1. Introduction and Purpose

This POPIA Compliance Manual has been developed in accordance with the Protection of Personal Information Act (POPIA), which became enforceable on 1 July 2021. The purpose of this manual is to outline how Sheetal Vallabh’s psychology practice “the Practice”, which includes the website, collects, processes, stores and protects personal information in compliance with South African law.

2. Scope

This manual applies to all personal information collected through the Practice’s website, in-person and online consultations, email, and other communication channels. It applies to all employees, contractors, and third-party service providers who may have access to personal information.

3. Information Officer

In terms of Section 55 of POPIA, the psychologist has appointed an Information Officer responsible for ensuring compliance. The details of the Information Officer are as follows:

Name: Sheetal Vallabh
Email: sheetal@sheetalvallabh.co.za
Telephone: 083 544 3833

4. Personal Information Collected

The following types of personal information may be collected:
– Name, surname, and contact details (email, phone number, address)
– Identification number
– Medical history and psychological records
– Billing and payment information
– Website usage data (cookies, IP address, browsing behaviour)

5. Purpose of Processing

Personal information is processed for the following purposes:
– Scheduling and managing appointments
– Providing psychological services
– Billing, invoicing, and payment processing
– Communicating with clients regarding services
– Maintaining accurate clinical and administrative records
– Complying with legal and regulatory requirements

6. Legal Grounds for Processing

Processing of personal information is based on one or more of the following legal grounds:
– The consent of the client
– Processing necessary for the performance of service provided by the Practice
– Compliance with a legal obligation
– Legitimate interest of the Practice

7. Storage and Security

All personal information is stored securely, whether electronically or in physical format. Security safeguards include password protection, encryption, restricted access, and secure file storage. Third-party service providers are required to comply with POPIA and maintain appropriate safeguards.

8. Rights of Data Subjects

In accordance with POPIA, clients have the right to:
– Access their personal information
– Request correction of personal information
– Request deletion of personal information, where legally permissible
– Object to the processing of personal information
– Withdraw consent at any time
– Lodge a complaint with the Information Regulator

9. Complaints Procedure

Clients who wish to lodge a complaint regarding the processing of their personal information may do so in writing to the Information Officer. If the complaint is not resolved, clients may escalate the matter to the Information Regulator of South Africa:

The Information Regulator (South Africa)
JD House, 27 Stiemens Street
Braamfontein, Johannesburg
Email: POPIAComplaints@inforegulator.org.za

10. Review and Updates

This manual will be reviewed annually and updated as necessary to ensure ongoing compliance with POPIA and related legislation.