How we protect your personal and medical information
At Oakridge Family Medical Centre, we take your privacy seriously. This policy outlines how we collect, use, and protect your personal and medical information in compliance with the Protection of Personal Information Act (POPIA) and Health Professions Council of South Africa (HPCSA) regulations.
1. Information We Collect
We collect personal information that you provide directly to us when you schedule appointments, communicate with us, or fill out forms on our website. This information may include:
Personal details: name, date of birth, identity number, contact information
Medical information: medical history, symptoms, diagnoses, treatment records
Insurance information: medical aid details and membership numbers
Payment information: billing details and payment history
Communication records: emails, messages, and call logs
2. How We Use Your Information
We use your personal information strictly for the following purposes:
Providing medical care: To diagnose, treat, and manage your health conditions
Managing appointments: To schedule, confirm, and follow up on appointments
Processing payments: To handle billing and insurance claims
Communication: To contact you about your health, appointments, or test results
Legal compliance: To meet regulatory requirements and maintain accurate records
Quality improvement: To improve our services (using anonymized data only)
3. Data Security Measures
We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. Our security measures include:
Encrypted electronic medical records systems
Secure, access-controlled physical premises
Password protection and multi-factor authentication
Regular staff training on privacy and confidentiality
Strict access controls – only authorized staff can view your records
Secure disposal of physical documents when no longer needed
4. Disclosure of Information
We do not sell or rent your personal information to third parties. We may share information only in the following circumstances:
With your consent: When you authorize us to share information with specific individuals
Healthcare providers: With other doctors, specialists, or hospitals involved in your care
Medical aid schemes: For claims processing and authorization purposes
Legal requirements: When required by law, court order, or to protect public health
Business associates: With trusted service providers who assist our operations (under strict confidentiality agreements)
5. Your Rights
Under POPIA, you have the following rights regarding your personal information:
Right to access: Request a copy of your medical records
Right to correction: Request correction of inaccurate or incomplete information
Right to deletion: Request deletion of your information (where legally permissible)
Right to object: Object to certain processing of your information
Right to complain: Lodge a complaint with the Information Regulator if you believe your rights have been violated
To exercise these rights, please contact us at info@oakridgemed.co.za or submit a written request at our practice.
6. Website and Cookies
Our website uses minimal cookies to improve your browsing experience. These cookies do not collect personal information. We may use analytics tools to understand website usage patterns, but this data is anonymized and cannot identify individual users.
We do not use tracking cookies for advertising purposes. Any contact forms on our website transmit data securely via encrypted connections (HTTPS).
7. Retention of Information
We retain your medical records for as long as required by law and professional standards. In South Africa, medical records must generally be kept for at least 6 years from the last entry (and longer for certain conditions). After the retention period, records are securely destroyed.
8. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in legal requirements or our practices. The latest version will always be available on our website and at our practice. Significant changes will be communicated to you directly where required by law.
9. Contact Us
If you have any questions about our privacy practices, wish to exercise your rights, or have concerns about how we handle your information, please contact us: