1. Introduction
Janet Bytheway & Associates is committed to protecting the privacy and confidentiality of all clients in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA), the Health Professions Council of South Africa (HPCSA) ethical guidelines, and other relevant legislation.
This Privacy Policy explains how we collect, use, store, and protect your personal and health information, and outlines your rights regarding that information.
By engaging in services with us, you consent to the lawful processing of your personal information as described below.
2. Information We Collect
We collect and process personal and health-related information necessary to provide psychological services, including but not limited to:
- Full name, ID number, and date of birth
- Contact details (phone number, email address, and physical address)
- Emergency contact information
- Medical aid or billing details
- Health and psychological history
- Session notes, assessments, reports, and related clinical records
- Correspondence with you and other healthcare professionals ,with your consent
3. Purpose of Processing Information
Your personal and health information is collected and used solely for purposes related to your psychological care, including:
- Assessment, diagnosis, and treatment
- Communication regarding appointments, billing, and care coordination
- Maintaining accurate and confidential clinical records
- Fulfilling ethical, professional, and legal responsibilities
- Referrals or collaboration with other healthcare providers, with your consent
Your information will not be used for any other purpose, including marketing, research, or disclosure to third parties, without your explicit, informed consent.
4. Confidentiality and Disclosure
All personal and health information shared during psychological services is treated with the highest level of confidentiality. Information will only be disclosed:
- With your written consent;
- When legally required (e.g., by court order or in compliance with mandatory reporting obligations such as risk of harm to self or others, or child protection);
- Where necessary for supervision or peer consultation, in a way that preserves anonymity and confidentiality;
- As otherwise permitted by law and ethical codes.
5. Data Storage and Security
We take all reasonable technical, administrative, and physical measures to safeguard your information against loss, theft, unauthorised access, or misuse.
Your information is stored securely in either:
- Password-protected electronic systems, or
- Locked physical files in secure premises.
Access is restricted to authorised practitioners and administrative staff who are bound by confidentiality agreements and POPIA obligations.
6. Retention and Destruction of Records
Client records are retained for the minimum period required by law and professional guidelines, six (6) years after the last date of service, or longer if required for minors or ongoing cases. Files of minors must be kept for three (3) years after they turn 18.
After this period, records will be securely destroyed or permanently de-identified.
7. Your Rights Under POPIA
Under POPIA, you have the right to:
- Access and request a copy of your personal information held by us
- Request correction, deletion, or restriction of your personal information
- Withdraw consent for processing (where applicable)
- Lodge a complaint with the Information Regulator of South Africa if you believe your information has been handled unlawfully
Requests can be made in writing to:
jboffice@janetbytheway.co.za
8. Communication and Consent
By engaging in psychological services, you consent to the collection and processing of your personal information as described in this policy.
You may withdraw or modify your consent at any time, although this may affect the continuation or delivery of services.
9. Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in legislation or practice operations. The updated version will be available on request or displayed in our practice.
10. Contact Us
If you have any questions, concerns, or requests about this Privacy Policy or how your information is handled, please contact us at:
jboffice@janetbytheway.co.za
021 5576066
103 Blaauwberg Road Table View 7441