Privacy Policy

Last updated: January 15, 2026

Data Protection

Secure Storage

Transparency

Your Rights

POPIA Compliant

1. Introduction

At Three Rivers Orthodontics, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services or visit our website.

2. Information We Collect

We may collect the following types of information:

Personal Information

  • Name, address, and contact information
  • Date of birth and identification details
  • Insurance information
  • Emergency contact information

Medical Information

  • Dental and medical history
  • X-rays, photographs, and dental impressions
  • Treatment records and progress notes
  • Prescription information

Website Information

  • IP address and browser information
  • Pages visited and time spent on site
  • Cookies and similar tracking technologies

3. How We Use Your Information

We use the collected information for the following purposes:

  • To provide and manage your orthodontic treatment
  • To communicate with you about appointments and treatment
  • To process payments and insurance claims
  • To send appointment reminders and follow-up care instructions
  • To improve our services and patient experience
  • To comply with legal and regulatory requirements

4. Information Sharing

We do not sell your personal information. We may share your information with:

  • Healthcare providers involved in your treatment
  • Insurance companies for claims processing
  • Laboratory services for creating dental appliances
  • Legal authorities when required by law

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure servers, and restricted access to personal data.

6. Your Rights

You have the right to:

  • Access your personal information
  • Request correction of inaccurate data
  • Request deletion of your data (subject to legal requirements)
  • Opt-out of marketing communications
  • Request a copy of your medical records

7. Data Retention

We retain your medical records for the period required by applicable laws and regulations. After this period, records are securely destroyed. Non-medical information is retained only as long as necessary for the purposes outlined in this policy.

8. Cookies

Our website uses cookies to enhance your browsing experience. You can control cookie settings through your browser preferences. Disabling cookies may affect some functionality of our website.

9. POPIA Compliance (South Africa)

We are committed to complying with the Protection of Personal Information Act (POPIA) of South Africa. As a responsible party under POPIA, we ensure that your personal information is processed lawfully, minimally, and securely.

Your Rights Under POPIA

As a data subject, you have the following rights:

  • The right to be notified when your personal information is being collected
  • The right to access your personal information we hold
  • The right to request correction or deletion of your personal information
  • The right to object to the processing of your personal information
  • The right to submit a complaint to the Information Regulator
  • The right to institute civil proceedings regarding alleged interference with your personal information

Conditions for Lawful Processing

We process your personal information in accordance with the eight conditions for lawful processing as set out in POPIA:

  • Accountability: We take responsibility for complying with POPIA
  • Processing limitation: We only process information with your consent or when legally permitted
  • Purpose specification: We collect information for specific, defined purposes
  • Further processing limitation: We don't use your information for unrelated purposes
  • Information quality: We ensure your information is accurate and up to date
  • Openness: We are transparent about how we handle your information
  • Security safeguards: We protect your information against loss, damage, or unauthorized access
  • Data subject participation: You can access and correct your information

Information Officer

Our designated Information Officer is responsible for ensuring POPIA compliance. For any POPIA-related queries or to exercise your rights, please contact:

Information Officer

Dr Saad Dasoo

Email: privacy@threeriversorthodontics.co.za

Phone: 016 423 1227

Complaints

If you believe we have not handled your personal information in accordance with POPIA, you have the right to lodge a complaint with the Information Regulator:

Information Regulator (South Africa)

Website: inforegulator.org.za

Email: enquiries@inforegulator.org.za

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website and updating the "Last updated" date.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Three Rivers Orthodontics

139 General Hertzog Rd,
Three Rivers, Vereeniging, 1929

Phone: 016 423 1227

Email: privacy@threeriversorthodontics.co.za