Terms of Service

These terms govern your use of RolePilot, a software service provided by DataNest (Pty) Ltd. By creating an account or using the service, you agree to these terms. If you are using RolePilot on behalf of a practice or other entity, you represent that you have authority to bind that entity to these terms.

1. Parties and definitions

"We", "us", "our" and "RolePilot" mean DataNest (Pty) Ltd, a private company registered in the Republic of South Africa. "You" or "user" means the person or entity using RolePilot. "Service" means the RolePilot software, web interface, mobile applications, APIs, and supporting infrastructure. "Patient information" means information that you upload to or generate within the service relating to identifiable patients of your practice.

2. Access and account

2.1. You must be at least eighteen years old to create an account. The service is intended for healthcare professionals and the staff who support them.

2.2. You are responsible for keeping your account credentials confidential and for all activity under your account. You will notify us immediately if you suspect unauthorised access.

2.3. We may verify your professional credentials and may decline or suspend an account where credentials cannot be verified.

3. The service

3.1. RolePilot provides software tools for clinical documentation, practice management, and patient communications. The available features and limits depend on your subscription tier.

3.2. We may add, change, or remove features over time. Where a change materially reduces functionality you have been paying for, we will give reasonable advance notice.

3.3. The service is delivered "as a service" and depends on third-party infrastructure providers. We do our best to maintain availability but do not guarantee uninterrupted operation. See clauses 10 and 14.

4. Fees and billing

4.1. Subscription fees are stated in South African rand and exclude value-added tax. Tax will be added where applicable.

4.2. Monthly subscriptions renew automatically until cancelled. You may cancel renewal at any time; cancellation takes effect at the end of the then-current billing period.

4.3. Annual prepay subscriptions renew annually unless cancelled. Cancellation during an annual term entitles you to a prorated refund for unused full months.

4.4. Where your usage exceeds the limits included in your tier (for example, generations beyond the monthly cap), overage fees apply at the rates published in the service. Overage is visible in-app and capped before any hard prompt.

4.5. We may change pricing on at least thirty days' notice. Any change applies to renewals after the notice period.

4.6. Payment is processed by independent payment processors. By providing payment details you authorise us to charge the applicable fees through those processors.

4.7. Refunds outside the cases set out above are at our discretion.

5. Acceptable use

You will not, and will not permit any person using your account to:

• use the service in violation of any law, regulation, or professional ethics rule applicable to you;
• upload or generate content that is unlawful, defamatory, infringing, or designed to cause harm;
• use the service to provide a competing product or service;
• attempt to reverse engineer, decompile, or extract the source code or models underlying the service;
• interfere with the operation of the service, including by introducing malware, attempting denial-of-service, or scraping at a rate inconsistent with normal use;
• circumvent rate limits, usage caps, or access controls;
• attempt to bypass content safety controls, including via prompt injection or jailbreak attempts;
• use the service to process patient information for any patient who has not given the consent required by applicable law;
• misrepresent yourself or your professional credentials;
• use the service to operate on behalf of a third party without authorisation.

6. Your data

6.1. You retain all rights in the patient information and other content you upload to or generate within the service. We do not own your data.

6.2. You grant us a limited licence to process your data solely as necessary to deliver the service to you and to perform our obligations under these terms.

6.3. We act as an operator under POPIA in respect of your patient information. The Operator Agreement at clause 6.5 forms part of these terms.

6.4. You are responsible for ensuring that you have the lawful authority and any necessary consents to upload patient information to the service.

6.5. Operator obligations. When processing patient information for you, we will: (a) process it only for the purposes you instruct (which include the standard purposes of operating the service); (b) treat it as confidential; (c) implement reasonable security measures consistent with our Privacy Policy; (d) notify you without undue delay of any unauthorised access we become aware of; (e) on termination, return or delete the patient information at your request, save where retention is required by law.

6.6. You can export patient information at any time using the in-product export tools. On account closure we provide a final export window.

7. Intellectual property

7.1. We own all rights in the RolePilot software, the user interface, the prompts and routing logic, the model orchestration, the launcher catalogue, the schemas, the training material, the documentation, and the trade marks "RolePilot" and "DataNest". Nothing in these terms transfers any of these rights to you.

7.2. You may use the service in line with your subscription. You may not sublicense, white-label, resell, or repackage it without our written permission.

8. AI-generated content

8.1. RolePilot uses artificial intelligence models to assist in producing clinical documents, transcripts, drafts, and similar outputs. AI-generated content is intended as a draft for your professional review.

8.2. We make reasonable efforts to produce accurate, useful output, including cross-provider verification on high-stakes document categories. AI-generated content is, however, capable of error, omission, or hallucination, and may include facts that are plausible but incorrect.

8.3. You are responsible for reviewing every AI-generated output before using it for any clinical, administrative, or legal purpose. Acceptance of an AI-generated output for clinical use constitutes your professional endorsement of its content.

8.4. We do not train models on your inputs or outputs and contractually prohibit our AI providers from doing so.

9. Clinical responsibility

9.1. RolePilot is a software tool. It is not a medical device, does not provide medical advice, and does not replace clinical judgement.

9.2. You remain solely responsible for clinical decisions about your patients, for the appropriateness of any document you sign or send, for compliance with HPCSA professional rules, and for the maintenance of your professional indemnity arrangements.

9.3. Every AI-generated clinical output rendered in the service includes a disclaimer to this effect. The presence or absence of the disclaimer does not alter your responsibility.

10. Availability and changes

10.1. We aim to provide a reliable service. We do not guarantee that the service will be uninterrupted, error-free, or free of vulnerabilities.

10.2. We may suspend the service for maintenance, security incidents, or to comply with law. We will give reasonable notice where practical.

10.3. We may add, change, or remove features. Where a change materially reduces functionality, we will give reasonable advance notice.

11. Privacy

Our handling of personal information is set out in our Privacy Policy, which forms part of these terms. By using the service you confirm that you have read and understood the Privacy Policy.

12. Confidentiality

Each party will keep the other party's confidential information confidential and use it only as necessary to perform under these terms or to receive the service. This obligation continues for three years after termination, save that information about identifiable individuals remains confidential indefinitely.

13. Termination

13.1. You may cancel your subscription at any time as described in clause 4.

13.2. We may suspend or terminate your account on notice if you materially breach these terms, including any acceptable use rule, or if we are required to do so by law.

13.3. We may terminate the service entirely on at least sixty days' notice, in which case we will provide pro-rata refunds for the unexpired portion of any prepaid period.

13.4. On termination you will lose access to the service. We will retain patient information for thirty days during which you can export it, after which we will delete or archive in line with our Privacy Policy and applicable law.

14. Warranties and disclaimers

14.1. The service is provided "as is" and "as available". To the maximum extent permitted by law and subject to clause 14.2, we exclude all warranties, conditions, and representations, whether express, implied, or statutory, including any warranty of merchantability, fitness for a particular purpose, accuracy, completeness, and non-infringement.

14.2. Nothing in these terms excludes or limits any right that cannot lawfully be excluded or limited, including under the Consumer Protection Act, 2008 where it applies to you. Where you are a consumer protected by the Consumer Protection Act, you have the rights provided to you under that Act, and these terms are read subject to those rights.

15. Limitation of liability

15.1. To the maximum extent permitted by law, neither party will be liable for: (a) any indirect, incidental, special, or consequential loss; (b) loss of profit, revenue, business, goodwill, or anticipated savings; (c) loss arising from interruption of service, loss of data not caused by our gross negligence, or third-party acts.

15.2. Our aggregate liability arising under or in connection with these terms in any twelve-month period is capped at the amount of fees you have paid us in that period.

15.3. Nothing in this clause limits liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) any other liability that cannot be excluded by law.

16. Indemnity

You will indemnify us against losses, costs, and expenses arising from third-party claims to the extent caused by your breach of these terms or by your use of the service in a manner that violates law or any third party's rights.

17. Disputes and governing law

17.1. These terms are governed by the law of the Republic of South Africa.

17.2. The parties will attempt to resolve disputes in good faith first, escalating to senior representatives if necessary. If resolution is not reached within thirty days, the dispute will be submitted to the South Gauteng High Court (Johannesburg) which has exclusive jurisdiction, save that we may seek interim relief in any court of competent jurisdiction to protect our rights.

17.3. Where you are a consumer protected by the Consumer Protection Act, you may also refer disputes to the National Consumer Commission or the relevant ombud.

18. General

18.1. Entire agreement. These terms, together with the Privacy Policy and any tier-specific or order-specific terms agreed in writing, are the entire agreement between us about the service.

18.2. Notices. We may give notice by email to your account address or by in-app notice. You may give notice to us by email to support@rolepilot.app.

18.3. No waiver. A failure or delay in enforcing any right is not a waiver of that right.

18.4. Severability. If any provision is unenforceable, the rest continues in force and the unenforceable provision is replaced by an enforceable provision that comes closest to the original intent.

18.5. Assignment. You may not assign these terms without our consent. We may assign these terms to an acquirer or successor in connection with a merger, acquisition, restructuring, or sale.

18.6. Force majeure. Neither party is liable for failure to perform caused by events beyond reasonable control.

18.7. Changes. We may change these terms from time to time. Where a change is material we will give reasonable advance notice. Continued use of the service after the effective date of any change constitutes acceptance of the revised terms.

19. Contact

DataNest (Pty) Ltd, trading as RolePilot
support@rolepilot.app
Johannesburg, South Africa