Privacy Notice

We collect and use your personal information

1.2 When you contact us

When you contact us by social media, email or phone, we collect the information included in your message. We use this information to communicate with you.

1.3 When you use a form on this website

This website has three forms: a general enquiry form, a booking form, and a client intake form. When you submit one, the information you enter is sent by email to the practice and is not stored on the website itself. The intake form asks for identifying and medical aid information so that your file can be opened and your sessions billed correctly; we only ask for what is needed for those purposes.

We do not use a third-party form service. Submissions are handled by our own website and delivered to our own mailbox.

1.4 When you browse this website

We use two free analytics tools to understand how the website is used, so that we can improve it:

• Google Analytics records anonymous statistics such as which pages are visited, roughly where visitors are located, and which device they use. Your IP address is anonymised. You can read Google’s privacy policy here.
• Microsoft Clarity records anonymous information about how pages are scrolled and clicked. You can read Microsoft’s privacy statement here.

Microsoft Clarity is deliberately switched off on the booking and client intake pages, so nothing you type into those forms is ever recorded by it. Neither tool is used to identify you personally, and you can block both using your browser’s privacy settings or a “do not track” extension.

We may share your personal information with our trusted suppliers

We use service providers who we trust. They have agreed to keep your personal information secure and confidential, and to only use it for the purposes for which we have sent it to them.

We use service providers to process billing and payments.

Some of our suppliers are in other countries that have different levels of protection of personal information, but we’re comfortable that they protect personal information to the same extent that we do. Interested in who these mysterious suppliers are?

We use Microsoft 365 to do our work and store all our information, including our clients’ information. Microsoft stores all our content in the European Union. We believe that Microsoft provides an adequate level of protection for the personal information we store with them. You can read more about their privacy undertakings here.

We must show you what we know

You have the right to

• ask what personal information we have about you,
• ask what personal information was sent to our suppliers, service providers, or any other third party,
• ask us to update, correct, or delete any out-of-date or incorrect personal information we have about you,
• unsubscribe from any direct marketing communications we may send you,
• object to the processing of your personal information, and
• lodge a complaint about our practices with the Information Regulator.

It can take us up to 21 days to respond to your request because there are procedures that we need to follow.

In certain cases, we may require proof of your identity and sometimes we may have additional requirements to make changes to your information.

Please notify us if you suspect a security breach

We have implemented reasonable security measures based on the sensitivity of the information we hold. These measures are in place to protect the information from being disclosed without authorisation, from loss, misuse, and unauthorised access, and from being altered or destroyed. If you suspect that we (or you) have had a security breach, please notify us immediately by sending an email to info@olwethujwili.co.za. Please include as much information as you can.