Statutory Notice

This notice is published in compliance with section 55 of the Protection of Personal Information Act 4 of 2013 (POPIA) and the Promotion of Access to Information Act 2 of 2000 (PAIA).

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Organisation Details

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Information Officer

In terms of section 55 of POPIA, the following person has been designated as the Information Officer of Helderberg Pain Clinic and is responsible for ensuring compliance with POPIA and for handling all requests relating to personal information:

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Categories of Data Subjects

The Practice processes personal information relating to the following categories of data subjects:

• Current, former, and prospective patients
• Guardians or representatives of patients who are minors or unable to consent
• Referring healthcare providers and their practices
• Medical aid scheme administrators and representatives
• Employees and contractors of the Practice

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Categories of Personal Information Processed

The Practice processes the following categories of personal information:

• Identifying information — full name, identity number, date of birth, gender
• Contact information — address, telephone number, email address
• Health and medical information — diagnoses, treatment records, clinical notes, medication history
• Financial information — medical aid membership details, account and payment records
• Special personal information — health information as defined in POPIA section 26
• Correspondence — referral letters, emails, and written communications relating to care

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Purposes of Processing

Personal information is processed for the following purposes:

• Providing medical consultation, diagnosis, treatment, and follow-up care
• Maintaining complete and accurate medical records as required by the HPCSA
• Submitting medical aid claims and processing payments
• Referring patients to other healthcare providers where clinically necessary
• Communicating with patients regarding appointments, results, and care plans
• Complying with legal, regulatory, and professional obligations
• Managing and administering the Practice

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Retention of Records

Personal information is retained for the minimum period required by applicable legislation and HPCSA guidelines. For medical records, this is generally a minimum of six years from the date of the last entry, or in the case of a minor, until the patient reaches the age of 21 years, whichever is the longer period.

On expiry of the applicable retention period, personal information is destroyed or de-identified in a secure manner.

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Rights of Data Subjects

As a data subject, you have the following rights under POPIA:

• Right to be notified — you have the right to be notified that your personal information is being collected and the purpose for which it is collected.
• Right of access — you have the right to request access to the personal information the Practice holds about you.
• Right to correction or deletion — you have the right to request correction of inaccurate information or deletion of information that is no longer necessary, subject to applicable retention requirements.
• Right to object — you have the right to object to the processing of your personal information on reasonable grounds.
• Right not to be subject to automated decision-making — you have the right not to be subject to a decision based solely on automated processing of your personal information.
• Right to lodge a complaint — you have the right to submit a complaint to the Information Regulator if you believe your rights under POPIA have been infringed.

To exercise any of these rights, please submit a written request to the Information Officer at info@helderbergpainclinic.co.za. Requests will be acknowledged within 5 business days and responded to within 30 days.

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How to Submit a Request

All requests relating to personal information — including requests for access, correction, deletion, or objection — must be submitted in writing to the Information Officer. Please include the following in your request:

• Your full name and identity number
• A description of the personal information to which the request relates
• The nature of the right you wish to exercise
• Your preferred contact details for our response

Requests may be submitted by email to info@helderbergpainclinic.co.za or by post to the physical address above. We may require proof of identity before processing your request.

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Information Regulator

If you are not satisfied with the response of the Information Officer, or if you believe that the Practice has not complied with POPIA, you may submit a complaint to the Information Regulator of South Africa: