Legal
Terms of Use
Last updated: March 2026
Agreement
By creating a PracticeDesk account or using any PracticeDesk service — including our website, web applications, or any software tool we provide — you agree to these Terms of Use. If you do not agree, do not use PracticeDesk.
These terms constitute a binding agreement between you and Quan Malan trading as PracticeDesk, Pretoria, South Africa.
What PracticeDesk is
PracticeDesk is a practice management platform for professional coaches and wellness practitioners. It provides tools including AI-powered client intake, session note assistance, market intelligence, practice administration features, and other products as they are released.
PracticeDesk is an administrative and operational tool — it is not a clinical service, therapeutic service, or medical service of any kind.
These terms apply to all PracticeDesk products and services, including those available now and those that will be introduced in the future. As new products are released, any additional specific terms will be communicated clearly.
Who can use PracticeDesk
PracticeDesk is intended for professional coaches, wellness practitioners, and the clients they serve. You must be 18 years or older to create a coach account. By creating an account you confirm that you are a professional practitioner or are using PracticeDesk software at the direction of your coach or wellness professional.
Coach responsibilities
As a coach using PracticeDesk you are responsible for:
- Obtaining appropriate consent from your clients before inviting them to use any PracticeDesk tool
- Ensuring your clients understand that certain features are powered by artificial intelligence
- Maintaining the confidentiality of client information you access through PracticeDesk
- Using PracticeDesk in compliance with any professional codes of conduct applicable to your practice
- Ensuring your use of PracticeDesk complies with applicable laws in your jurisdiction
- Taking responsibility for how you use AI-generated content in your professional practice
PracticeDesk provides tools to assist your practice. All professional judgement, ethical responsibility, and duty of care toward your clients remains entirely with you.
AI disclaimer
PracticeDesk uses artificial intelligence across multiple features of our platform. AI-generated content — including client briefs, session notes, research reports, and any other AI-assisted output — is provided as a starting point to assist your professional judgement. It is not a substitute for your own assessment, expertise, or professional responsibility.
AI-generated content may contain inaccuracies, omissions, or errors. Always apply your own professional judgement when working with clients. PracticeDesk makes no warranty that AI-generated content is accurate, complete, or appropriate for any specific situation.
What PracticeDesk is not
PracticeDesk is not a mental health service. It is not a crisis intervention service. It is not a substitute for professional psychological or medical assessment. If a client discloses information suggesting they are in crisis or require professional mental health intervention, you as the coach are responsible for responding appropriately, including referring them to qualified mental health professionals.
No PracticeDesk product or feature should be interpreted as providing clinical, therapeutic, or medical advice.
Data and privacy
Your use of PracticeDesk is governed by our Privacy Policy. By using PracticeDesk you agree to our data practices as described in that policy. Coaches are responsible for ensuring their clients understand how their information is used before interacting with any PracticeDesk tool.
Acceptable use
You agree not to use PracticeDesk to:
- Process information about individuals without their consent
- Attempt to circumvent security or rate limiting measures
- Use the platform for any unlawful purpose
- Attempt to access another coach's client data
- Store or process information unrelated to your coaching or wellness practice
- Reverse engineer, copy, or reproduce any part of the PracticeDesk system without written permission
Subscription and payment
PracticeDesk is offered on a subscription basis. Subscription fees are charged in advance. You may cancel at any time — cancellation takes effect at the end of your current billing period. We do not offer refunds for partial billing periods. We reserve the right to change pricing with 30 days notice to active subscribers.
Individual PracticeDesk tools may be available separately or as part of a bundled subscription. Pricing and availability of individual tools will be communicated clearly on our website.
Limitation of liability
PracticeDesk is provided as-is without warranty of any kind. To the maximum extent permitted by South African law, Quan Malan trading as PracticeDesk shall not be liable for any indirect, incidental, or consequential damages arising from your use of PracticeDesk or any of its tools. Our total liability to you shall not exceed the amount you paid for PracticeDesk in the three months preceding any claim.
Governing law
These terms are governed by the laws of the Republic of South Africa. Any disputes shall be resolved in the courts of South Africa.
Changes to these terms
We may update these terms as PracticeDesk grows and new products are introduced. We will notify you by email before significant changes take effect. The date at the top of this document reflects when it was last updated. Continued use of PracticeDesk after changes constitutes acceptance of the updated terms.