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Terms of service

Last updated: 31 July 2026

These Service Terms apply when you subscribe to Waiting Room Screens. By asking us to connect your screen or continuing with the service after the seven-day trial, you agree to these terms.

In these terms, “we”, “us” and “Waiting Room Screens” refer to Waiting Room Screens. “You” and “the practice” refer to the person or practice using the service.

1. The service

Waiting Room Screens provides digital content designed to be displayed on a registered television or compatible display device in a medical practice.

The service may include:

  • Access to our Core Compliance Screens.
  • Updates and corrections to the Core Compliance Screens.
  • Remote management of the content feed connected to your registered screen.
  • Optional custom content created specifically for your practice.

Each annual subscription applies to one registered TV unless otherwise stated in your quotation or invoice.

2. Seven-day trial

Your seven-day trial begins on the day your TV is successfully connected to the Waiting Room Screens content feed.

We will provide an invoice during the trial period. Payment is due by the end of the seven-day trial if you wish to continue using the service.

If payment has not been received by the end of the trial, we will assume that you do not wish to continue and the screen will be deactivated. The screen may display a message indicating that no feed is currently available.

If payment is received after the screen has been deactivated, we can reactivate the content feed.

3. Annual subscription term

The subscription term is 12 months and begins on the date the TV is first successfully connected.

Once the annual subscription has been paid, the licence remains active until the end of the 12-month term.

The annual subscription fee is paid upfront and is non-refundable. No refunds or credits are provided for unused months, except where a refund is required by applicable law.

Annual fee adjustments

The subscription fee is fixed for the duration of the current paid 12-month term.

Subscription fees are reviewed annually and may be adjusted when the subscription is renewed. Adjustments may reflect changes in software and licensing costs, the rand–US dollar exchange rate, inflation and other reasonable operating costs.

Any revised subscription fee will apply only to the next subscription term. We will notify you of the applicable renewal fee before your current term expires.

4. Cancellation

You may cancel the service at any time by contacting us through the email address or contact form provided on our website.

We ask that you provide at least two months’ written notice if you do not wish to continue beyond the end of your current term.

Cancelling during a paid 12-month term does not qualify you for a full or pro-rata refund. Your licence and content feed will remain available until the end of the paid term, after which the screen will be deactivated.

5. Compatible equipment

The practice is responsible for providing:

  • A compatible Android TV, Android TV box or other supported device.
  • Access to the Google Play Store.
  • A reliable internet connection.
  • Electricity and functioning display equipment.
  • Installation of the required signage app.

A television described as a “Smart TV” is not necessarily an Android TV and may not support the required app.

If your existing TV is not compatible, we may recommend that you purchase a suitable Google TV or Android TV box. Unless specifically included in a separate quotation or invoice, the purchase, installation and maintenance of this equipment remain the practice’s responsibility.

The practice is responsible for confirming that the required app has been correctly installed on its device.

6. Pairing and setup assistance

Waiting Room Screens will assist with pairing the installed signage app to the correct content feed.

Our setup assistance is limited to:

  • Providing the required app information.
  • Providing or confirming the screen pairing code.
  • Pairing the registered screen with the correct presentation.
  • Confirming that the Waiting Room Screens content feed has been assigned to the screen.

We do not provide technical support, repairs or troubleshooting for:

  • Televisions.
  • Android or Google TV boxes.
  • Internet connections or Wi-Fi networks.
  • Electrical problems.
  • Google accounts or the Google Play Store.
  • The installation or operation of third-party hardware.
  • Other device-specific technical problems.

Where a problem relates to the television, internet connection, hardware or device configuration, the practice may need to contact an appropriate technician or specialist.

7. Core Compliance Screens

The Core Compliance Screens are created, reviewed and updated by Waiting Room Screens in collaboration with Coastal IPA.

Every reasonable effort is made to keep the information accurate and current. However, laws, regulations, professional requirements and guidance may change, and we cannot guarantee that every screen will always be complete, error-free or applicable to every individual practice.

The Core Compliance Screens are intended to support a practice’s compliance efforts. They do not replace the practice’s responsibility to understand and comply with the legal, regulatory and professional requirements that apply to it.

If you notice an error, omission or outdated item, please notify us as soon as possible. We will investigate the issue and, where a correction is required, update the relevant Core Compliance Screen.

It is important that your TV has an active internet connection to receive updated content when published.

To the extent permitted by law, Waiting Room Screens will not be held liable for loss or damage arising from an error, omission, delay in updating content or reliance on the Core Compliance Screens.

8. Custom content

Custom content may be added to your presentation by separate agreement and may be subject to additional design, hosting or management fees.

Unless otherwise agreed in writing:

  • The practice must provide the required wording, photographs, logos, prices, opening hours, staff details and other relevant information.
  • We may provide guidance on the format in which the information should be supplied.
  • The initial design process includes no more than two rounds of revisions.
  • Additional slides, substantial changes or further revisions may be quoted separately.
  • The practice must review and approve the custom content before it is published.
  • The practice is responsible for checking that all information is complete, accurate and current during the revision and approval process.
  • The practice must have permission to use any logos, photographs, graphics or other material supplied to us.

Waiting Room Screens is not responsible for errors in information that was supplied or approved by the practice.

The pricing and services included with custom content will be confirmed in the applicable quotation or invoice.

9. Content updates

Updates to the Core Compliance Screens are included in the annual subscription.

Changes to custom content are not automatically included unless they are specifically listed in your quotation, invoice or custom-content agreement.

The practice must notify us when practice-specific information changes. Waiting Room Screens is not responsible for outdated custom information where the practice has not provided the updated details.  It is important that your TV has an active internet connection to receive updated content when published.

10. Third-party signage app

The content feed is delivered through a third-party signage app installed on the practice’s device.

Waiting Room Screens uses a pairing code to connect the device to the correct presentation. We do not provide the signage app with the practice’s contact name or email address as part of the screen-pairing process.

The signage app is provided and operated by a third party. Its availability, operation, updates and data practices are governed by the app provider’s own terms and privacy notices.

The practice should review the current app information, permissions, terms and privacy notices displayed in the Google Play Store before installing or using the app.

Waiting Room Screens is not responsible for changes made by the app provider, Google Play or the device manufacturer.

11. Service availability

The service depends on functioning third-party software, compatible equipment, electricity and internet connectivity.

We will make reasonable efforts to keep the content feed available, but uninterrupted service cannot be guaranteed.

Waiting Room Screens is not responsible for interruptions caused by circumstances outside our reasonable control, including:

  • Load-shedding or power failures.
  • Internet or network outages.
  • Television or hardware failure.
  • Problems with the practice’s device or Google account.
  • Third-party app outages or updates.
  • Google Play service interruptions.
  • Maintenance or changes made by third-party providers.

Where an interruption is caused by the Waiting Room Screens content feed, we will make reasonable efforts to investigate and restore the service.

12. Use of the content

Your subscription gives you permission to display the Waiting Room Screens content on the registered TV for the duration of the paid subscription term.

The Core Compliance Screens and their designs may not be copied, downloaded, altered, resold, redistributed or used on additional screens without written permission.

A separate subscription is required for each registered TV unless otherwise agreed in writing.

13. Privacy

Personal information provided to Waiting Room Screens is handled in accordance with the Privacy Policy published on our website.

Any information collected directly by the third-party signage app is governed by that provider’s own privacy policy and terms.

14. Suspension or deactivation

We may deactivate the content feed where:

  • Payment has not been received by the end of the seven-day trial.
  • The paid subscription term has expired.
  • The service is being used on an unregistered screen.
  • The content or service is being copied, shared or used without permission.
  • Continued use would breach these Service Terms or applicable law.

Where appropriate, the screen may display a message indicating that no content feed is currently available.

15. Changes to the service

Waiting Room Screens may make reasonable changes to the service, Core Compliance Screens, supporting technology or these Service Terms.

Where a change materially affects an active paid subscription, we will make reasonable efforts to notify the affected practice.

16. Applicable law

These Service Terms are governed by the laws of the Republic of South Africa.

Nothing in these terms excludes or limits any right or remedy that cannot lawfully be excluded or limited.

17. Contacting us

Questions, cancellation notices, content corrections and service queries may be submitted using the contact information or contact form published on the Waiting Room Screens website.