PRIVACY POLICY WEBSITE TERMS AND CONDTIONS By accessing this web site, you are agreeing to be bound by these web site Terms and Conditions of Use, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you do not agree with any of these terms, you are prohibited from using or accessing this site. The materials contained in this web site are protected by applicable copyright and trademark law. 1. INTRODUCTION Sonocare Ultrasound practice is owner-run by Mrs Jennifer Cloete-Foos. The practice is committed to ensuring the privacy of personal information by users on our website. This Privacy Notice (“this notice”) explains how we use or process your personal data (“personal information”) that we collect through your use of this website or information provided by you through this website. Any references to “we”, “us” or “our” in this notice shall be to Sonocare Ultrasound (PTY)LTD ; and references to “user”, “you” or “your” in this notice shall be to any user of this website. 2. OUR DETAILS Company Name: Sonocare Ultrasound (PTY)LTD Practice no: 1162756 Regno: 2024/186478/07 VAT no: N/A Physical Address: 9 Frere Avenue, Flamingo Vlei, Tableview, Cape Town, 7441 Tel Number: +27609888694 E-mail address: sonocareultrasound25@gmail.com 3. THIRD-PARTY LINKS Our website may contain links to third-party websites, plug-ins, or applications. By clicking on these links or enabling such connections, you may allow third parties to collect or share information about you. Please note that we do not control these third-party websites and are not responsible for their privacy practices or content. We strongly recommend that you review the privacy policy of every website you visit once you leave our site. 4. WHAT PERSONAL INFORMATION WE COLLECT ABOUT YOU We collect various types of personal information from you, such as: oContact details (e.g., name, email address, phone number) oDemographic information (e.g., age, gender) oMedical history and related information oPayment information (if applicable) 5. HOW WE COLLECT YOUR PERSONAL INFORMATION We collect personal information in the following ways: oDirectly from you when filling in forms on our website or at our practice oContacting us via phone, email, WhatsApp, or postal mail oBooking or requesting appointments oSubmitting feedback or enquiries oSigning up for email notifications or newsletters oParticipating in surveys or promotional campaigns oAutomatically through our website or services (e.g., cookies, server logs) oFrom third-party sources (e.g., healthcare providers) 6. PURPOSES FOR WHICH WE USE YOUR PERSONAL INFORMATION We use your personal information for the following purposes: oProviding healthcare services and related support oCommunicating with you about appointments, services, and updates oProcessing payments and billing oConducting research and analysis to improve our services oWe do not use your personal information for marketing or advertising purposes. Our primary focus is to provide you with high-quality diagnostic services while respecting your privacy. oWhere applicable, we aim to give you control over how your personal data is used, especially in relation to any optional communications. Should this change in the future, you will be given the opportunity to opt in or out of any marketing-related contact. oWe will only use your personal information for the purposes for which it was originally collected. If we find it necessary to use your information for a different purpose, we will ensure that this new purpose is compatible with the original one. oShould we need to use your personal information for an unrelated purpose, we will notify you in advance and explain the legal basis that permits us to do so. oPlease be aware that, in certain circumstances, we may process your personal information without your knowledge or consent, but only when required or permitted by law and in compliance with applicable regulations. 7. WHO WE SHARE YOUR PERSONAL INFORMATION WITH We may share your personal information, where necessary and in accordance with the Protection of Personal Information Act (POPI Act No. 4 of 2013), with the following third parties for the purposes of medical treatment, healthcare management, and lawful business operations within South Africa. We require all such persons to respect the security of your personal information and to treat it in accordance with applicable law and are bound to handle it with the highest degree of confidentiality and in full compliance with applicable data protection laws: oOther sonographers, medical practitioners, allied healthcare professionals, hospitals, laboratories, and relevant companies involved in my or my dependent’s/unborn child’s medical care to ensure informed medical insight and continuity of care. oThe ultrasound practice’s staff and representatives for communication and coordination of my treatment, including sharing medical reports and ultrasound images with my referring doctor, and collecting relevant pregnancy-related information. oContractors, medical aid schemes, gap cover providers, and external service providers involved in hygiene, laboratories, hospital services, IT, billing, legal, nursing, and administrative support—each of whom is required to comply with the provisions of the POPI Act. oThe practice’s appointed auditors and financial consultants for purposes related to financial reporting and regulatory compliance. oRegistered debt recovery agencies and credit bureaus, if any account payments remain outstanding. oLegal representatives or attorneys within the relevant jurisdiction in the event of any litigation initiated by or against me or the practice. oAuthorised medical imaging and data management platforms, including but not limited to PACS, Carestream, and XERO, for the secure access and review of imaging records. 8. YOUR RIGHTS IN RELATION TO OUR USE OF YOUR PERSONAL INFORMATION Under POPIA, you have the right to: oAccess: Request access to the personal information we hold about you. oCorrection: Request correction or deletion of inaccurate, irrelevant, or outdated information. oObjection: Object to the processing of your personal information under certain circumstances. oDeletion: Request that we delete your personal information if it's no longer needed for lawful purposes. oLodge a complaint: Submit a complaint to the Information Regulator of South Africa if your privacy rights have been violated. If you have any questions or concerns about how your personal information is handled, or if you would like to exercise your rights under this policy, please contact us: oCompany / Practice Name: SonoCare Ultrasound (Pty) Ltd Practice Address: 9 Frere Avenue, Flamingo Vlei, Table View, Cape Town, South Africa Phone: +27 60 988 8694 WhatsApp: +27 60 988 8694 Email: sonocareultrasound25@gmail.com 9. HOW LONG WE KEEP YOUR PERSONAL INFORMATION We will retain your personal information only for as long as necessary to fulfil the purposes for which it was collected or as required by law. When determining the appropriate retention period, we consider factors such as: oThe amount, nature, and sensitivity of the personal information oThe potential risk of harm from unauthorized use or disclosure oThe purposes for which we process the information and whether those purposes can be achieved by other means oRelevant legal and regulatory requirements applicable to the medical and healthcare industry 10. HOW WE SECURE YOUR PERSONAL INFORMATION We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, use, or disclosure. At SonoCare Ultrasound (Pty) Ltd, we treat your personal information as strictly confidential. We collect, process, and store your data securely, both within our practice and through our trusted service providers. We implement appropriate technical and organisational measures to protect your information from unauthorized or unlawful processing, as well as accidental loss, destruction, or damage. These measures include, but are not limited to: oIdentity and access management oInfrastructure and operations security oVulnerability management oBusiness continuity planning oDisaster recovery planning We have established procedures to promptly address any suspected data security breaches. If legally required, we will notify you and the relevant regulatory authorities should a breach occur. While SonoCare Ultrasound (Pty) Ltd takes all reasonable steps to safeguard your personal information, we cannot be held responsible for any unauthorized access or disclosure caused by factors beyond our control, such as hacking, viruses, Trojan horses, or other malicious software designed to damage or intercept data. 11. COOKIE POLICY Internet cookies are common and do not harm your system. They just store or gather site information. They help you do things online, like remembering login details so you don't have to re-enter them when revisiting a site. We use cookies to: oenhance the online experience of our users (for example, by remembering your language and/or product preferences) oto better understand how our site is used. Cookies may tell us, for example, whether you have visited our site before or whether you are a new visitor. oThey can also help to ensure that adverts you see online are more relevant to you and your interests. You have the right to choose whether or not to accept cookies. However, please note that if you do not accept our cookies, you may not be able to use the full functionality of our website. To enable or disable cookies, follow the instructions provided by your browser (usually located within the 'Help', 'Tools' or 'Edit' facility). 12. Privacy Policy Updates As our services and operations evolve, we may update this Privacy Policy from time to time. Where possible, we’ll notify you of any significant changes via email, unless you’ve opted out of such communications. We also encourage you to review our website regularly for the latest version of our Privacy Policy. Unless stated otherwise, the most current version of this policy will apply to all personal information we hold about you. We will never make changes that reduce the protection of your personal information without your express consent where required by law. *Please note that we may amend this Policy from time to time*