POPIA Privacy Policy & Protection of Special Health Information

1. Statutory Scope & Commitment to Medical Confidentiality

Dr Tebo Rasenyai Inc ('the Practice'), a specialist Obstetrics and Gynaecology practice registered with the Health Professions Council of South Africa (HPCSA Registration No. MP 0814580) and the Board of Healthcare Funders (BHF Practice No. PR 1352652), is committed to safeguarding the privacy, dignity, and confidentiality of every patient.

Under Section 26 of the Protection of Personal Information Act (POPIA, Act 4 of 2013), information concerning a patient's physical or mental health, reproductive history, pregnancy status, ultrasound findings, pathology results, and medical aid membership constitutes 'Special Personal Information'. Processing of such health information is strictly governed by Section 32 of POPIA (Authorisation Concerning Data Subject's Health or Sex Life) and Sections 14 to 17 of the National Health Act (Act 61 of 2003).

2. Categories of Personal & Health Information Collected (POPIA Section 18 Disclosure)

In the course of providing specialist obstetric and gynaecological care at Clinix Victoria Private Hospital, the Practice collects only the information necessary for accurate diagnosis, clinical treatment, hospital admission, statutory reporting, and medical scheme administration:

• Administrative & Identity Data: Full name, South African ID or passport number, date of birth, physical and postal address, telephone and WhatsApp contact numbers, email address, and next-of-kin emergency contact details. • Financial & Medical Scheme Data: Medical aid scheme name, plan option, membership number, dependent code, main member details, and hospital pre-authorisation numbers. • Special Health & Reproductive Information: Menstrual and obstetric history, antenatal records, ultrasound images and reports, cervical cytology (Pap smear / HPV) and histology results, surgical theatre notes, prescribed medications, and referral correspondence.

3. Lawful Purpose of Processing & Authorised Third-Party Disclosures

Your personal and health information is processed exclusively by healthcare professionals and administrative staff bound by statutory and contractual confidentiality obligations under Section 32(2) of POPIA. We do not sell, rent, or trade patient data to any commercial entity.

With your informed consent or as required by South African law, relevant clinical and coding information (such as ICD-10 diagnostic codes and RPL procedure codes) may be shared strictly as necessary with: (a) Clinix Victoria Private Hospital for theatre, maternity ward, or neonatal admissions; (b) accredited pathology laboratories (e.g., Ampath, Lancet, PathCare) and radiology practices; (c) your registered Medical Aid Scheme and its managed-care maternity or hospital pre-authorisation division as required under the Medical Schemes Act (Act 131 of 1998); and (d) referring or co-managing healthcare practitioners.

4. Website Enquiry Forms, WhatsApp Communication & Cookie Policy

When you use the appointment request form on this website or contact our reception desk via WhatsApp (+27 68 828 8806), your message is used solely to coordinate appointment scheduling and provide pre-appointment preparation guidance. Patients are advised not to transmit sensitive diagnostic reports via unencrypted public messaging channels prior to consultation.

This static website does not deploy invasive third-party advertising trackers or behavioural profiling cookies. Essential security and server access logs are maintained solely to protect the integrity of the website.

5. Statutory Retention of Medical Records (HPCSA Booklet 9)

In compliance with HPCSA Booklet 9 (Guidelines on the Keeping of Patient Records), adult gynaecological records are retained securely for a minimum of six (6) years from the date of the last clinical entry or becomes dormant. Obstetric and maternity records, or records involving minors, are retained at least until the child attains the age of twenty-one (21) years.

6. Your Rights as a Data Subject & Contacting the Information Regulator

Under POPIA, you have the right to request access to your personal and medical records (via the PAIA Form 2 procedure detailed on our PAIA Compliance page), request correction of inaccurate administrative details, or lodge a privacy enquiry with our Information Officer, Dr Tebo Rasenyai, at info@drteborasenyai.co.za or 018 397 7300.

If you believe your privacy rights under POPIA have not been resolved satisfactorily, you have the statutory right to contact the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 | Postal: P.O. Box 31533, Braamfontein, Johannesburg, 2017 | General Enquiries: enquiries@inforegulator.org.za | POPIA Complaints: POPIAComplaints@inforegulator.org.za.