Terms of Service

Last updated: September 2026

These Terms of Service ("Terms") govern your access to and use of the Dokk On Call and Theatre Lists ("Service"), operated by Dokk (Pty) Ltd ("Dokk", "we", "us", or "our"), a company registered in the Republic of South Africa (registration number 2025/859388/07).

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, you may not use the Service.

1. Service Description

Dokk On Call is a cloud-based scheduling platform designed for healthcare teams. The Service enables on-call roster management, shift scheduling, leave tracking, theatre-list planning, cover allocation and team communication for medical practices and healthcare facilities.

2. Accounts & Registration

  • You must provide accurate and complete information when creating an account.
  • You are responsible for maintaining the confidentiality of your login credentials.
  • You must be at least 18 years of age to create an account.
  • One person or legal entity may receive no more than one introductory trial unless Dokk agrees otherwise in writing.
  • You are responsible for all activity that occurs under your account.

3. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable law.
  • Attempt to gain unauthorised access to any part of the Service.
  • Interfere with or disrupt the integrity or performance of the Service.
  • Upload or transmit viruses, malware, or any other malicious code.
  • Scrape, crawl, or use automated means to access the Service without permission.
  • Resell or redistribute the Service without written consent from Dokk.

4. Subscriptions & Billing

  • The Service offers paid subscription plans and may offer a time-limited introductory trial.
  • A valid card and a R1 verification charge are required before an introductory trial starts.
  • Paid subscriptions are billed monthly in South African Rand (ZAR) via Paystack.
  • You authorise us to charge the payment method on file for recurring subscription fees.
  • Practitioner limits are measured using the highest number of active practitioners during the applicable monthly billing period.
  • Failed payments receive a maximum seven-day grace period before the account becomes read-only.
  • After a trial expires or a subscription ends, existing data remains available for viewing and export for 30 days before the account is archived.
  • Prices may change with 30 days' written notice.
  • Failure to pay may result in suspension or termination of your account.

5. Cancellation & Closing Your Practice

  • You may cancel your subscription at any time from your account settings.
  • Cancellation takes effect at the end of the current billing period.
  • You will retain access to paid features until the end of your billing period.
  • We do not provide partial refunds for unused time within a billing period, except as described in our Refund Policy.
  • A practice administrator may also close the practice from Settings. Closing stops billing immediately, makes the account read-only for all members, and schedules the permanent deletion of the practice's data 30 days later. The current billing period is not refunded.
  • An administrator may reopen the practice at any time within those 30 days. After that the deletion cannot be undone.
  • We may close a practice and delete its data on the same terms where required by law, or after prolonged non-payment following the read-only and archive periods described in section 4.

6. Data & Privacy

Your use of the Service is also governed by our Privacy Policy. You retain ownership of the data you upload to the Service. We process your data only as necessary to provide the Service and as described in our Privacy Policy.

  • An administrator can download a complete copy of your practice's data at any time from Settings. Where Dokk Path is used the export contains decrypted patient records; you are responsible for storing it securely and for meeting your own clinical record-keeping obligations.
  • When a practice is deleted we retain only invoices and payment records (five years, tax law) and an anonymised audit trail, as described in the Privacy Policy.

6.1 Theatre slates and optional extraction

Your practice must have authority to upload and process a slate, including any patient information it contains. Upload only information needed for scheduling. Selecting AI extraction instructs Dokk to send the whole document to OpenAI for processing as described in our Privacy Policy. The document is not anonymised before transfer. Manual entry remains available without sending the file to OpenAI.

Extraction may be incomplete or incorrect. Review dates, times, procedures, cover requirements and any unintended patient identifiers before using the result. Extraction does not provide clinical advice or determine practitioner suitability. Your practice remains responsible for clinical decisions and keeping its clinical records in an appropriate clinical system.

Successful reviewed imports delete the original slate and saved review data. Unimported uploads expire after 24 hours and their content is removed by daily cleanup. Failed runs or a backlog can delay deletion. Keep reference copies in your clinical system. Source deletion preserves operational scheduling records and does not remove copies already downloaded or retained by providers under their applicable policies. Selecting extraction is not a substitute for any patient notice or other lawful authority required for processing.

7. Intellectual Property

The Service, including its design, code, features, and content, is owned by Dokk (Pty) Ltd and protected by South African and international intellectual property laws. You may not copy, modify, or reverse-engineer any part of the Service.

8. Limitation of Liability

To the maximum extent permitted by South African law, Dokk shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenue, whether incurred directly or indirectly. Our total liability for any claim arising from or relating to the Service shall not exceed the amount you paid to Dokk in the 12 months preceding the claim.

9. Disclaimer

The Service is provided "as is" and "as available". Dokk makes no warranties, express or implied, regarding the reliability, accuracy, or availability of the Service. The Service is a scheduling tool and does not constitute medical advice.

10. Governing Law

These Terms are governed by the laws of the Republic of South Africa. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of the Western Cape, South Africa.

11. Consumer Protection

Nothing in these Terms is intended to limit any rights you may have under the Consumer Protection Act 68 of 2008 (CPA) or the Electronic Communications and Transactions Act 25 of 2002 (ECTA).

12. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by posting a notice on the Service at least 30 days before the changes take effect. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Terms.

13. Contact

If you have questions about these Terms, please contact us at hello@dokk.app or visit our Contact page.

Google Maps features

When your practice enables Google address lookup or routing, location searches and selected practitioner base and hospital location identifiers are sent to Google to obtain matches and journey forecasts. Patient details and practitioner names are not included in routing requests. Dokk retains selected place identifiers; Google journey forecasts are used for the current calculation and are not stored as practice-entered estimates.

Google Maps features are subject to Google Maps/Google Earth Additional Terms of Service and the Google Privacy Policy. Travel forecasts are estimates; practices remain responsible for reviewing travel and cover arrangements.