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This Notice explains how Dr Nicholas Giles ("the Practice", "we", "us", "our") collects, uses, stores and protects your personal information, in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA"). Please read it carefully. Where you are proceeding with a consultation or ongoing care, we will ask you to sign the Consent section at the end of this document.

1. Responsible Party

Dr Nicholas Giles - 12 Harfield Road; Claremont | Tel: 021 879 6633 | Email: drgilesmentalhealth@gmail.com

2. Our Information Officer

Our Information Officer is responsible for the Practice's compliance with POPIA and for handling any privacy-related queries or requests.

Information Officer: Dr Nicholas Giles

Deputy Information Officer: Brenda Rathmell (Practice Manager)

Contact details: 021 879 6633
Tel: 021 879 6633
Email: drgilesmentalhealth@gmail.com

Registration with the Information Regulator: pending. This section will be updated with our registration reference number once it has been issued.

3. What Personal Information We Collect

This Website does not currently use any online forms, booking tools or newsletter sign-ups to collect personal information — all enquiries are made directly by telephone or email. When you contact the Practice or become a patient, we may collect:

• identifying information (full name, date of birth, ID number);
• contact details (address, telephone number, email address);
• medical aid and billing information;
• health information relevant to your care, including psychiatric and medical history, assessments, diagnoses, treatment notes and medication records ("special personal information" under POPIA); and
• next of kin or emergency contact information, where provided.

4. How We Collect Your Information

We collect personal information directly from you, whether by telephone, email or in person during a consultation. We may also receive information from referring practitioners, medical aid schemes, or other healthcare providers involved in your care, with your consent where required.

5. Why We Process Your Information

We process your personal information to:

• provide psychiatric assessment, treatment and ongoing care;

• schedule and manage appointments;

• process billing and medical aid claims;

• communicate with other treating practitioners where relevant to your care;

• comply with our legal, regulatory and record-keeping obligations (including HPCSA requirements); and

• respond to your enquiries.

6. Who We Share Your Information With

We may share relevant personal and health information with:

• your medical aid scheme, for claims and billing purposes;

• other healthcare practitioners involved in your treatment, with your consent;

• our email and practice management service providers, for administrative purposes; and

• regulatory or legal bodies, where required by law.

We do not sell your personal information or use it for marketing purposes.

7. Cross-Border Transfer of Information

The Practice currently uses Gmail for email correspondence. Google's email servers may be located outside South Africa. By providing us with your information by email, or by signing the consent below, you acknowledge and consent to this transfer of your personal information outside South Africa, which we consider necessary for communicating with you about your care. We take reasonable steps to ensure any such transfer is subject to appropriate safeguards.

8. Security Measures

We take the security of your personal information seriously and apply the following safeguards:

• password-protected electronic files;

• encrypted practice management software;

• restricted physical access to paper-based files; and

• locked filing cabinets for physical records.

9. Retention of Your Information

We retain patient records for a minimum of 10 years from the date of your last consultation, or longer where required by law, regulation, or the guidance of our indemnity insurer. Records are securely destroyed after this period.

10. Your Rights

Under POPIA, you have the right to:

• request access to the personal information we hold about you;

• request correction or deletion of inaccurate, irrelevant, excessive, outdated or incomplete information;

• object to the processing of your personal information in certain circumstances;

• withdraw any consent you have given, at any time (this will not affect processing already carried out); and

• lodge a complaint with the Information Regulator if you believe your information has been processed unlawfully.

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

11. Changes to This Notice

We may update this Notice from time to time to reflect changes in our practices or the law. The updated version will be posted on this page.