POPIA Compliance

1. Introduction

Southbroom Dental is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA) No. 4 of 2013. This notice explains how we collect, use, store, and protect your personal information.

2. Information We Collect

We collect the following types of personal information:

• Personal Details: Name, date of birth, ID number, contact details (phone, email, address)
• Medical Information: Medical history, dental records, treatment plans, X-rays, and photographs
• Financial Information: Payment details, medical aid information, account history
• Website Usage: IP address, browser type, pages visited (collected through cookies)

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing dental treatment and care
• Managing appointments and scheduling
• Processing payments and medical aid claims
• Maintaining accurate medical records
• Communicating with you about your treatment
• Complying with legal and regulatory requirements
• Improving our services and website

4. Legal Basis for Processing

We process your personal information based on:

• Consent: Your explicit consent for specific purposes
• Contract: To fulfill our contractual obligations for dental services
• Legal Obligation: To comply with healthcare regulations and laws
• Legitimate Interest: For business operations and service improvement

5. Information Sharing

We may share your information with:

• Medical aid schemes (for claims processing)
• Other healthcare providers (with your consent, for referral purposes)
• Laboratories and specialists (for diagnostic and treatment purposes)
• Legal and regulatory authorities (when required by law)
• Service providers (IT, accounting) under strict confidentiality agreements

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Secure electronic storage systems with encryption
• Restricted access to personal information on a need-to-know basis
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Physical security measures for paper records

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this notice, or as required by law. Medical records are typically retained for a minimum of 6 years from the last treatment date, or longer if required by regulations.

8. Your Rights

Under POPIA, you have the right to:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal requirements)
• Objection: Object to processing of your information
• Restriction: Request restriction of processing
• Data Portability: Request transfer of your information
• Withdraw Consent: Withdraw consent at any time (where applicable)
• Lodge a Complaint: Lodge a complaint with the Information Regulator

9. Cookies and Website Tracking

Our website uses cookies to enhance your browsing experience and analyze website traffic. You can control cookie preferences through your browser settings. For more information, please refer to our Cookie Policy.

10. Information Regulator

If you have concerns about how we handle your personal information, you can contact:

Information Regulator of South Africa
Website: www.justice.gov.za/inforeg
Email: inforeg@justice.gov.za
Tel: 012 406 4818

11. Contact Us

For any questions, requests, or concerns regarding your personal information, please contact our Information Officer:

Southbroom Dental
186 Beach Rd, Southbroom, Margate, 4277, South Africa
Phone: 039 316 6145
Email: info@southbroomdental.co.za

12. Updates to This Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on our website with the revised date. We encourage you to review this notice periodically.