Privacy Policy

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1. Who We Are

NN Biokinetics is a registered Biokinetics practice based at M5 Place, 2A Hibiscus Way, Durbanville, Cape Town, 7550. We are the responsible party (as defined in POPIA) for the personal information we collect from you.

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

• Email: nnbiokinetics@gmail.com
• Phone: +27 (0) 82 900 2318
• Address: M5 Place, 2A Hibiscus Way, Durbanville, Cape Town, 7550

2. Information We Collect

We collect personal information that you voluntarily provide to us when you:

• Complete the contact or booking form on our website
• Contact us by phone, email, or WhatsApp
• Register as a patient and attend an appointment
• Use our services or request information about them

The personal information we may collect includes:

• Identity information: full name, date of birth, ID number
• Contact information: email address, phone number, physical address
• Health information: medical history, injury details, treatment records, exercise programmes — classified as special personal information under POPIA
• Medical aid information: medical scheme name, membership number, plan details
• Referral information: doctor's letters, specialist reports, scan results you choose to share
• Communication records: records of correspondence between you and our practice

3. How We Use Your Information

We use your personal information only for the purposes for which it was collected, including:

• Providing Biokinetics assessments, rehabilitation programmes, and related health services
• Scheduling and managing appointments
• Processing medical aid claims and billing
• Communicating with you about your treatment plan, progress, or follow-up care
• Complying with our legal and professional obligations as registered healthcare practitioners
• Improving our services and the quality of care we provide
• Responding to enquiries submitted through our website contact form

We will not use your personal information for any other purpose without your prior consent.

4. Legal Basis for Processing

We process your personal information on the following lawful grounds as set out in POPIA:

• Consent: you have given us clear consent to process your information for a specific purpose
• Contract: processing is necessary for the provision of healthcare services to you
• Legal obligation: we are required to retain certain health records under the National Health Act and professional regulatory requirements (HPCSA)
• Legitimate interest: where necessary to operate our practice and communicate with patients

5. Special Personal Information — Health Records

Health information is classified as special personal information under POPIA and receives the highest level of protection. We collect and process your health information only:

• With your explicit consent
• Where necessary for the provision of healthcare services
• Where required by law or professional regulatory requirements

Your health records are stored securely and accessed only by the practitioners and administrative staff directly involved in your care.

6. Sharing Your Information

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

• With your consent: for example, referring you to another healthcare professional with your knowledge
• Medical aid administrators: to process claims on your behalf
• Referring practitioners: to provide feedback on your progress where you have consented
• Legal requirements: where we are required by law or a court order to disclose information
• Service providers: trusted third parties who assist us in operating our website or practice management systems, bound by confidentiality agreements

7. Data Retention

We retain your personal information for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law:

• Patient health records: retained for a minimum of 6 years from the date of last treatment, in accordance with the National Health Act and HPCSA guidelines
• Minor patient records: retained until the patient turns 21, or for 6 years after last treatment — whichever is longer
• Website enquiry records: retained for 12 months unless you become a patient
• Billing and financial records: retained for 5 years as required by SARS

Once records are no longer required, we will destroy or de-identify them in a secure manner.

8. How We Protect Your Information

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, alteration, or disclosure. These measures include:

• Secure storage of physical records in locked, access-controlled premises
• Password protection and access controls on all digital systems
• SSL/TLS encryption on our website (HTTPS)
• Restricting access to personal information to authorised staff only
• Regular review of our security practices

While we take every reasonable precaution, no method of transmission or storage is 100% secure. If a data breach occurs that is likely to harm you, we will notify you and the Information Regulator as required by POPIA.

9. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights:

• Right to access: you may request a copy of the personal information we hold about you
• Right to correction: you may request that we correct inaccurate or incomplete information
• Right to deletion: you may request that we delete your information, subject to our legal retention obligations
• Right to object: you may object to the processing of your personal information in certain circumstances
• Right to withdraw consent: where processing is based on your consent, you may withdraw it at any time — this will not affect the lawfulness of processing before withdrawal
• Right to lodge a complaint: you may lodge a complaint with the Information Regulator if you believe your rights have been violated

To exercise any of these rights, please contact us at nnbiokinetics@gmail.com. We will respond within a reasonable time and no later than 30 days.

10. Information Regulator

If you are not satisfied with how we have handled your personal information, you have the right to lodge a complaint with the South African Information Regulator:

• Website: inforegulator.org.za
• Email: inforeg@justice.gov.za
• Phone: 010 023 5207

11. Cookies & Website Analytics

Our website does not use tracking cookies or third-party analytics tools. The Google Maps embed on our contact page is provided by Google LLC — please refer to Google's Privacy Policy for information on how they process data.

If you contact us via WhatsApp, your communication will be subject to WhatsApp's Privacy Policy.

12. Third-Party Links

Our website may contain links to third-party websites (such as Facebook). We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal information.

13. Children's Privacy

We do provide services to children (minors under the age of 18) as part of our Seniors & Children Programmes. When treating a minor, we collect information from and obtain consent from a parent or legal guardian. We do not knowingly collect personal information directly from children online.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The updated policy will be published on this page with a revised effective date. We encourage you to review this page periodically.

Continued use of our services after any changes constitutes your acceptance of the updated policy.

15. Contact Us

For any questions, requests, or concerns regarding this Privacy Policy or our handling of your personal information, please contact us:

This Privacy Policy was prepared in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and the regulations thereunder.