1.⁠ ⁠WELCOME
 

1.1. Welcome to the Women’s Wellness Practice website and thank you for reading this Privacy Policy.

1.2. Women’s Wellness Practice (“the Practice”, “we”, “us” or “our”) is a healthcare practice based in Somerset West, Western Cape, South Africa, providing medical and women’s healthcare services.

1.3. This Privacy Policy applies to the pages and services associated with our website (“Privacy Policy”) and should be read together with any other applicable terms, notices or policies published by us.

1.4. Access to and use of our website (“the Website”) is subject to this Privacy Policy. This Privacy Policy explains how we collect, process, store, protect and, where appropriate, disclose Personal Information.

1.5. As a healthcare practice, we recognise the particularly sensitive and confidential nature of medical and health-related information. We are committed to protecting the privacy and confidentiality of our patients, prospective patients and Website users in accordance with applicable South African law.

1.6. By accessing our Website or using its online facilities, you acknowledge that you have read and understood this Privacy Policy, as may be updated from time to time.

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 2.⁠ ⁠GENERAL
 

2.1. Application of this Privacy Policy

2.1.1. This Privacy Policy governs the processing of Personal Information collected through our Website and, where applicable, information provided to us in connection with enquiries, appointment requests and the provision of our services.

2.1.2. We process Personal Information in accordance with applicable South African legislation, including the Protection of Personal Information Act 4 of 2013 (“POPIA”) and, where applicable, other legislation and professional obligations governing healthcare providers and patient confidentiality.

2.2. Amendments to this Privacy Policy

2.2.1. We reserve the right to amend or update this Privacy Policy from time to time to reflect changes to our practices, services, technology or applicable legal requirements.

2.2.2. Any amendments will become effective when the revised Privacy Policy is published on our Website.

2.2.3. We encourage users to review this Privacy Policy periodically to remain informed about how we process and protect Personal Information.

2.3. Children and Minors

2.3.1. Our healthcare services may, where clinically and legally appropriate, be provided to persons under the age of 18.

2.3.2. Personal Information relating to children will be processed in accordance with POPIA and other applicable South African healthcare and consent requirements.

2.3.3. Where consent from a parent, guardian or other competent person is legally required for the processing of a child’s Personal Information, we will take reasonable steps to obtain the necessary consent.

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 3.⁠ ⁠PROTECTION OF PERSONAL INFORMATION
 

3.1. We respect your constitutional right to privacy as recognised by section 14 of the Constitution of the Republic of South Africa, 1996, and the protections afforded to Personal Information under POPIA.

3.2. In order for us to respond to enquiries, arrange appointments and provide appropriate healthcare services, it may be necessary for you to provide Personal Information to us.

3.3. “Personal Information” has the meaning assigned to it under POPIA and may include, depending on your interaction with the Practice:

•⁠  ⁠your name, surname and contact details;
•⁠  ⁠identity information and date of birth;
•⁠  ⁠address and demographic information;
•⁠  ⁠medical aid and billing information;
•⁠  ⁠appointment and consultation information;
•⁠  ⁠medical history and healthcare information;
•⁠  ⁠information concerning pregnancy, reproductive or gynaecological health;
•⁠  ⁠information relating to medications, diagnoses, treatment or test results;
•⁠  ⁠information voluntarily supplied when contacting the Practice; and
•⁠  ⁠other information reasonably required for the provision of healthcare services.

3.4. Certain information processed by the Practice may constitute special personal information, including information concerning a person’s health. We recognise the sensitive nature of such information and process it only where permitted or required by applicable law and where reasonably necessary for legitimate healthcare purposes.

3.5. We take reasonable measures to maintain the integrity and confidentiality of Personal Information in our possession or under our control.

3.6. We may use trusted suppliers and service providers to assist with functions such as website hosting, information technology, communications, administration, appointment management, medical administration, accounting or other operational requirements.

3.7. Where such service providers process Personal Information on our behalf, we take reasonable steps to ensure that appropriate confidentiality and data-protection safeguards are in place.

3.8. We will not sell or rent patient or Website user Personal Information to third parties.

3.9. We may disclose Personal Information where required or permitted by law, including to regulatory authorities, medical schemes, healthcare providers, laboratories, hospitals, professional advisers or other parties where such disclosure is reasonably necessary and lawful.

3.10. Medical and patient information will be treated as confidential and handled in accordance with applicable healthcare laws, ethical obligations and professional standards.

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 4.⁠ ⁠PRIVACY STATEMENT
 

4.1. We will only process Personal Information for legitimate and lawful purposes associated with operating the Practice, providing healthcare services, administering our Website and complying with our legal and professional obligations.

4.2. Depending on the circumstances, Personal Information may be processed for purposes including:

4.2.1. responding to enquiries and requests;

4.2.2. arranging, confirming, changing or cancelling appointments;

4.2.3. providing medical consultations, examinations, investigations and healthcare services;

4.2.4. maintaining appropriate patient and medical records;

4.2.5. communicating with patients concerning their healthcare or appointments;

4.2.6. processing accounts, medical aid claims, invoices and payments;

4.2.7. communicating with other healthcare professionals, laboratories, hospitals or service providers where necessary for your care and where legally permitted;

4.2.8. managing and administering the Practice;

4.2.9. improving our Website and services;

4.2.10. maintaining the security and integrity of our systems;

4.2.11. complying with applicable legal, regulatory, ethical and professional requirements; and

4.2.12. exercising or protecting our legitimate legal rights.

4.3. Where we send direct marketing communications, we will do so in accordance with applicable law and any consent requirements under POPIA.

4.4. Personal Information will only be made available to members of the Practice, healthcare professionals, employees, representatives, contractors and service providers where access is reasonably necessary for the performance of their functions and subject to appropriate confidentiality requirements.

4.5. Where Personal Information is stored or processed outside South Africa, we will take reasonable steps to ensure that any transfer complies with the requirements of POPIA, including the requirements applicable to cross-border transfers of Personal Information.

4.6. Personal Information will not be retained for longer than reasonably necessary unless continued retention is required or authorised by law, professional requirements, healthcare record-keeping obligations or another lawful purpose.

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 5.⁠ ⁠COLLECTION OF TECHNICAL INFORMATION
 

5.1. When you access our Website, certain technical information may automatically be collected.

5.2. This may include information concerning your device, browser, IP address, operating system, pages viewed, approximate location derived from technical information, time spent on the Website and the manner in which you interact with the Website.

5.3. This information may be collected through cookies, server logs, analytics technologies or similar technologies.

5.4. We may use this information to operate, maintain, secure and improve our Website and to understand how visitors interact with it.

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 6.⁠ ⁠LOG FILES
 

6.1. When you visit our Website, our systems or those of our website service providers may automatically collect technical information including:

•⁠  ⁠your Internet Protocol (IP) address;
•⁠  ⁠browser type;
•⁠  ⁠operating system;
•⁠  ⁠referring website;
•⁠  ⁠pages visited;
•⁠  ⁠date and time of access;
•⁠  ⁠duration of your visit; and
•⁠  ⁠other technical information concerning your interaction with the Website.

6.2. This information may be used to analyse Website performance, identify technical issues, maintain Website security and understand general usage patterns.

6.3. Where this information can reasonably be linked to an identifiable person, it will be treated as Personal Information and processed in accordance with this Privacy Policy and POPIA.

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 7.⁠ ⁠COOKIES
 

7.1. Our Website may use cookies and similar tracking technologies where necessary for the operation, security, functionality or analysis of the Website.

7.2. A cookie is a small data file that may be stored on your device when you visit a website.

7.3. Cookies may be used to:

•⁠  ⁠enable Website functionality;
•⁠  ⁠remember certain preferences;
•⁠  ⁠understand how visitors use the Website;
•⁠  ⁠measure Website performance;
•⁠  ⁠improve user experience; and
•⁠  ⁠maintain Website security.

7.4. Most web browsers allow users to control or disable cookies through their browser settings.

7.5. Disabling certain cookies may affect the functionality or performance of parts of the Website.

7.6. Where cookies or similar technologies collect information capable of identifying an individual, such information will be processed in accordance with this Privacy Policy.

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 8.⁠ ⁠EXTERNAL LINKS AND THIRD-PARTY SERVICES
 

8.1. Our Website may contain links to websites, platforms or services operated by third parties, including social media platforms, mapping services, appointment or communication services and other healthcare-related services.

8.2. We do not control the privacy practices, security or content of third-party websites or services.

8.3. When you access a third-party website or service, the processing of your Personal Information may be governed by that third party’s own privacy policy and terms and conditions.

8.4. We encourage you to review the privacy policies of third parties before providing them with Personal Information.

8.5. Women’s Wellness Practice cannot accept responsibility for the privacy practices of independent third parties except to the extent that applicable law provides otherwise.

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 9.⁠ ⁠SECURITY
 

9.1. We take the privacy and security of Personal Information, particularly confidential patient and health information, seriously.

9.2. We implement reasonable technical and organisational safeguards designed to protect Personal Information against:

9.2.1. loss or destruction;

9.2.2. unauthorised access;

9.2.3. unlawful processing;

9.2.4. accidental disclosure;

9.2.5. alteration or misuse; and

9.2.6. other reasonably foreseeable security risks.

9.3. Our security measures may include administrative, physical and electronic safeguards appropriate to the nature of the information being processed.

9.4. Despite reasonable security measures, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

9.5. Where we become aware of a security compromise involving Personal Information, we will take appropriate steps in accordance with POPIA and other applicable legal requirements, including notifying affected persons and/or the Information Regulator where required.

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10.⁠ ⁠YOUR RIGHTS AND PREFERENCES
 

10.1. Subject to POPIA and other applicable legislation, you have certain rights concerning your Personal Information.

10.2. These may include the right to:

10.2.1. request confirmation of whether we hold Personal Information about you;

10.2.2. request access to Personal Information held about you;

10.2.3. request the correction or updating of inaccurate or incomplete Personal Information;

10.2.4. request deletion or destruction of Personal Information where permitted by law;

10.2.5. object to certain processing of your Personal Information;

10.2.6. withdraw consent where processing is based on consent, subject to applicable legal limitations;

10.2.7. unsubscribe from direct marketing communications; and

10.2.8. lodge a complaint with the Information Regulator of South Africa if you believe that your Personal Information has been processed unlawfully.

10.3. Certain rights may be limited by applicable healthcare legislation, medical record-keeping requirements, professional obligations or other laws requiring the Practice to retain particular information.

10.4. Accordingly, a request to delete Personal Information does not necessarily require the Practice to delete medical or other records that it is legally or professionally required to retain.

10.5. Before providing access to or changing Personal Information, we may require reasonable verification of your identity to protect patient confidentiality and prevent unauthorised disclosure.

10.6. We will respond to lawful requests within the periods prescribed by applicable legislation.

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11.⁠ ⁠PATIENT AND MEDICAL INFORMATION
 

11.1. Due to the nature of our services, Women’s Wellness Practice may process confidential medical and health information relating to patients.

11.2. Such information may include medical history, consultation records, clinical notes, diagnoses, prescriptions, test results, ultrasound information, referrals and other information relevant to a patient’s healthcare.

11.3. Medical information will only be accessed, used or disclosed where reasonably necessary for the provision and administration of healthcare services, where authorised by the patient, or where otherwise permitted or required by law.

11.4. We recognise that medical confidentiality forms an important part of the relationship between patients and healthcare professionals and take reasonable measures to safeguard that confidentiality.

11.5. Nothing contained in this Privacy Policy is intended to reduce or replace any confidentiality obligations imposed on healthcare practitioners under applicable South African law or professional and ethical standards.

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12.⁠ ⁠INFORMATION PROVIDED THROUGH THE WEBSITE
 

12.1. Users should exercise care when submitting medical or other sensitive Personal Information through ordinary website contact forms or email.

12.2. Unless specifically requested by the Practice, we recommend that detailed medical records, test results or highly sensitive medical information are not submitted through a general Website enquiry form.

12.3. Information submitted through the Website for the purpose of requesting an appointment or contacting the Practice will be used to respond to the enquiry and administer the relevant request.

12.4. Use of the Website or submission of an online enquiry does not, by itself, constitute a medical consultation or establish a diagnosis.

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13.⁠ ⁠CONTACT US

If you have any questions concerning this Privacy Policy, the processing of your Personal Information or wish to exercise any of your rights under POPIA, please contact Women’s Wellness Practice