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Privacy Policy

Last Updated: October 20, 2025

ProHealth Urology Clinic ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website and use our services.

1. Information We Collect

1.1 Personal Information You Provide

When you book an appointment or contact us through our website, we may collect:

• Full name
• Phone number
• Email address
• Preferred appointment date and time
• Any additional information you choose to provide in messages or forms

1.2 Medical Information

During your consultation and treatment, we collect medical information necessary for providing healthcare services. This information is handled separately from website data and is subject to strict medical confidentiality regulations under South African law (Protection of Personal Information Act, 2013).

1.3 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referral source
• Device information

2. How We Use Your Information

We use the information we collect for the following purposes:

• Appointment Scheduling: To process and confirm your appointment requests
• Communication: To contact you regarding your appointments, follow-ups, and respond to your inquiries
• Healthcare Services: To provide medical consultations, diagnostics, and treatment
• Improvement: To improve our website, services, and patient experience
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Marketing: To send you information about our services (only with your consent, and you may opt-out at any time)

3. Legal Basis for Processing (South African Law)

Under the Protection of Personal Information Act (POPIA), we process your personal information based on:

• Consent: When you voluntarily provide information through our forms
• Contract: To fulfill our obligations in providing healthcare services to you
• Legal Obligation: To comply with healthcare regulations and legal requirements
• Legitimate Interests: To operate and improve our clinic services while respecting your rights

4. How We Protect Your Information

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

• SSL/TLS encryption for data transmission
• Secure servers with restricted access
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Limited access to personal information on a need-to-know basis

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

5.1 Healthcare Providers

With other healthcare professionals involved in your care (e.g., laboratories, specialists) as necessary for treatment.

5.2 Service Providers

With trusted third-party service providers who assist us in operating our website and clinic (e.g., IT support, appointment management systems). These providers are contractually obligated to protect your information.

5.3 Legal Requirements

When required by law, court order, or to protect our rights, property, or safety, or that of others.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to this Privacy Policy.

6. Your Rights Under POPIA

Under South African law, you have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal and medical record retention requirements)
• Objection: Object to the processing of your personal information
• Restriction: Request restriction of processing in certain circumstances
• Data Portability: Request transfer of your information to another provider
• Withdraw Consent: Withdraw consent for marketing communications at any time

To exercise any of these rights, please contact us using the information provided below.

7. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience and analyze website traffic. Cookies are small text files stored on your device.

Types of Cookies We Use:

• Essential Cookies: Necessary for website functionality
• Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Preference Cookies: Remember your preferences and settings

You can control cookies through your browser settings. However, disabling cookies may affect website functionality.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to read their privacy policies.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors without parental consent. If you believe we have inadvertently collected information from a minor, please contact us immediately.

10. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Medical records are retained according to South African healthcare regulations (typically 6 years from the last consultation).

11. International Data Transfers

Your information is primarily stored and processed in South Africa. If we transfer data outside South Africa, we ensure appropriate safeguards are in place to protect your information in accordance with POPIA.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

ProHealth Urology Clinic
123 Medical Centre Drive
Cape Town, 8001
South Africa

Phone: +27 21 555 8800
Email: privacy@prohealth-urology.co.za

14. Information Regulator

If you believe your privacy rights have been violated, you have the right to lodge a complaint with the South African Information Regulator:

Information Regulator (South Africa)
JD House, 27 Stiemens Street
Braamfontein, Johannesburg, 2001
Email: inforeg@justice.gov.za
Website: www.justice.gov.za/inforeg/

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By using our website and services, you acknowledge that you have read and understood this Privacy Policy.

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