Privacy Policy

Effective Date: January 2025

Dr. H. Rama Family Practice (“we,” “our,” or “us”) is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our medical practice or use our services.

1. Information We Collect

As a medical practice, we collect the following types of personal information:

• Personal details: Name, ID number, date of birth, gender
• Contact information: Phone numbers, WhatsApp number, physical address, email addresses
• Medical information: Medical history, current medications, allergies, diagnoses, treatment records
• Medical aid information: Medical aid scheme details and membership numbers
• Emergency contact details

2. How We Collect Information

We collect information through:

• WhatsApp communications when you contact us for appointments or queries
• During consultations at our practice
• From medical aid providers with your consent
• From other healthcare providers when referred to us

3. Purpose of Processing

We process your personal information for the following lawful purposes:

• To provide medical diagnosis, treatment, and healthcare services
• To schedule and manage appointments via WhatsApp
• To maintain accurate medical records as required by law
• To process medical aid claims on your behalf
• To communicate important health information or appointment reminders
• To comply with legal obligations under the Health Professions Act and other applicable legislation

4. WhatsApp Communications

When you contact us via WhatsApp:

• We use WhatsApp for appointment scheduling and general queries only
• We do not discuss detailed medical information via WhatsApp
• WhatsApp messages may be retained as part of your patient record
• By contacting us on WhatsApp, you consent to us communicating with you through this platform

5. Information Sharing

We may share your information with:

• Other healthcare providers involved in your care (with your consent)
• Medical aid schemes for claims processing
• Laboratories and diagnostic service providers
• Pharmacies for prescription fulfillment
• Legal authorities when required by law

We will never sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. This includes:

• Secure storage of physical medical records in locked facilities
• Access controls limiting who can view patient information
• Staff training on confidentiality and data protection
• Regular review of our security practices

7. Retention Period

In accordance with the Health Professions Act, we retain medical records for:

• Adult patients: 6 years from the date of last treatment
• Minor patients: 6 years after the patient reaches 21 years of age
• Mental health records: 20 years after the last treatment

8. Your Rights

Under POPIA, you have the right to:

• Access your personal information we hold
• Request correction of inaccurate information
• Object to processing of your information in certain circumstances
• Request deletion of your information (subject to legal retention requirements)
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator

9. Children's Privacy

For patients under 18 years of age, we require parental or guardian consent for treatment and processing of personal information, except where the law permits otherwise.

10. Contact Information

For any questions about this Privacy Policy or to exercise your rights, please contact us:

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.