Terms of Service

Agreement and operator

These Terms of Service (the “Terms”) govern business use of the WAdoc.online website, dashboard and related services (the “Service”). They form a binding agreement between Executive Precision Era (“WAdoc”, “we”, “us”) and the clinic or hospital organisation accepting them (the “Customer”). The person accepting confirms authority to bind the Customer.

Executive Precision Era is located at Rua Herminio Cunha 7, Setúbal, Portugal. The Service is business-to-business only. Patients are not parties to these Terms.

Our Privacy Notice explains how WAdoc processes personal data as a controller. The Data Processing Addendum incorporated into these Terms governs processing on the Customer’s behalf.

1. Definitions

• “Customer” means the clinic or hospital organisation that opens an account or enters an order form.
• “User” means an owner, admin, receptionist or doctor authorised by the Customer to use the Service on its behalf.
• “Patient” means a Customer’s patient, including a person added by staff or represented by a parent, guardian or other authorised representative. A Patient is not a party to these Terms.
• “Customer Data” means data, records, documents and messages submitted to or generated through the Service for the Customer, including patient administrative and health-related data.
• “Order Form” means a signed Enterprise licence or other written order that identifies commercial terms.

2. Service and product scope

The Service provides scheduling, availability, appointments with attendance check-in and check-out, patient administrative records, staff messaging and leave requests, clinic documents, support tickets and clinic backups. Notes in Release 1 are administrative only, not clinical or medical records.

No AI assistance is enabled for patient data. Any future optional AI feature will be off by default and introduced with prior notice.

3. Eligibility, Users and account security

The Customer must be a legally established clinic or hospital organisation. Users must be at least 18 and authorised by the Customer. Each User must keep credentials private and must not share accounts.

Users sign in through WAdoc’s self-hosted identity service or, if they choose, Google sign-in. Platform and support roles must use multi-factor sign-in. Any User may set their account to require a passkey for all clinic access, and WAdoc recommends this for owners and admins. The Customer must assign accurate roles, remove access promptly when no longer needed and notify WAdoc of suspected unauthorised access.

4. Acceptable use

The Customer and its Users must not:

• Break applicable law, professional duties or third-party rights; send unlawful marketing, spam or harmful content; or breach Meta’s WhatsApp Business terms, Business or Commerce policies, or messaging policies.
• Reverse engineer, scrape, copy, probe or circumvent the Service; conduct load, penetration or security testing without written permission; introduce malware; or interfere with availability or security.
• Share accounts, bypass role controls, circumvent plan or doctor-profile limits, access another customer’s data, or use the Service for an emergency or unlawful purpose.

5. Customer responsibilities

The Customer is responsible for:

• Using the Service for lawful clinic administration, appointing authorised Users and configuring access appropriately.
• Providing its own patient privacy notice and establishing a valid legal basis for patient and health-related data.
• Keeping patient details, services, prices, availability, permissions and appointment information accurate.
• Responding to data-subject requests and meeting healthcare, professional, clinical-record, tax and retention duties that apply to it.
• Using suitable devices and security controls and keeping separate clinical records required by professional rules.

6. WhatsApp communications

Each Customer connects and manages its own WhatsApp Business Account with Meta. The Customer is Meta’s customer and must accept and comply with Meta’s WhatsApp Business terms, Business and Commerce policies, and messaging policies.

A Patient’s first message permits service replies only. Confirmations and reminders require recorded notification permission. WAdoc honours STOP automatically. The Customer controls message content and remains responsible for its lawful basis and permissions. Delivery, read receipts and uninterrupted availability depend on Meta and are not guaranteed.

7. Plans, billing and taxes

Solo includes one doctor profile. Clinic includes up to five doctor profiles. Enterprise pricing and doctor or clinic limits are set in a written licence or Order Form. Plans are billed monthly, quarterly or yearly in the currency shown at checkout: the local currency of the Customer’s region (Turkish lira, euro or pound sterling) where WAdoc offers one, otherwise US dollars, with any discount and price shown at checkout. A billing account keeps the currency of its first subscription for renewals, plan changes and additional doctors. Solo and Clinic start with a 14-day free trial, once per billing account. A payment card is collected at checkout before the trial starts, and the first charge is taken when the trial ends unless the subscription is cancelled before then. Enterprise has no trial. There is no usage charge.

Opening a clinic is free and needs no payment card. Adding doctor capacity and taking bookings requires an active plan. Stripe processes checkout and the Customer Portal. A subscription renews automatically for each selected billing period until cancelled in Settings › Billing. Cancellation takes effect at the end of the paid period.

Refunds and cancellations are covered by our Refund & Cancellation Policy. Prices exclude taxes unless checkout states otherwise. WAdoc will give at least 30 days’ notice of a price change, effective at the next renewal.

8. Failed renewal and read-only access

After a failed renewal, a seven-day grace period applies. Existing and new appointments continue during that period, but doctor capacity cannot increase.

After the grace period, the clinic becomes read-only: Customer Data may still be viewed and exported, and billing may be corrected, but changes are blocked and the clinic’s WhatsApp channel is paused, not deleted. Successful payment lifts the restriction automatically.

9. Calendar, identity and third-party services

Calendar access is a one-way, read-only iCalendar subscription link for each User. It provides no two-way sync and does not prevent conflicts with external calendars. Patient and service names appear only when the clinic owner enables details. The link is secret; rotating it revokes the previous link.

Meta, Stripe, Google and other independent services apply their own terms. WAdoc remains responsible for its obligations under these Terms and the DPA but does not control an independent provider’s availability.

10. Administrative service only

WAdoc is an administrative scheduling and communication service. It is not an electronic health record, a medical device, a healthcare provider, medical advice or an emergency service. Notes are administrative only. The Customer remains responsible for care, professional judgment and clinical records required by law or professional rules. The Service must not be used for urgent medical assistance.

11. Data protection roles and DPA

For patient and clinic records, the Customer is controller and WAdoc is processor. For accounts, billing, security, support and service communications, WAdoc is controller as described in the Privacy Notice.

The Data Processing Addendum is incorporated by reference and governs processing of Customer Data. It includes documented instructions, confidentiality, security, subprocessors, assistance, incident notification, transfers, audits and deletion or return obligations under GDPR Article 28, KVKK Articles 9 and 12 where applicable.

12. Support access and security

WAdoc staff access Customer Data only to resolve an open support request or address a security or legal need. Access requires an opened case and recorded reason, expires after four hours and is logged. The Customer can see support-access records.

Security measures include role-based access, doctor-level patient scoping, multi-factor sign-in for platform and support roles, encryption in transit, hashed session tokens, CSRF protection, audit logging, backups, erasure-journal replay after restore, WhatsApp message-text redaction after 30 days and clinic-snapshot expiry after 30 days. Details are in the DPA.

13. Customer Content, intellectual property and feedback

The Customer retains its rights in Customer Data. It grants WAdoc only the limited right to host, process and transmit Customer Data to provide, secure and support the Service according to the Customer’s documented instructions. This licence does not permit WAdoc to use patient content to improve its products.

WAdoc may use aggregated, de-identified service metrics that do not identify a Customer, User or Patient to operate and improve the Service. WAdoc retains its software, brand, documentation and Service intellectual property. Feedback may be used without restriction or payment, provided it does not include Customer Data or confidential information.

14. Mutual confidentiality

Each party must protect the other’s non-public business, technical and personal information with reasonable care, use it only to perform these Terms and disclose it only to personnel and contractors who need it and are bound by confidentiality. These duties do not cover information lawfully public, already known without restriction, independently developed or lawfully received from another source.

WAdoc acknowledges the heightened confidentiality and medical-secrecy obligations associated with patient information and binds personnel with access to Customer Data to confidentiality. A legally required disclosure must, where lawful, be preceded by notice and limited to what is required.

15. Service commitment and disclaimers

WAdoc will provide the Service with reasonable skill and care and materially as described. The Customer is responsible for its configuration, internet connection, devices and compliance obligations.

The Service is otherwise provided as available, to the extent permitted by law. WAdoc does not guarantee uninterrupted operation or that the Service satisfies every professional or regulatory requirement.

16. Liability

Each party’s aggregate liability arising from these Terms is limited to the greater of fees paid or payable in the 12 months before the event giving rise to the claim and EUR 1,000. Neither party is liable for indirect or consequential loss.

The cap and exclusions do not apply to wilful misconduct, gross negligence, fraud, death or personal injury, breach of confidentiality, the Customer’s payment obligations, or liability that cannot lawfully be limited, including under Portuguese Decree-Law 446/85 Article 18 or Turkish Code of Obligations Article 115 where applicable. Data-protection liability follows GDPR Article 82.

17. Mutual indemnities

The Customer will indemnify WAdoc against third-party claims arising from the Customer’s unlawful content or messages, breach of Meta policies, or breach of its controller obligations. WAdoc will indemnify the Customer against third-party claims that the Service infringes intellectual-property rights.

An indemnity applies only if the protected party gives prompt notice, permits the indemnifying party to control the defence and settlement, and provides reasonable cooperation. No settlement may admit fault or impose non-monetary obligations on the protected party without consent. These indemnities remain subject to Section 16 except where law prohibits limitation.

18. Suspension

WAdoc may suspend only the affected access or feature for non-payment as described in Section 8, a material security risk, unlawful use, a material breach, sanctions restrictions, a provider restriction or a binding legal requirement. WAdoc will give notice where practicable, explain the reason and restore access promptly after the cause is cured. Emergency action may be taken without advance notice where necessary to protect people, data or the Service.

19. Termination, export, deletion and switching

The Customer may terminate at any time, effective at the end of the paid period. Either party may terminate for a material breach not cured within 30 days after written notice.

On termination, WAdoc provides a 30-day export window in read-only mode. On request, WAdoc provides an export of Customer Data in a structured, commonly used, machine-readable format. Customer Data is deleted from live systems within the next 30 days and from backups as they expire, within 30 days, except billing or tax records WAdoc must retain by law or controller data retained under the Privacy Notice. WAdoc provides written confirmation on request.

Where EU Data Act Chapter VI applies, WAdoc supports a transition period of up to 30 days, a switching notice period of no more than two months and no switching charges.

20. Subprocessors and hosting

The subprocessors, purposes and change process are set out in the DPA: Amazon Web Services, Cloudflare, Meta Platforms when connected, Stripe for billing only, Brevo for transactional email, and Google for optional User sign-in.

The Service is hosted on Amazon Web Services; WAdoc discloses the hosting region on request to privacy@wadoc.online. International transfers use safeguards described in the DPA.

21. Changes to these Terms

WAdoc will give at least 30 days’ notice of a materially adverse change by email to billing owners and in the Service. The notice will identify the new version and effective date. Continued use after the effective date constitutes acceptance. The Customer may terminate before that date if it does not agree.

22. Governing law and disputes

These Terms are governed by Portuguese law, without prejudice to mandatory law in the Customer’s country. The courts of Lisbon will have exclusive jurisdiction, subject to any mandatory forum that applies.

23. General terms

Order of precedence is: signed Enterprise Order Form, DPA, these Terms, then documentation. These documents are the entire agreement about the Service. If a provision is unenforceable, the rest remains effective. Failure to enforce is not a waiver.

Neither party may assign these Terms without consent, except WAdoc may assign them in a merger, corporate reorganisation or sale of substantially all relevant assets with notice. Notices to WAdoc go to legal@wadoc.online; notices to the Customer go to its billing owner. Privacy and security reports go to privacy@wadoc.online.

Neither party is liable for delay caused by events beyond reasonable control. The parties are independent contractors. Each party must comply with applicable sanctions and export-control laws.

English controls. Any translation is provided for convenience.