Terms of Service

1. Who We Are & Acceptance

Workmedix ("Workmedix", "we", "our", "us") is a South African occupational health screening service provider. These Terms of Service ("Terms") govern your access to and use of our website, client portal, scan-in tools, and related services (together, the "Service"). By using the Service you ("you", "the Client") accept these Terms and our Privacy Policy, which is incorporated by reference.

2. Definitions

• Client — the organisation or person that registers for or books the Service.
• Employee / Data Subject — an individual whose personal information (including SA ID, date of birth and health screening data) is submitted to or captured by the Service.
• Screening — an occupational health assessment (e.g. pre-employment medical, audiometry, spirometry, drug & alcohol testing, fitness-for-duty) performed by or on behalf of Workmedix.
• POPIA — the Protection of Personal Information Act 4 of 2013.

3. The Service

Workmedix provides mobile and on-site occupational health screenings, together with tools to book appointments, capture patient details (including by scanning ID documents), and manage related records. We arrange for Screenings to be performed by suitably qualified, HPCSA-registered practitioners. We may add, change, or discontinue features of the Service at any time.

4. Accounts & Eligibility

• The Service is intended for businesses and authorised representatives, and is not directed at individuals under 18.
• You must provide accurate, current and complete information and keep it up to date.
• You are responsible for all activity under your account and for keeping your credentials confidential. Notify us immediately of any unauthorised use.

5. Client Responsibilities & Authority (POPIA)

When you submit or scan any Employee's personal information, you warrant and represent that:

• you are authorised to provide that information to Workmedix;
• each Employee has been informed of, and where required has consented to, the collection and processing of their personal information (including special personal information such as health data and ID numbers) for occupational health screening purposes;
• the information you provide is accurate; and
• you will act as the Responsible Party (or ensure a valid basis exists) for that information under POPIA, with Workmedix processing it as an operator / joint responsible party for the purpose of delivering the Screening.

You indemnify Workmedix against any claim arising from your failure to obtain the necessary authority or consent.

6. Occupational Health & Medical Disclaimer

Screenings are point-in-time occupational health assessments, not a diagnosis, treatment, or a substitute for independent medical care. A Screening or certificate reflects a fitness assessment relative to a specific role or exposure as at the date of testing. It does not guarantee an individual's current or future health, and it does not create a doctor–patient relationship between Workmedix and any Employee through the platform. You remain responsible for any employment, health-and-safety, or operational decisions you make, and for ensuring compliance with the Occupational Health and Safety Act and any applicable regulations. Employees should seek independent medical advice for any health concern.

7. Bookings, Fees & Cancellation

• Prices shown are indicative. A booking is a request; appointments and final fees are confirmed by us in writing.
• Fees are payable per our agreed quote or invoice. Late payment may result in suspension of the Service.
• Cancellations or reschedules may be subject to a fee where reasonable notice is not given.

8. Acceptable Use

You may not misuse the Service, including by: attempting to access data you are not authorised to access; probing, scanning, or breaching security; uploading unlawful or malicious content; scanning or submitting any person's ID without authority; or using the Service to infringe another party's rights.

9. Intellectual Property

The Service, including its software, design, and content (excluding your data), is owned by Workmedix and protected by law. We grant you a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose. You retain ownership of the data you submit and grant us the rights necessary to process it to provide the Service.

10. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, to the maximum extent permitted by law. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that scan-based auto-fill will correctly read every document. Nothing in these Terms excludes any warranty or right that cannot lawfully be excluded, including under the Consumer Protection Act where it applies.

11. Limitation of Liability

To the maximum extent permitted by law:

• Workmedix is not liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill.
• Our total aggregate liability arising out of or relating to the Service is limited to the fees you paid to Workmedix for the specific Screening giving rise to the claim in the three (3) months before the event.
• Nothing in this clause limits liability for death or personal injury caused by our gross negligence, for fraud, or for any liability that cannot be excluded or limited under South African law.

12. Indemnity

You agree to indemnify and hold Workmedix, its staff and contractors harmless from any claim, loss, or expense (including reasonable legal costs) arising from your breach of these Terms, your misuse of the Service, or your submission of Employee information without the required authority or consent.

13. Suspension & Termination

We may suspend or terminate your access if you breach these Terms, fail to pay, or where necessary to protect the Service or other users. You may stop using the Service at any time. Provisions that by their nature should survive termination (including clauses 5, 6, 9, 11, 12 and 15) will survive.

14. Data Protection

We process personal information in line with our Privacy Policy and POPIA. Health screening records and certificates are treated as special personal information and are only made available through authenticated, access-controlled channels.

15. Governing Law & Disputes

These Terms are governed by the laws of the Republic of South Africa. The parties submit to the non-exclusive jurisdiction of the South African courts. The parties will first attempt to resolve any dispute in good faith by negotiation.

16. Changes to These Terms

We may update these Terms from time to time. The "Last updated" date reflects the latest revision, and continued use of the Service after changes constitutes acceptance.

17. General

If any provision is found unenforceable, the remaining provisions continue in effect. Our failure to enforce a right is not a waiver. These Terms, together with the Privacy Policy and any signed agreement or quote, form the entire agreement between us.

18. Contact

Workmedix
Email: info@workmedix.co.za
Phone: 074 716 3079
Johannesburg, Gauteng, South Africa