HELDERBERG PAIN CLINIC — DR LOUIS SMIT

BHF Practice No: 1558110 | HPCSA MP: 0410713

Unit 16, Paardevlei Specialist Medical Center, 18 Gardner Williams Ave, Paardevlei, Somerset West, 7130

021 851 1556 | info@helderbergpainclinic.co.za

Version Date: 17 March 2026

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Information We Collect

We collect personal information that is necessary to provide you with medical care and to manage our practice. This includes:

Personal & contact information

• Full name, date of birth, gender, identity number
• Residential address, telephone number, email address
• Next of kin or emergency contact details

Medical & health information

• Medical history, current diagnoses, medications, and allergies
• Clinical notes, treatment records, and procedure reports
• Referral letters and correspondence from other healthcare providers

Medical aid & financial information

• Medical aid scheme name, membership number, and plan details
• Payment information for account settlement

Website information

• Information submitted via contact or enquiry forms
• Standard website usage data including browser type and pages visited, where analytics are enabled

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How We Use Your Information

Your personal information is used only for the purposes for which it was collected, which include:

• Providing medical treatment, consultations, and procedures
• Maintaining accurate and complete medical records
• Submitting claims to your medical aid scheme on your behalf
• Processing payments and managing your account
• Referring you to other healthcare providers where clinically necessary
• Communicating with you regarding appointments, results, and follow-up care
• Complying with legal, regulatory, and professional obligations
• Responding to enquiries submitted via our website

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Legal Basis for Processing

We process your personal information on the following lawful grounds under POPIA:

• Consent — you have given consent to the processing of your personal information for one or more specific purposes.
• Contract — processing is necessary for the performance of a contract to which you are a party.
• Legal obligation — processing is necessary for compliance with a legal obligation to which the Practice is subject.
• Legitimate interest — processing is necessary for the legitimate interests of the Practice, including the provision of medical care and practice administration.

4

Sharing of Information

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

• With your medical aid scheme for the purpose of submitting and processing claims
• With other healthcare providers involved in your care, where a referral or clinical collaboration is necessary
• With our practice management and billing service providers, who are bound by confidentiality obligations
• With regulatory bodies, including the HPCSA, where required by law or professional obligation
• Where we are required to do so by a court order or applicable legislation

5

Storage & Security

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, destruction, or disclosure. These measures include secure storage of physical records, password-protected electronic systems, and restricted access to patient information on a need-to-know basis.

Medical records are retained for the minimum period required by applicable law and HPCSA guidelines. Once records are no longer required, they are disposed of securely.

6

Your Rights

Under POPIA, you have the following rights in respect of your personal information:

• Right of access — you may request a copy of the personal information we hold about you.
• Right to correction — you may request that inaccurate or incomplete information be corrected.
• Right to deletion — you may request the deletion of your information, subject to applicable legal retention requirements.
• Right to object — you may object to the processing of your personal information in certain circumstances.
• Right to lodge a complaint — you have the right to lodge a complaint with the Information Regulator of South Africa if you believe your rights have been infringed.

To exercise any of these rights, please contact us in writing at info@helderbergpainclinic.co.za.

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Information Officer

In terms of POPIA, the Practice has designated an Information Officer who is responsible for ensuring compliance with this policy and with POPIA.

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Information Regulator

If you are dissatisfied with the way in which we have handled your personal information, you have the right to lodge a complaint with the Information Regulator of South Africa:

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Website & Cookies

Our website may collect standard technical data such as your IP address, browser type, and pages visited. This information is used solely for the purpose of improving website performance and user experience and is not used to identify you personally.

If analytics or tracking tools are in use on this website, these are governed by their respective privacy policies. You may adjust your browser settings to decline cookies at any time.

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Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, practice, or our operations. The current version will always be available on our website. Continued use of our services following any update constitutes acceptance of the revised policy.

Questions About This Policy

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

info@helderbergpainclinic.co.za

021 851 1556