CLINICDOTS HEALTHCARE TERMS AND CONDITIONS OF USE

Effective Date: 02/06/2025

1. Introduction

Welcome to CLINICDOTS HEALTHCARE. These Terms and Conditions (“Terms”) are a legally binding agreement between you and CLINICDOTS HEALTHCARE. They govern your access to and use of the CLINICDOTS HEALTHCARE platform, which includes all mobile applications, web portals, application programming interfaces (APIs), and backend systems developed, managed, or maintained by CLINICDOTS HEALTHCARE (“CLINICDOTS HEALTHCARE”, “we”, “us”, or “our”).

By accessing or using any component of our services, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not fully accept these Terms, you are not authorised to access or use our services.

2. Definitions

Platform: Refers to the complete suite of digital health services provided by CLINICDOTS HEALTHCARE, including but not limited to its mobile and web applications, administrative dashboards, APIs, and integrated backend infrastructure.

User: Refers to any individual or entity accessing the Platform, including patients, licensed healthcare providers, clinic administrators, institutional partners, and governmental health authorities.

Health Information: Any data related to an individual’s health status, including medical history, clinical records, diagnostic results, prescriptions, and any other information processed within the Platform.

Teleconsultation: A real-time or asynchronous consultation conducted between a registered healthcare provider and a patient via digital communication tools within the Platform.

3. Eligibility

Access to and use of the Platform is restricted to individuals and organisations who meet the following criteria:

You are at least 18 years old or of legal majority in your jurisdiction, or you are accessing the Platform under the guidance and consent of a legal guardian.

You are a licensed healthcare provider (where applicable) and authorised to deliver clinical services in your jurisdiction.

You agree to use the Platform solely for lawful, medically appropriate, and legitimate healthcare or administrative purposes.

CLINICDOTS HEALTHCARE reserves the right to deny or revoke access to the Platform for any individual or organisation that fails to meet the above requirements or that violates these Terms.

4. Nature of Services

CLINICDOTS HEALTHCARE offers a digital health ecosystem that includes:

• Booking and managing medical appointments
• Electronic Medical Records (EMR) management and retrieval
• Secure, encrypted doctor-patient teleconsultations
• Prescription generation and transmission
• Uploading, viewing, and sharing medical reports and related documents
• Governmental and public health dashboards for institutional use and oversight

Important Disclaimer: CLINICDOTS HEALTHCARE is not a medical provider. We do not offer clinical services, diagnose health conditions, or provide emergency response. Our role is to facilitate communication and data management between authorised users. In the event of a medical emergency, you should immediately contact local emergency services.

4A. Services Overview and Functionality

4A.1 Patient Record Creation at Healthcare Facilities

When you visit a healthcare facility that uses CLINICDOTS HEALTHCARE, the attending medical staff may register you as a patient by entering your personal and clinical details into their Electronic Medical Record (EMR) system powered by CLINICDOTS HEALTHCARE. This action will automatically create a digital healthcare record associated with your identity. This record will be securely stored and made accessible to authorised healthcare professionals within the facility, and it may be used to support your ongoing or future medical care. 

By registering with the facility, you acknowledge and consent to the creation of this record for clinical use in accordance with applicable health data protection laws. The Platform enables registered users, including healthcare providers and public health officials, to manage healthcare delivery through a centralised and secure system. 

We may periodically update, enhance, or introduce new modules and functionalities. Some of these features may be subject to additional terms, licensing requirements, or fees.

These Terms remain effective from the first date of your access to the Platform and shall continue unless and until terminated in accordance with these Terms.

4B. Technical Requirements

To ensure optimal performance and security when accessing the Platform, Users must meet the following minimum technical requirements:

• A compatible and modern smartphone or tablet with functioning internal hardware (camera, microphone, storage)
• A stable mobile data or Wi-Fi internet connection in your region of access
• Supported operating systems: iOS 13 or later (via Apple App Store), Android 10 or later (via Google Play Store)
• Adequate available storage space for app installation and updates
• Enabled permissions for camera, microphone, notifications, and location services where relevant

Users are responsible for ensuring their own device compatibility, internet availability, and operational readiness. CLINICDOTS HEALTHCARE shall not be liable for disruptions caused by inadequate device specifications or third-party service failures.

4C. Transferring This Agreement

CLINICDOTS HEALTHCARE may transfer its rights and obligations under these Terms to another entity or business at any time without requiring your consent. In such cases, we will notify you in advance and ensure that your rights under these Terms are not adversely affected as a result of the transfer.

You are not permitted to transfer or assign your rights or obligations under these Terms to any other person or entity without obtaining prior written consent from CLINICDOTS HEALTHCARE.

5. User Registration and Accounts

5.1 Account Requirement

In order to access and utilise the Platform, you are required to register for an individual or organisational account (“Account”). By registering, you represent and warrant that:

You have the legal capacity to enter into this agreement;

You are acting in your personal capacity or under the authority of a legitimate institution (e.g., hospital, clinic, health authority);

You will comply at all times with these Terms, our Privacy Policy, and any additional usage guidelines provided.

5.2 Registration Process

The registration process requires Users to submit accurate and complete personal and professional information, including (but not limited to):

• Full legal name
• Contact details such as phone number, physical address and email address
• Professional role and institutional affiliation (if applicable)
• Relevant identity or license verification (for healthcare providers)

You agree to update your account information promptly in the event of any change.

5.3 Account Credentials and Security

Upon creating an account, you will select or be assigned a unique username and password. You are solely responsible for safeguarding your login credentials and for all activity conducted through your account. If you are acting under the instruction or supervision of a Data Controller (e.g. a hospital or government agency), you must ensure your use complies with the applicable internal policies and regulations.

You must immediately notify CLINICDOTS HEALTHCARE of any unauthorised access, suspected breach, or misuse of your account.

6. Consent and Authorisation

By using the Platform, you expressly acknowledge and agree to the following:

You authorise CLINICDOTS HEALTHCARE to collect, store, process, and use your personal and health-related data in accordance with applicable data protection laws and our Privacy Policy.

You consent to the electronic communication of important information related to your use of the Platform, including appointment reminders, clinical updates, and service-related notifications.

If you are a patient, you authorise your selected healthcare provider(s) to access, modify, and share your health information as required for clinical decision-making and treatment, including referrals and diagnostic services.

If you are a healthcare provider, you confirm that you have obtained the necessary patient consent to enter and manage their data on the Platform.

You may withdraw your consent at any time, although this may affect your ability to access certain services.

7. Additional Provisions

7.1 Service Availability and Downtime

While we strive to maintain uninterrupted access to the Platform, service availability may be affected by maintenance, system upgrades, outages, or factors beyond our control, such as internet disruptions or service provider failures. CLINICDOTS HEALTHCARE is not liable for any losses incurred due to service unavailability, but we will make reasonable efforts to notify Users in advance of scheduled downtime.

7.2 Inactive Account Termination

We reserve the right to deactivate or remove accounts that have remained inactive for a prolonged period (e.g. 12 consecutive months). Prior notice will be provided where possible, and Users will have the opportunity to reactivate or retrieve their data.

7.3 Communication and Notifications

By using the Platform, you consent to receive electronic communications from CLINICDOTS HEALTHCARE. These may include service notifications, appointment updates, changes to Terms, and system alerts, delivered via email, SMS, or in-app messaging.

7.4 User Content and Conduct

Users must not upload or transmit any content that is unlawful, defamatory, obscene, harmful, or in violation of data protection laws. This includes impersonating others, misusing patient records, or engaging in abusive or fraudulent activity. CLINICDOTS HEALTHCARE reserves the right to suspend or terminate access where such violations occur.

7.5 Audit Trails and Activity Logs

The Platform maintains comprehensive logs of user activity, including account logins, data access, and modification history. These audit trails may be reviewed in connection with regulatory compliance, internal investigations, or dispute resolution.

7.6 Third-Party Services and Links

The Platform may include links to or integrate services provided by third parties, such as pharmacies, diagnostic laboratories, insurance providers, or video conferencing tools. CLINICDOTS HEALTHCARE is not responsible for the content, availability, or security of these external services. Users access such third-party content at their own risk and must comply with those providers’ separate terms of use.

8. Teleconsultation Services

The Platform enables Users to participate in remote consultations (“Teleconsultations”) with licensed medical professionals. These services are designed to improve access to care, facilitate convenience, and enhance the continuity of medical services.

8.1 Scope and Purpose

Teleconsultations are intended for non-urgent, non-emergency medical issues.

Teleconsultation services are available only through registered and licensed healthcare professionals.

CLINICDOTS HEALTHCARE does not provide clinical services directly and is not responsible for the outcome of any consultation.

8.2 User Responsibilities

Patients must provide accurate and complete information during consultations.

Users are responsible for ensuring their environment maintains privacy and confidentiality during the consultation.

8.3 Limitations

Some medical conditions may not be suitable for Teleconsultation.

Healthcare professionals reserve the right to request an in-person follow-up or physical examination.

8.4 Security and Recording

All Teleconsultations occur over secure, encrypted systems.

Where applicable, consultations may be recorded for quality control, legal compliance, or patient safety, subject to appropriate consent.

9. User Responsibilities

Users agree to:

• Use the Platform lawfully, respectfully, and in good faith.
• Provide accurate, truthful, and updated information.
• Maintain confidentiality of login credentials and not share account access.
• Refrain from uploading malicious software, infringing content, or engaging in fraudulent or abusive activity.

CLINICDOTS HEALTHCARE reserves the right to suspend or permanently terminate any account found to be in violation of these responsibilities.

10. Data Privacy and Security

We are committed to safeguarding your data. CLINICDOTS HEALTHCARE adheres to applicable data protection laws and uses a range of technical and organisational measures including:

• Data encryption in transit and at rest
• Secure authentication mechanisms
• Role-based access control and activity logging
• For more detailed information, refer to our Privacy Policy available on our website.
  

11. Payments and Subscriptions

Access to some services may require payment:

Subscription Fees will be displayed on our Platform or agreed in a separate agreement.

Payments are collected in advance and may be subject to auto-renewal.

Failure to pay may result in suspension of services or penalties decided by law or third parties.

Refunds, where applicable, are processed according to the terms shown during the payment process.

Additional charges may apply for new features introduced.

12. Third-Party Integrations

The Platform may use third-party vendors for payment, messaging, video calls, and lab integration. CLINICDOTS HEALTHCARE is not responsible for failures or issues arising from these vendors. Each third-party service has its own terms and privacy policies.

13. Failures of Networks, Devices, or Services

Service reliability depends on multiple systems beyond our control, such as:

User internet connection

Device compatibility and performance

App store availability or updates

CLINICDOTS HEALTHCARE is not liable for disruption caused by these or similar factors.

14. Disclaimer of Warranties

The Platform is provided on an “as is” and “as available” basis. CLINICDOTS HEALTHCARE does not warrant:

That the service will be uninterrupted or error-free

That medical outcomes will be as expected

The accuracy or completeness of data entered by Users or Providers

15. Limitation of Liability

To the extent permitted by law, CLINICDOTS HEALTHCARE is not liable for:

Indirect, incidental, or consequential damages

Loss of data, income, or business

Medical negligence by a healthcare provider using the Platform

User errors or unauthorised use

16. Termination

We may suspend or terminate your account at any time for:

Breach of these Terms

Fraudulent or illegal activity

At the request of a regulatory or legal authority

Users may request closure of their account by contacting: info@clinicdots.com

17. Governing Law and Jurisdiction

These Terms are governed by the laws of Zimbabwe or the jurisdiction in which you are located when using the Platform, where applicable. Disputes will be subject to the exclusive jurisdiction of the courts of Zimbabwe unless otherwise stated in a separate agreement.

18. Changes to These Terms

We may update these Terms occasionally. Users may be notified of material changes via email or in-app messaging. Continued use after changes are published implies acceptance.

19. Institutional Access and Data Controller Responsibilities

19.1 Institutional Users

Institutions using the Platform (e.g. clinics, hospitals or ministries) are considered Data Controllers and are responsible for:

• Assigning authorised users
• Maintaining access protocols and compliance policies

19.2 Data Controller Obligations

Institutions must obtain all necessary consent before uploading patient data.

Institutions agree that CLINICDOTS HEALTHCARE acts only as a data processor and does not control the data content entered.

19.3 Compliance and Audit

CLINICDOTS HEALTHCARE may request evidence of compliance and reserves the right to audit institutional users.

20. Contact Information

For questions, legal requests, or general inquiries: Data Protection Officer

CLINICDOTS HEALTHCARE
Email: info@clinicdots.com
Website: www.clinicdots.com