add, change or retire features over time; we will not materially reduce the core functionality you pay for without notice.
Accounts and responsibilities
Your practice is responsible for the accuracy of the data it enters, for keeping login credentials confidential, for the acts of its users, and for using the platform lawfully with respect to patients. You are responsible for obtaining any patient consents required to store and process patient information in the platform.
Subscription and billing
Subscriptions are month-to-month with no fixed-term lock-in, billed per organization (never per user) in advance of each billing period. Current prices are as listed on our pricing page. Messaging (WhatsApp, SMS and voice) is pay-as-you-go, billed at carrier cost with no markup. We may change prices with reasonable prior notice, effective from your next billing cycle.
Cancellation
You may cancel your subscription at any time, with no notice period and no cancellation penalty. Cancellation takes effect at the end of your current billing cycle, and your practice retains access to the service until then. See our Refund & Cancellation Policy for how to cancel and what happens to your data afterwards.
Refunds
Fees are charged for the billing period in advance. We do not provide partial-month refunds; when you cancel, the service simply continues until the end of the period you have already paid for and is not renewed. Full details are in our Refund & Cancellation Policy.
Trials and evaluation
Where a trial or evaluation period is offered, its scope and duration will be stated at the time. Data you enter during a trial remains yours and can be exported if you choose not to continue.
Acceptable use
You may not use the platform to send unlawful, abusive, deceptive or non-consented communications, to infringe others' rights, to attempt to breach security or tenant isolation, or in any way that violates applicable healthcare, consumer-protection or data-protection law. We may suspend access to prevent harm, protect the platform, or address a serious breach of these terms.
Your data and ownership
As between you and us, your practice owns all patient, clinical and business data it enters (Customer Data). We process Customer Data only to provide the service, as described in our Privacy Policy and, for patient data, our Operator Agreement. You can request an export of your Customer Data at any time while your account is active, and on termination as set out in the Refund & Cancellation Policy.
Operator and responsible-party roles
For patient data, your practice is the responsible party and OmniCore-AI is your operator under sections 20 and 21 of POPIA. Section 21(2) requires a written contract between us obliging us to establish and maintain the security measures in section 19 of POPIA. That contract is our Operator Agreement, which forms part of these terms and is accepted when your practice creates an account. It sets out our obligations on security, confidentiality, sub-operators, cross-border transfer, breach notification, assistance with data-subject requests and retention, and it prevails over these terms wherever the two conflict on the processing of patient data. You remain responsible for the lawfulness of the processing you instruct, including patient consent and your professional obligations.
Availability and support
We aim for high availability and provide support according to your plan, but the service is provided without a specific uptime guarantee or service-level commitment unless separately agreed in writing. We carry out planned maintenance with advance notice where practical, and use commercially reasonable efforts to restore service after unplanned interruptions.
Compliance responsibilities (POPIA and HPCSA)
OmniCore-AI provides a platform built with security and data-protection safeguards and processes patient data as your operator. Your practice remains responsible for its own regulatory obligations - including HPCSA record-keeping and ethical rules, medical-aid billing rules, and its POPIA duties as responsible party, such as establishing a lawful basis, obtaining consents and responding to data-subject requests. To support your HPCSA obligations the platform keeps an audit trail of access to and amendment of patient records, gives clinical consultations an append-only edit history, and lets you export your records at any time. These are tools for meeting your professional duties, not a substitute for them: the accuracy and completeness of what is recorded, and the clinical judgement behind it, remain yours.
Record retention - we do not delete your records
OmniCore-AI operates no automatic deletion, expiry or purge of patient records. Your records are retained for as long as your account exists, and after termination until you instruct us otherwise, so that you are never put in breach of the record-keeping periods the HPCSA and the National Health Act impose - at least six years from the last entry, and longer for the records of minors and in other cases. Because we do not decide when your records are no longer needed, the POPIA section 14 duty not to keep records for longer than necessary sits with your practice, which is where the Act places it. We will delete, anonymise or restrict records on your written instruction, and the platform lets you do so for individual records.
Limitation of liability
The service is provided 'as is' and 'as available' to the fullest extent permitted by law. To that extent, OmniCore-AI is not liable for indirect, incidental or consequential loss, or for loss of profits, data or goodwill; and our total liability arising from the service is limited to the fees paid by your practice in the three months before the event giving rise to the claim. Nothing in these terms excludes or limits liability that cannot be excluded or limited under South African law, including under the Consumer Protection Act.
Indemnity
Your practice agrees to indemnify OmniCore-AI against third-party claims arising from your unlawful use of the platform, your breach of these terms, or your failure to obtain required patient consents or to meet your own regulatory obligations, to the extent permitted by law.
Governing law
These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction over any dispute, without limiting any rights you may have under the Consumer Protection Act.
Changes to these terms
We may update these terms from time to time. Material changes will be notified to account holders with reasonable notice, and the 'last updated' date above will reflect the latest version. Continued use after changes take effect constitutes acceptance.
Contact
Questions about these terms can be sent to support@omnicore-ai.app or via our contact page.
Last updated 10 September 2026. Questions? Get in touch.