Terms & Conditions

Last updated: August 2026

These Terms and Conditions ("Terms") govern your use of the Acoptom application ("the App"), whether accessed via a web browser or installed on a mobile device, operated by Aretha Coetzee Optometrists (HPCSA Practice No: 0126365) ("we", "us", "the Practice").

By creating an account, logging in, or using any part of the App, you agree to be bound by these Terms. If you do not agree, please do not use the App.

1. Who Can Use the App

You must be 18 years or older to create an account. If you are booking or managing appointments on behalf of a minor or dependant, you confirm that you are their parent, legal guardian, or otherwise authorised to do so, and that the information you provide about them is accurate.

2. Your Account

• You are responsible for keeping your login details (email and password) confidential, and for all activity that happens under your account.
• You agree to provide accurate, current, and complete information when registering and when booking appointments, including for any dependants added to your account.
• If you believe your account has been accessed without your permission, please contact us immediately.

3. Bookings and Appointments

• The App allows you to book, view, and manage eye care appointments with the Practice.
• A booking is only confirmed once it reflects as confirmed in the App or you receive confirmation from us.
• We reserve the right to decline, reschedule, or cancel a booking where necessary — for example due to practitioner unavailability, public holidays, or unforeseen circumstances — and will make reasonable efforts to notify you and offer an alternative time.

4. Cancellations and No-Shows

If you need to cancel or reschedule an appointment, please do so at least 24 hours before your scheduled time, using the App or by contacting us directly. There is no cancellation fee at this time. Repeated no-shows or late cancellations may result in restrictions on your ability to book future appointments through the App.

5. Not a Substitute for Emergency Care

The App is a booking and administrative tool only. It is not intended for use in a medical emergency. If you are experiencing a medical or eye-related emergency, please contact emergency services or go to your nearest emergency room immediately — do not rely on the App to reach us urgently.

Nothing in the App constitutes medical advice, diagnosis, or treatment. Any clinical advice, diagnosis, or treatment will only be given to you directly by a qualified practitioner during a consultation.

6. Acceptable Use

You agree not to:

• Use the App for any unlawful purpose, or in a way that could damage, disable, or impair the App;
• Attempt to gain unauthorised access to any part of the App, other users' accounts, or our systems;
• Submit false, misleading, or fraudulent information when registering or booking;
• Use the App to harass, abuse, or send unsolicited communications to Practice staff.

We reserve the right to suspend or terminate any account that we reasonably believe breaches these Terms.

7. Your Information and Privacy

We collect and process personal information (including health-related information you choose to share, such as through the patient application form) in order to provide our services to you. This is handled in accordance with the Protection of Personal Information Act (POPIA). For full details on what we collect, how we use it, and your rights, please see our Privacy Policy.

8. Intellectual Property

The App, including its design, text, graphics, logos, and underlying software, is owned by or licensed to the Practice and is protected by South African copyright and other intellectual property laws. You may not copy, reproduce, distribute, or create derivative works from the App without our prior written permission.

9. Availability and Changes to the App

We aim to keep the App available and functioning correctly, but we do not guarantee uninterrupted or error-free access. We may update, modify, or discontinue features of the App at any time, with or without notice. We may also update these Terms from time to time; continued use of the App after changes are published constitutes acceptance of the updated Terms.

10. Limitation of Liability

To the maximum extent permitted by South African law, the Practice will not be liable for any indirect, incidental, or consequential loss or damage arising from your use of, or inability to use, the App — including but not limited to loss of data, missed appointments due to technical issues, or third-party service interruptions (such as WhatsApp or email delivery).

Nothing in these Terms limits or excludes our liability where it would be unlawful to do so, including liability for gross negligence or wilful misconduct as recognised under South African law.

11. Indemnity

You agree to indemnify and hold the Practice harmless against any claims, losses, or damages arising from your breach of these Terms, or from information you have provided that is false or misleading.

12. Governing Law

These Terms are governed by the laws of the Republic of South Africa. Any disputes arising from these Terms or your use of the App will be subject to the jurisdiction of the South African courts.

13. Contact Us

If you have any questions about these Terms, please contact us: