Privacy & Data Protection Policy

This section applies specifically to individuals completing booking, intake, consent, or clinical forms, as well as to patients receiving services at Mums & Bums Mother and Baby Clinic.

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If you are visiting our website only and are not completing a booking or form, please refer to our Website Privacy Policy below for information relevant to website use, cookies, and analytics.

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Mums and Bums Mother and Baby Clinic is committed to protecting your privacy. We collect and process your personal information in line with the Protection of Personal Information Act (POPIA) and other relevant laws.

 

 

What Is Personal Information?

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Personal information includes your contact details, age, gender, medical scheme membership, health information, and any other data defined by POPIA.

 

How We Collect Your Information

 

We collect personal information directly from you where possible. However, we may also collect it from lawful sources, including public records, when necessary.

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How We Use Your Information

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We process your information to:

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• Provide and coordinate your care

• Communicate with you

• Handle administrative tasks such as billing

• Refer or report to other healthcare professionals

• Maintain records and meet legal record-keeping requirements

• Conduct historical, research, or statistical analysis

• Enforce our legal rights

• Fulfill any other lawful or patient-authorized purpose

 

Your Records

 

Your information may be kept in physical or electronic format and will be retained for as long as legally required or permitted.

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Security of Your Information

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We take appropriate measures to safeguard your data from unauthorized access, loss, or damage. If a data breach occurs, we will notify you and the Information Regulator as required by law.

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Sharing of Your Information

Mums and Bums Mother and Baby Clinic may share your personal and health information, including diagnosis and ICD-10 codes, with:​

 

• Healthcare professionals involved in your care

• Medical schemes and administrators

• Next-of-kin (if appropriate)

• Lawful third parties such as debt collectors, credit bureaus, regulatory, or law enforcement bodies

• Auditors or peer review panels (under confidentiality agreements)

• Purchasers or legal successors of the practice (where lawful)

 

We will obtain your consent when required by law. Any third party granted access in South Africa or abroad will be subject to legal and confidentiality safeguards. Staff and service providers only access information on a strict need-to-know basis.

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Diagnosis & ICD-10 Codes

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By law, your diagnosis (in the form of ICD-10 codes) must be included on invoices for medical aid purposes and benefit authorizations.

 

Audits & Peer Review

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Your healthcare provider or our clinic may be subject to audits or peer reviews. These reviewers may access your records solely for professional assessment and under strict confidentiality.

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Your Rights

 

You may:

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• Access your personal records

• Request corrections if needed

• Withdraw your consent for processing

• Object to data processing on lawful grounds

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Please note that certain health records must be retained and processed in accordance with the law, even if consent is withdrawn.

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These requests must be submitted using the prescribed forms at reception or in our PAIA Manual. In cases where continued processing is not legally permitted after a withdrawal or objection, Mums and Bums Mother and Baby Clinic may, if reasonable, end the treatment relationship.

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Access to Records under PAIA

 

Mums & Bums Mother and Baby Clinic complies with the Promotion of Access to Information Act, 2000 (PAIA), which gives individuals the right to request access to records held by public and private bodies.

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Our PAIA Manual sets out the procedure for requesting access to records held by the clinic, including personal information, administrative records, and other documents to which access may be granted in accordance with PAIA.

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To request access to records under PAIA, a requester must:

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• Submit a written request using the prescribed PAIA request form

• Provide sufficient details to identify the requested record

• Pay the applicable request fee, if required (as prescribed by law)

 

Requests may be refused on lawful grounds, including where access is restricted to protect confidentiality, patient privacy, or where disclosure is not permitted under PAIA or other applicable legislation.

 

PAIA Manual

 

Our PAIA Manual is available on request at reception.

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Information Officer

 

The Information Officer responsible for PAIA and POPIA compliance is:

 

Information Officer: Samantha Pieterse

Email: samantha@mumsandbums.co.za

Telephone: +27 64 508 1672

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Accurate and Up-to-Date Information

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To ensure safe care and accurate billing, patients must provide Mums and Bums Mother and Baby Clinic with correct and current information, including health history, contact details, and medical aid or funder information. You are responsible for updating the clinic if any of this information changes.

 

Questions or Concerns

 

If you have any questions or concerns about how your personal information is processed, please speak with your treating practitioner or our Information Officer.

 

You may also contact the Information Regulator:

📞 +27 (0)10 023 5207 | 📱 +27 (0)82 746 4173

✉️ complaints.IR@justice.gov.za

 

Consent Declaration

 

By acknowledging that you understand how your personal information is collected and used in accordance with POPIA and applicable healthcare laws, you confirm the following:

 

1. You have read and understood this policy, or it has been explained to you in a language you understand.

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2. You give your consent freely and without pressure.

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3. You understand how Mums and Bums Mother and Baby Clinic will use and protect your personal information.

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4. You specifically consent to the following:

• Submission of your accounts and relevant treatment information to your medical scheme or funder.

• Sharing of relevant health information with referring practitioners and in reports.

• Sharing of your information for peer reviews or clinical audits, subject to confidentiality.

• Submission of invoices to any person responsible for payment on your behalf.

• Receiving updates about products or services from Mums and Bums Mother and Baby Clinic (with the option to opt out anytime).​