Facility Terms

Last updated: 2 July 2026

These Facility Terms apply to healthcare facilities and related employers ("Facilities", "you") using the Ambassadex Workforce platform (the "Platform"), operated by Ambassadex (Pty) Ltd ("Ambassadex"). They apply together with, and form part of, the Platform Terms of Service. By registering a facility account you confirm you are authorised to bind your organisation.

1. What the Platform Provides to Facilities

The Platform is a workforce coordination and workforce management tool. For facilities it provides workforce discovery and recruitment, job posting, roster coordination and sharing, shift scheduling with clock-in/clock-out timesheet capture, leave management, structured HR documentation templates, and non-custodial payroll calculation support.

Ambassadex operates strictly as a software platform provider. It is not an employer of record, labour broker, temporary employment service, recruitment agency, or payroll processor.

2. You Remain the Employer

All employment relationships exist directly between your facility and the professionals you engage. Ambassadex does not employ the healthcare professionals on the Platform. Your facility remains solely responsible for:

• Employment contracts and remuneration agreements
• Workplace policies and workplace safety
• Disciplinary processes and termination decisions

3. Payroll Boundary — Funds Stay With You

The Platform's payroll tools are calculation and administration tools only, supporting BCEA-aware calculations from approved timesheets. Payroll funds never pass through Ambassadex. Ambassadex does not process payments, hold or control payroll funds, guarantee salary payments, verify banking details or warrant payroll accuracy. Your facility remains responsible for payroll accuracy, statutory deductions, salary payments and all banking transactions.

4. Statutory Compliance Is Yours

Ambassadex does not perform statutory submissions, including SARS payroll submissions, UIF declarations, COIDA filings and PAYE reconciliations. The Platform may generate data exports to assist, but your facility remains responsible for all statutory compliance and regulatory reporting.

5. Verification

Facilities may be required to supply licensing and compliance documentation before recruitment features are enabled. Healthcare professionals on the Platform have their SAPC, HPCSA or SANC registration verified before shift matching; this confirms registration status at the time of checking and is not a warranty of any person's competence, conduct or suitability. You remain responsible for your own onboarding, induction and clinical governance checks.

6. Packages, Billing and Payment

Facility access is provided through subscription packages:

• Billing cycles are monthly, 6-month or annual, always paid upfront for the full period. A 6-month commitment carries a 7% discount and an annual commitment a 20% discount.
• Payment is currently via EFT with payment-reference matching; your package activates once payment is completed and profile creation is unlocked.
• Staff members you invite under your facility account are not charged individually.
• Package entitlements are enforced automatically. On expiry, job posting and applications are disabled, existing jobs are paused (not deleted) and roster access becomes read-only, in line with the published package lifecycle.

7. Refunds and Cancellation

Packages are billed upfront and are non-refundable once activated (activation occurs when payment is completed and profile creation is unlocked). No pro-rata refunds are provided. You may cancel auto-renewal at any time and your access remains active until the end of the paid billing period. Exceptional refunds are discretionary and considered only for duplicate or erroneous charges, a technical failure that prevented access, or verification rejected before any platform access was granted. Statutory consumer rights that cannot lawfully be excluded are not affected.

8. Acceptable Use and Security Rules

You agree not to misrepresent your facility or its licensing status, create duplicate or misleading accounts, misuse payroll or referral systems, post misleading job or compensation information, or use the Platform in breach of any law or regulation.

You and your authorised users must not:

• Upload malware, viruses, harmful code or unlawful material.
• Attempt to bypass, weaken, disable, probe, scan or interfere with Platform security without written permission from Ambassadex.
• Access or attempt to access accounts, dashboards, files, documents, records, databases or systems you are not authorised to access.
• Use another person's login details, allow another person to use yours, or share authentication codes.
• Share screenshots, documents, user information or Platform records in an unauthorised manner.
• Misuse, copy, disclose or unlawfully process another person's personal information.
• Use bots, scripts, automated tools, scraping technologies or bulk extraction tools without written permission from Ambassadex.
• Do anything that may compromise the security, confidentiality, integrity or availability of the Platform or any information processed through it.

9. Information, Availability and Enforcement

Information supplied by Platform users (including professionals' profiles and availability) is not guaranteed by Ambassadex to be accurate or complete — verify employment terms directly. Service interruptions may occur and uninterrupted access is not guaranteed; your facility must maintain its own operational continuity procedures. Ambassadex may suspend accounts, restrict access, revoke features or remove content where these Terms or Platform policies are violated; enforcement actions are audit logged.

10. Liability

To the maximum extent permitted by law, Ambassadex is not liable for employment disputes, payroll disputes, workplace incidents, disciplinary outcomes, employment termination claims, or regulatory compliance failures by your facility. Ambassadex's liability is limited strictly to the provision of the software platform and, in aggregate, to the subscription fees paid for the billing period in which the claim arose.

11. Data Protection, Law and Contact

Personal information processed on the Platform — verification documents, timesheets, payroll inputs — is handled in line with POPIA and our published Privacy Policy, and is never sold. These Terms are governed by the laws of the Republic of South Africa and disputes are subject to the jurisdiction of the South African courts. Questions: info@ambassadex.co.za.