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Privacy Policy

Last Updated on September 26, 2025
This Privacy Policy explains how Dr. Songabau Practice (“we,” “our,” or “us”) collects, uses, and protects your information when you visit our website, book an appointment, or engage with our services. We may collect personal data such as your name, contact details, and health-related information for medical and administrative purposes. We are committed to safeguarding your data with strict security measures and using it responsibly. By using our Services, you consent to the practices described here.

1. Introduction

This Policy sets out:

  • What personal information we collect.
  • How we collect, store, and use that information.
  • Your rights in relation to your personal data.
  • How we protect your information in compliance with South African data protection laws, including the Protection of Personal Information Act (POPIA).

We aim to maintain the highest standards of privacy and confidentiality, particularly given the sensitive nature of medical and health-related information.

2. Scope of Services

This Policy applies to:

  • Our website www.drsongabau.co.za .
  • Our online booking and enquiry forms.
  • Our communications via email, SMS, or phone.
  • Patient records, administrative files, and medico-legal documents processed within the practice.

It does not cover third-party websites linked from our site. Please review those sites’ privacy policies before sharing your information.

3. Information We Collect

We collect information in the following categories:

a) Personal Identification Information

  • Name, surname, date of birth, gender.
  • Contact details such as phone number, email, and physical address.

b) Medical and Health Information

  • Medical history, appointment notes, diagnostic results, and treatment details.
  • Information provided in medico-legal assessments or reports.

c) Administrative and Financial Information

  • Billing details, invoices, medical aid information.
  • Claims and reconciliation records.

d) Website and Technical Information

  • IP address, browser type, device identifiers.
  • Cookies and usage data for site performance and analytics.

4. How We Collect Information

We collect information in several ways:

  • Directly from you: when you complete forms, book appointments, or provide information during consultations.
  • From healthcare professionals or insurers: if they refer you or share records for continuity of care.
  • Automatically through our website: via cookies, analytics tools, or log files.
  • From third parties with consent: e.g., medico-legal partners or laboratories.

5. Purpose of Collecting Information

We collect and use your personal information to:

  • Provide safe, effective, and personalized medical care.
  • Schedule and manage appointments.
  • Communicate with you regarding your health, treatment, or administrative matters.
  • Process medical aid claims and payments.
  • Conduct medico-legal assessments where applicable.
  • Improve our website and patient experience.
  • Meet legal, regulatory, and compliance obligations.

6. Legal Basis for Processing

We process your personal information on the following grounds:

  • Consent: You give us permission by submitting forms or booking online.
  • Contractual necessity: To provide healthcare services and manage appointments.
  • Legal obligation: To comply with medical, tax, or regulatory requirements.
  • Legitimate interest: To operate and improve our practice responsibly.

7. Data Storage & Security

We take appropriate technical and organizational measures to protect your personal information from unauthorized access, loss, or misuse.

  • Patient records are stored securely in compliance with healthcare regulations.
  • Digital data is encrypted where possible and protected by firewalls and access controls.
  • Access to sensitive medical records is restricted to authorized staff only.

We retain your data only for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required by law.

8. Sharing of Information

We respect your confidentiality and only share your information when necessary:

  • With healthcare professionals involved in your treatment.
  • With insurers or medical aids for billing and claims processing.
  • With legal advisors or courts in medico-legal matters, where you consent or law requires.
  • With trusted third-party service providers who support our operations (e.g., IT providers).

We never sell or rent your personal information to marketers or unrelated third parties.

9. Use of Cookies

Our website uses cookies to:

  • Improve site performance and navigation.
  • Understand visitor behavior through analytics.
  • Support appointment booking and login features.

You can adjust your browser settings to refuse cookies. However, certain features may not function correctly without them. Please refer to our Cookies Policy for details.

10. Your Rights

As a patient and data subject under POPIA, you have the right to:

  • Access your personal information held by us.
  • Correct or update inaccurate details.
  • Request deletion of your personal data where legally applicable.
  • Withdraw consent for processing (though this may affect service delivery).
  • Lodge a complaint with the Information Regulator of South Africa if you believe your rights have been infringed.

11. Communications & Marketing

We may send you appointment reminders, important updates, or patient care communications. These are essential to your healthcare journey.

We may occasionally share educational or informational newsletters on women’s health. You can opt out of such communications at any time by following the unsubscribe link or contacting us directly.

12. Third-Party Links

Our website may contain links to other sites. We are not responsible for their privacy practices. We encourage you to review the privacy policies of external websites before sharing information.

13. Children’s Privacy

We recognize the sensitivity of handling children’s health data. Where pediatric gynecology services are provided, personal information is collected with the involvement and consent of parents or legal guardians.

14. Limitation of Liability

While we take every effort to safeguard your personal information, no system is completely secure. By using our website and services, you acknowledge that we cannot guarantee absolute protection against all risks, though we remain committed to industry best practices.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. Updates will be published on our website with a revised effective date. Continued use of our services after updates constitutes acceptance of the new Policy.

12. Contact Information

If you have any questions, requests, or concerns about this Privacy Policy, please contact us:

Dr. Songabau’s Practice