Privacy Policy

Last updated: [date]

1. Introduction This Privacy Policy explains how [Practice Name] ("we," "us," "our") collects, uses, and protects personal information through this website and platform (the "Website"), in accordance with the Protection of Personal Information Act, 2013 ("POPIA").

2. Information We Collect

• Account information: your name, email address, contact details, and professional registration number.
• Patient information entered by therapists using the Website: patient names, dates of birth, contact details, session notes, and related records.
• Payment information: processed by our third-party payment provider; we do not store your full card details.
• Usage information: basic technical data such as login activity, for security and support purposes.

3. How We Use Your Information We use this information to: provide and maintain the Website's features; verify your professional registration before granting access; process subscription payments; communicate with you about your account; and maintain the security and integrity of the Website.

4. Legal Basis for Processing We process personal information on the basis of: your consent when you register; the necessity of processing to perform our agreement with you; our legitimate interests in operating and securing the Website; and compliance with legal obligations.

5. Sharing of Information We do not sell personal information. We share information only with service providers necessary to operate the Website (including database hosting, content delivery, and payment processing providers), and only to the extent required for them to provide their services to us.

6. Data Security We apply role-based access controls so that each therapist can only access their own patients' information. Data is encrypted in transit. We maintain periodic backups of the Website's data as part of our data protection practices.

7. Data Retention We retain personal information for as long as your account remains active, or as otherwise required by law. You may request deletion of your account and associated data, subject to any legal retention requirements.

8. Your Rights Under POPIA, you have the right to: access the personal information we hold about you; request correction of inaccurate information; request deletion of your information, subject to legal requirements; object to processing in certain circumstances; and lodge a complaint with the Information Regulator of South Africa.

9. Cookies The Website uses only essential cookies required for login and session functionality. We do not use tracking or advertising cookies.

10. Information About Minors Where patient records relate to a minor, the therapist entering that information is responsible for ensuring they have the necessary consent from a parent or guardian to do so.

11. Changes to This Policy We may update this Privacy Policy from time to time. Material changes will be communicated to registered users.

12. Contact Us For questions about this Privacy Policy or to exercise your rights under POPIA, please contact us via the Contact Us page.