Operator Agreement

This agreement sets out how Skinvoicer looks after a clinic's client information, as POPIA (sections 20 and 21) requires between a responsible party and its operator. It forms part of the Skinvoicer Terms of Service.

1. The parties

• The clinic: the business that opens a Skinvoicer account ("the Clinic"). The Clinic is the responsible party.
• Skinvoicer: Yurav Sukeri t/a Skinvoicer, Information Officer registration no. 2026-067194 ("Skinvoicer"). Skinvoicer is the operator.

2. What information and why

Skinvoicer processes the Clinic's client information only to provide the Skinvoicer service. That information includes:

• client names, contact details and dates of birth;
• health information the Clinic records with the client's consent, such as medication, conditions and allergies (special personal information under POPIA);
• treatment and visit records, therapist notes and custom sections;
• signed consent forms and signatures;
• before and after photos;
• invoices and payment status.

3. Skinvoicer's obligations

Skinvoicer will:

1. process the information only on the Clinic's instructions and to provide the service, never for its own purposes;
2. keep it confidential and never sell it, use it for marketing, or contact the Clinic's clients;
3. only let people access it who need to for the service, and who are bound to keep it confidential;
4. keep the security measures in section 4 in place;
5. help the Clinic meet its own POPIA duties where it reasonably can.

4. Security measures

• Separation: each clinic can only access its own data, enforced by database row-level security.
• Private files: photos and signatures are stored in private storage and opened only through short-lived signed links.
• Encryption: all connections use HTTPS, data is encrypted at rest by our hosting provider, and passwords are never stored in plain text.
• Tamper-proof consent: signed consent records can't be edited or deleted, and each one stores the exact wording that was signed.
• Backups: data is backed up every night so it can be restored after a fault. Backups are encrypted before they leave our systems and are kept for 30 days.

5. Sub-operators and storage outside South Africa

Skinvoicer uses four providers, all outside South Africa: Supabase (database and file storage) and Vercel (app hosting), both with servers in Ireland (European Union); Resend (emailing invoices to clients), based in the United States; and GitHub (United States), which stores only encrypted nightly backups that can't be read without our backup password. Supabase, Vercel and Resend are bound by data processing agreements that require security and confidentiality at least as strong as this agreement, as POPIA section 72 requires. GitHub only ever holds encrypted files that it cannot read. Skinvoicer will tell the Clinic before adding or replacing a provider that stores client information.

6. Security breaches

If Skinvoicer has reasonable grounds to believe the Clinic's client information has been accessed or acquired by someone unauthorised, it will tell the Clinic immediately, as POPIA section 21(2) requires, and in any event within 72 hours. The notice will say what happened, what information is affected and what Skinvoicer has done. The Clinic decides on notifying its clients and the Information Regulator, and Skinvoicer will help.

7. Requests from the Clinic's clients

If a client asks Skinvoicer directly to see, correct or delete their information, Skinvoicer will pass the request to the Clinic and won't act on it without the Clinic's instruction. Skinvoicer will help the Clinic respond, for example by exporting a client's records.

8. When the service ends

• The Clinic can download an export of its client information at any time, including before its account closes (Settings → Download my data), or ask Skinvoicer to help.
• Skinvoicer deletes the Clinic's client information, including photos and signatures, within 30 days of the account closing, and backup copies within a further 30 days.
• The Clinic is responsible for keeping any records it must hold by law or professional rules after the account closes, using the export.

9. Accepting this agreement

The Clinic accepts this agreement by ticking "I agree" when it creates its Skinvoicer account. Skinvoicer is bound by it from that moment. If the Clinic would like a signed copy, email yuravinvoicing@gmail.com and we will send one.