Terms & Conditions

These terms form a contract between you and Nika laboratory ("we", "us", "our"), trading as Nikas Lab Tracker. By creating an account or continuing to use the service, you accept these terms. If you are accepting on behalf of a dental practice or a laboratory, you confirm you have authority to bind that organisation.

Nikas Lab Tracker is subscription software that lets dental practices and dental laboratories record and track dental cases (dentures, crowns and orthodontic work), exchange online lab slips, message each other, and record invoice estimates and invoices. Access is granted for the duration of a paid subscription period.

The subscription costs R400 per month per account, in South African rand, charged by card and renewed automatically each month until you cancel. Both dental practices and dental laboratories pay the same fee for their own account. There is one plan and no per-case charges.

Payment processing, billing, tax calculation, invoicing, cancellation mechanics and refund handling are governed by Paddle's Buyer Terms, available at paddle.com/legal/checkout-buyer-terms.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

You may cancel at any time from your account. When you cancel, your account remains fully usable until the end of the month you have already paid for, and access ends at that point.

If a card payment fails, your existing cases, lab slips, messages, invoices and price lists remain available to you, but you cannot open new cases until payment is brought up to date. We do not delete your data while your account is dormant.

You must keep your sign-in credentials confidential and are responsible for all activity carried out under your account. You must provide accurate information and keep it up to date, including your organisation name, your laboratory or practice link details, and your card details.

You keep ownership of the patient, case and invoice information you enter. You grant us a limited licence to host and process it solely so we can provide the service to you and to the organisations you are linked to. You confirm you have the right to submit the information you enter, including patient information, and that you hold the necessary consents and mandates from your patients and from the practitioner concerned.

We keep ownership of the software, the interface, the documentation and the Nikas Lab Tracker and Nika laboratory branding. You receive a limited, non-exclusive, non-transferable right to use the service for your own practice or laboratory operations during your subscription. You may not resell, redistribute, reverse-engineer, or circumvent any limit in the service.

You must not:

• use the service unlawfully, or to process patient information you are not entitled to hold;
• commit or facilitate fraud, or send spam or unsolicited bulk messages;
• infringe anyone's intellectual property, or upload material you have no right to use;
• interfere with the security or operation of the service, including probing, scanning, scraping, introducing malware, or attempting to access another organisation's data.

We work to keep the service available and accurate, but we do not guarantee uninterrupted or error-free performance. Brief outages, scheduled maintenance and changes to features may occur. You should keep your own records of anything material to your practice or laboratory.

We may suspend or end your access for a material breach of these terms, for non-payment, where there is a security or fraud risk, or for repeated or serious violations of the acceptable use rules. When access ends, you may ask us for an export of your data within 30 days; after that we delete or anonymise it, subject to records we are legally required to keep.

The service is provided without warranties of merchantability or fitness for a particular purpose, to the fullest extent the law allows. Our total liability to you for claims arising from the service is capped at the fees you paid in the six months before the claim. We are not liable for indirect or consequential loss, including loss of profits, goodwill or data. Nothing in these terms limits liability for fraud, or for death or personal injury caused by our negligence.

We are not responsible for failure to perform where the cause is outside our reasonable control, including network or hosting failures, strikes, civil disruption, and failures of payment providers or other suppliers.

You may not assign this agreement without our written consent. We may assign it in connection with a merger, sale or restructuring, on terms that do not reduce your rights.

These terms are governed by South African law. The parties will first try to resolve any dispute in good faith; if that fails, the courts of Johannesburg, South Africa, have jurisdiction.

These terms sit alongside our Privacy Notice and our Refund Policy. If they conflict on payment, billing, tax, cancellation or refund mechanics, Paddle's Buyer Terms and our Refund Policy apply to those mechanics.