Privacy Policy

As required by POPIA, we have appointed an Information Officer responsible for compliance and for handling any privacy queries, access requests or complaints:

Information Officer: Dr Samuel Panisi Tjangase (Founder & CEO)
Email: info@sampax-911.co.za
Tel: 012 023 4005

Depending on how you interact with us, we may collect:

Identity & contact information: name, surname, title, ID number, date of birth, sex, home language, marital status, postal/residential address, cell/home/work numbers, email address, employer and occupation.

Special personal information (health information): medical history, symptoms, diagnoses, treatment records, medication and allergy information, test/screening results, and information you submit via our Patient Information Form or during consultations, ambulance callouts and treatment.

Medical scheme information: medical aid/scheme name, plan option and membership number, used to submit claims on your behalf.

Dependant & next-of-kin information: where you register family members or provide an emergency contact.

Technical information: pages visited and general usage information via cookies (see our Cookie Notice below), and your approximate location if you use the map/directions feature.

Directly from you: our online booking calendar, our Patient Information Form, our general contact form, telephone or WhatsApp, and in person at reception or during treatment/ambulance response. We do not knowingly collect personal information about you from other sources without telling you.

We process your personal information to: book and manage appointments; provide medical consultations, diagnosis, treatment, ambulance response and follow-up care; open and maintain your patient file; submit claims to your medical aid; communicate with you (appointment reminders, results, account queries); comply with our legal and regulatory obligations (e.g. to the Health Professions Council of South Africa and SARS); and, only with your separate consent, send you practice updates.

Health information is "special personal information" under POPIA section 26. We process it under the health-institution exemption in POPIA section 32 (processing by medical professionals/institutions necessary for your proper treatment and care) and, where relevant, with your explicit consent given on our Patient Information Form and at the point of treatment.

We share personal information only where necessary, with:

Your medical aid scheme — to submit and process claims.
Laboratory & diagnostic partners (e.g. Path24 Laboratories) — for tests, screening and results.
Referral practitioners & hospitals — where we refer you for further care (e.g. Brits Hospital).
Google — for the interactive practice-locations map (Google Maps) and website fonts; Google may process technical/usage information as described in Google's own privacy policy.
Our website & email hosting provider, Axxess DSL (Pty) Ltd (trading as Axxess) — hosts this website and our practice email on its servers as an "operator" under POPIA, and provides the underlying network/server infrastructure on which our website and hosted email operate.
Regulators & law enforcement — where required by law.

We do not sell your personal information to anyone.

Our Booking, Patient Information and General Enquiry forms are processed directly by our own website hosting infrastructure (Axxess, based in South Africa) and emailed straight to our practice's South African email addresses — they are no longer routed through any third-party booking or CRM platform, so no patient or booking information is stored cross-border as a result of using these forms.

Some embedded third-party services used elsewhere on this Website (such as Google Maps and Google Fonts) may involve limited technical/usage data being processed on servers located outside South Africa, as described under "Who we share your information with" above. Where this happens, we require that appropriate contractual and technical safeguards are in place, consistent with POPIA section 72, so that your information continues to receive an adequate level of protection wherever it is processed.

We retain patient records for the period required by the Health Professions Council of South Africa and applicable South African health-record regulations (generally a minimum of 6 years from your last treatment, longer for minors), and other personal information only for as long as necessary for the purpose it was collected, or as required by law.

We use appropriate technical and organisational measures to keep your information secure, including HTTPS/TLS encryption on this website, security response headers, access controls on our systems, and confidentiality obligations for our staff. This website was built and is maintained by Dynamiq Tech, our website development and hosting-management partner, who applies security hardening (encryption, access controls, secure headers) at the website level. Our hosting provider, Axxess, is separately responsible for the security of its underlying servers and network; please see Section 6 above. No system is 100% secure, but we take reasonable steps proportionate to the sensitivity of health information, and neither Sampax Health 911 nor our hosting or development providers guarantee that transmission of information over the internet is completely secure.

Sampax Health 911 will never ask you for your banking details, card PIN, online banking password or one-time-pin (OTP) by email, SMS or WhatsApp, and we will never ask you to make an urgent payment to a new or "updated" bank account by email. If you receive a message that appears to be from us asking for this kind of information or an urgent payment, do not respond — contact our practice directly on 012 023 4005 to verify it before taking any action. This warning is included because email and WhatsApp accounts (including ours and yours) can be targeted by criminals impersonating trusted contacts to commit payment fraud.

Under POPIA you have the right to: be told what information we hold about you; request a copy of it (see our PAIA Manual); ask us to correct or delete inaccurate or outdated information; object to processing for direct marketing at any time; and withdraw consent where processing is based on consent (this does not affect the lawfulness of care already provided). To exercise any of these rights, contact our Information Officer (Section 2 above). We aim to respond to any such request within one month of receiving it.

If you are not satisfied with our response, you may lodge a complaint with South Africa's Information Regulator:

The Information Regulator (South Africa)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Toll-free: 0800 017 160 · Landline: 010 023 5200
complaints.IR@justice.gov.za · inforegulator.org.za

This website uses only essential/functional cookies needed for the site to work (e.g. remembering your cookie preference) and, if you accept them, cookies set by embedded third-party services (Google Maps, Google Fonts) which help those features function. You can accept or decline non-essential cookies using the banner shown on your first visit, and you can clear cookies at any time in your browser settings. Your cookie preference is remembered for up to 12 months, after which we will show the banner again so you can confirm or change your choice.

Where we treat minor patients, their information is submitted and consented to by a parent or legal guardian, whose own contact details are recorded to receive clinical correspondence, per our Patient Information Form.

We may update this Privacy Policy from time to time. The "last updated" date at the top of this page shows when it was last revised. Please check back periodically.