Terms of Service

1. Who may use the service

The service is intended for registered healthcare professionals, such as neuropsychologists and related clinicians, who are 18 years or older. By using the service you confirm that you hold the registrations required to practice in your jurisdiction and to conduct the assessments you record in the service.

2. What the service is (and is not)

Report Buddy helps you draft clinical reports faster by generating report text from assessment data you enter. It is a drafting aid only. It is not a medical device, does not provide medical or psychological advice, and does not diagnose, treat, or make clinical decisions.

You are solely responsible for every report you produce. You must review and verify all generated content, calculations, scores, and interpretations before relying on them or sharing them with anyone. A generated draft is not a substitute for your professional judgement, and your professional obligations to your patients remain entirely yours.

3. Patient data rules

You must not enter information that directly identifies a patient. In particular, do not enter real names, identity or passport numbers, contact details, addresses, or medical aid numbers. Use a pseudonym or initials as the patient reference, and keep the link between the reference and the patient outside the service.

You warrant that you have a lawful basis (including any consent required by POPIA, the GDPR, or your professional rules) to process the patient information you enter, and that entering it into the service is consistent with that basis.

4. Data processing terms

For patient assessment data, you are the responsible party (POPIA) or controller (GDPR) and we act as your operator (POPIA section 20 and 21) or processor (GDPR Article 28). To the extent we process patient data on your behalf, we agree that we will:

• process it only to provide the service and on your documented instructions, and treat it as confidential;
• secure it with appropriate, reasonable technical and organisational measures;
• engage only the sub-operators listed in our Privacy Policy under written agreements, and give you notice before adding new ones;
• notify you without undue delay if we become aware of unauthorised access to patient data;
• assist you, where reasonably possible, in responding to data subject requests; and
• delete patient data when you delete it in the service or close your account, except where the law requires us to keep it.

5. Fees and billing

Your first three generated reports are free. After that, each generated report is charged at R280. We invoice you at the end of each month for the reports you generated in that month. Regenerating an existing report does not count as a new report; creating a new report does. We may change pricing with at least 30 days notice by email or through the service; changes apply only to reports generated after the notice period.

Invoices are payable within 30 days. If invoices remain unpaid after reasonable reminders, we may suspend report generation on your account until payment is made.

6. Your account

You are responsible for keeping your sign-in credentials secure and for all activity under your account. Notify us at robyn.truter@gmail.com if you suspect unauthorised use. Accounts are personal to you or your practice and may not be shared with third parties.

7. Acceptable use

You must not:

• use the service in breach of any law or professional rule;
• attempt to gain unauthorised access to the service, other users' data, or our infrastructure;
• resell the service or use it to build a competing product; or
• interfere with the operation of the service, including by automated scraping or load testing without our written permission.

8. Intellectual property

We own the service, including its software, templates, and report generation logic. You own the reports you produce and the assessment data you enter. You grant us a limited licence to process that data solely to provide the service.

9. Availability and warranties

We work hard to keep the service available and accurate, but we provide it "as is" and do not warrant that it will be uninterrupted or error-free. We may modify features from time to time. Nothing in these terms limits rights you have under the Consumer Protection Act, 2008 or other laws that cannot be excluded by agreement.

10. Limitation of liability

To the maximum extent permitted by law, we are not liable for indirect, consequential, or special damages, or for loss of profits or data, arising from your use of the service. Our total liability for any claim is limited to the fees you paid us in the 12 months before the claim arose. Because you control the clinical content of your reports, we are not liable for the consequences of clinical decisions or of reports you finalise and share.

11. Termination

You may stop using the service and ask us to close your account at any time. We may suspend or terminate your account if you materially breach these terms and do not remedy the breach within 14 days of notice, or immediately if the breach involves unlawful use or risks harm to others. On termination we will delete your data as described in section 4, and any unpaid fees become due.

12. Changes to these terms

We may update these terms from time to time. If we make material changes we will notify you by email or through the service at least 14 days before they take effect. Continuing to use the service after that date means you accept the updated terms.

13. Governing law and contact

These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction over any dispute. Questions about these terms can be sent to robyn.truter@gmail.com.