Physio Billing (PTY) LDT (“we”, “us”, or “our”) is committed to protecting your privacy and ensuring that your personal information is collected, processed, and stored in compliance with applicable privacy laws. This Privacy Policy outlines our practices regarding the collection, use, and protection of your personal data in accordance with the Protection of Personal Information Act, No. 4 of 2013 (“POPIA”), which regulates the processing of personal information in South Africa.

By engaging with our services, you agree to the terms of this Privacy Policy.

1. Purpose of this Privacy Policy

This Privacy Policy describes:

  • What personal information we collect and why we collect it.
  • How we use and process the personal information.
  • Your rights regarding your personal information.
  • How we protect your personal information.

2. Information We Collect

We collect various types of personal information necessary to provide billing services. The information we may collect includes but is not limited to:

2.1. Personal Identification Information

  • Clients: Name, business name, contact details (email, phone number), address, tax identification number, and payment details.
  • Service Users: Name, email address, contact information, and payment details for billing purposes.

2.2. Payment Information

  • Credit card details, bank account numbers, transaction history, and other payment data necessary for processing payments.

2.3. Communication Data

  • Any communication or feedback provided through emails, phone calls, or other correspondence related to services rendered.

2.4. Billing and Transaction History

  • Information related to services provided, including dates, amounts, invoices, and payment statuses.

3. Legal Basis for Processing Personal Information

Under the POPI Act, we process your personal information based on the following legal grounds:

  • Consent: You provide explicit consent when engaging with our services and submitting your personal data.
  • Contractual Necessity: The processing is necessary for the performance of a contract (e.g., providing outsourced billing services).
  • Legal Obligation: We may need to process personal information to comply with legal obligations, such as tax reporting and regulatory compliance.
  • Legitimate Interests: We may process personal information based on our legitimate business interests, provided such interests are not overridden by your privacy rights.

4. How We Use Your Personal Information

We may use your personal information for the following purposes:

  • To provide outsourced billing services, including invoicing, payment processing, and financial reporting.
  • To communicate with you about billing issues, transactions, and service updates.
  • To comply with applicable legal and regulatory requirements.
  • To improve our services and customer support.
  • To send you marketing communications (if you have consented to receive them).
  • To perform any other activities necessary for our business operations.

5. Sharing Your Personal Information

We will not sell, rent, or trade your personal information to third parties. However, we may share your personal data in the following circumstances:

  • Service Providers: We may share your personal data with third-party vendors or service providers who assist us in fulfilling our contractual obligations (e.g., payment processors, cloud storage providers, IT support).
  • Legal Requirements: We may disclose your personal information when required by law or in response to lawful requests by public authorities (e.g., government agencies or regulatory bodies).
  • Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred as part of the business transaction.

All third-party service providers are required to maintain the confidentiality and security of your personal information.

6. Data Retention

We will retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. The retention period may vary depending on the type of data and the purpose of processing, but we will not keep your personal information for longer than necessary.

For example:

  • Personal identification and payment details are retained for the duration of the business relationship and for a period thereafter to comply with tax and financial regulations.
  • Communication and billing records are kept for the time necessary for legal or regulatory compliance.

7. Data Security

We take reasonable and appropriate measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. This includes:

  • Using encryption and secure servers to protect your data during transmission and storage.
  • Implementing access controls to ensure only authorized personnel have access to personal data.
  • Regularly reviewing our data security practices to address emerging risks.

While we take all reasonable steps to safeguard your data, please be aware that no data transmission or storage method can be guaranteed to be 100% secure.

8. Your Rights Under POPIA

Under the POPI Act, you have the following rights regarding your personal information:

  • Right to Access: You have the right to request access to your personal data that we hold.
  • Right to Correction: You have the right to request the correction of inaccurate or incomplete personal information.
  • Right to Deletion: In certain circumstances, you may request that we delete your personal information, subject to legal or contractual obligations.
  • Right to Object: You have the right to object to the processing of your personal data for specific purposes (e.g., marketing).
  • Right to Restriction: You have the right to request restrictions on how we process your personal information in certain situations.

To exercise these rights, you may contact us using the contact information provided below. We will respond to your request in accordance with applicable laws.

9. Cookies and Tracking Technologies

We may use cookies or similar tracking technologies to enhance your experience when interacting with our website or services. Cookies are small text files that are placed on your device and allow us to track usage patterns, improve website functionality, and provide personalized content.

You can manage cookie settings through your browser preferences, though disabling cookies may limit your ability to use certain features of our website.

10. International Transfers of Personal Information

As part of our operations, personal data may be transferred to other jurisdictions outside South Africa, including to third-party service providers or cloud hosting services. We ensure that any international transfers of personal data are done in compliance with applicable data protection laws, including ensuring that adequate safeguards are in place to protect your information.

11. Changes to this Privacy Policy

We reserve the right to update or modify this Privacy Policy from time to time. When we make material changes, we will post the updated policy on our website and notify you via email or other communication channels. The date of the latest revision will be indicated at the top of the policy.

12. Contact Us

If you have any questions or concerns regarding this Privacy Policy or how we process your personal information, please contact us at:

Physio Billing (PTY) LDT
330 Forest Walk Crescent
Pretoria, 0081
06454544496
manager@physiobilling.co.za

We are committed to resolving any issues or concerns you may have regarding your privacy.