Refund and Cancellation Policy

StazaCare Practice Management Platform

A product of Stazalog (Pty) Ltd, Registration No. 2018/235771/07

This Refund and Cancellation Policy forms part of, and must be read together with, the StazaCare Terms and Conditions. It explains when a Practice is entitled to a refund, how cancellation works during the 12-month Initial Term, and what fees may apply. Capitalised terms not defined in this Policy bear the meaning given to them in the Terms and Conditions.

1. No Free Trial — Payment Due on Registration

1.1 StazaCare does not offer a free trial period. Payment of the first Monthly Fee (R749.00, excluding VAT where applicable) is due immediately upon the Practice registering for the Platform, and the Practice's 12-month Initial Term commences on that date.

2. Initial Refund Window (Day 1 to Day 7)

2.1 The Practice may cancel its subscription, for any reason, within seven (7) calendar days of its first payment being processed, and will receive a full refund of that first payment. No early-cancellation administrative fee described in Clause 3 applies to a cancellation made within this window.

2.2 This seven (7) day refund window applies once only, to the Practice's first payment. It does not reset or recur on any subsequent monthly payment within the Initial Term or any renewal term. From the second monthly payment onward, cancellation is governed by Clause 3 of this Policy, not this Clause 2.

3. Cancellation After the Initial Refund Window

3.1 The Practice may cancel its subscription at any time after the initial refund window described in Clause 2, including at any point during the remainder of the 12-month Initial Term or a renewal term.

Early-cancellation administrative fee	R2,000.00 (excluding VAT, where applicable), once-off
What the fee covers	StazaCare's reasonable administrative cost of processing the early exit, including account closure, and the export or deletion of Practice Data in accordance with Annexure A (Operator Agreement)
How the fee is charged	Automatically to the payment method held on file with PayFast, within 48 hours of StazaCare receiving the Practice's cancellation request
Further Monthly Fees	None. Once the early-cancellation administrative fee has been charged, the Practice will not be billed the Monthly Fee for any further month, and has no further payment obligation to StazaCare for the remainder of the Initial Term or renewal term
Fees already paid	Non-refundable, save as described in Clause 2 (initial refund window) or Clause 4 (StazaCare-initiated termination without cause)

3.2 For example, if a Practice cancels in month 3 of its Initial Term, it will pay the R2,000.00 early-cancellation administrative fee, will not be billed for months 4 to 12, and will have no further payment obligation to StazaCare in respect of that Initial Term.

4. Non-Renewal (No Fee)

4.1 A Practice that simply does not wish to continue its subscription beyond the end of its current 12-month Initial Term or renewal term is not "cancelling early" and is not liable for the early-cancellation administrative fee described in Clause 3.

4.2 To avoid automatic renewal, the Practice (or StazaCare) must give at least 30 days' written notice before the end of the then-current term, in accordance with Clause 5.3 of the Terms and Conditions. Where such notice is properly given, the subscription simply ends at the close of the then-current term, with no further Fees payable and no early-cancellation administrative fee charged.

5. Cancellation or Termination Initiated by StazaCare

5.1 Where StazaCare terminates the Practice's subscription for convenience (Clause 9.1 of the Terms and Conditions) other than for the Practice's breach, StazaCare will refund a pro-rata portion of any Monthly Fee already paid in respect of the period after the effective date of termination, and no early-cancellation administrative fee applies.

5.2 Where StazaCare suspends or terminates the Practice's subscription for non-payment or material breach (Clause 9.2 of the Terms and Conditions), Fees already paid are non-refundable, and the Practice remains liable for any Fees accrued and due up to the date of termination. The early-cancellation administrative fee described in Clause 3 does not apply in these circumstances, without prejudice to any other remedy available to StazaCare.

6. Refund Method and Timing

6.1 Any refund due under this Policy will be processed to the original payment method used, via PayFast, within 10 business days of the refund becoming due.

6.2 StazaCare is not responsible for delays in a refund reflecting in the Practice's bank or card account once processed by PayFast, as this depends on the Practice's bank or card issuer.

7. How to Cancel

7.1 All cancellation requests must be submitted in writing by email to stazalog@gmail.com. StazaCare does not accept cancellation requests submitted through the Platform's account settings or any other in-Platform functionality.

7.2 A cancellation request is effective on the date it is received by StazaCare at the email address in Clause 7.1, and the timing of any applicable refund or fee under this Policy is calculated from that date.

7.3 A cancellation request will only be actioned where it is submitted by, or accompanied by documented proof of authority from, the Practice's registered Owner. Specifically, the request must be signed by the Owner and accompanied by a certified copy of the Owner's South African identity document or passport, so that StazaCare can verify that the request has been made by, or with the authority of, the person legally entitled to cancel the Practice's subscription.

7.4 A certified ID or passport copy submitted under Clause 7.3 will be used solely to verify the requester's identity and authority, will be handled in accordance with the Privacy Policy, and will be securely deleted once the cancellation request has been verified and processed, save where StazaCare is required to retain it for a longer period to comply with law or to establish, exercise, or defend a legal claim.

8. Your Rights Under the Consumer Protection Act

8.1 Nothing in this Policy limits any right a Practice may have under section 14 of the Consumer Protection Act 68 of 2008, to the extent that Act applies to the Practice. Where the Consumer Protection Act applies, this Policy is intended to give the Practice cancellation rights at least as favourable as, and in most respects more favourable than, those the Act requires, including by charging a fixed, cost-justified administrative fee rather than a fee based on the value of the remaining term.

9. Contact Us

Company	Stazalog (Pty) Ltd, trading as StazaCare
Telephone	082 304 4740
Email	stazalog@gmail.com