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Privacy Policy

Last updated: 12 February 2026
 

This Privacy Policy explains how Violet Phillips Phototherapy Unit (“we”, “us”, “our”) collects, uses, stores, and protects your personal information when you visit our website, contact us, or submit an enquiry/booking request.
 

We are committed to handling personal information responsibly and in line with applicable South African privacy law, including the Protection of Personal Information Act, 2013 (“POPIA”).
 

1) Who we are

Responsible Party: Violet Phillips Phototherapy Unit
Location: Parktown, Johannesburg
Contact:

2) What information we collect

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

a) Information you provide directly

  • Name and surname

  • Email address

  • Phone number

  • Your medical condition (only if you choose to provide it)

  • Your preferred appointment date/time

  • Message/enquiry details

  • Any other information you voluntarily include in your correspondence
     

Important: Please avoid submitting unnecessary sensitive information (e.g., ID numbers, full medical histories, or attachments containing detailed medical records) unless we specifically ask for it.
 

b) Website and device information (cookies/analytics)
 

When you browse our website, we may automatically collect limited technical data such as:

  • IP address (or part of it)

  • Device type, browser type, operating system

  • Pages visited and time spent on the site

  • Referring to website links
     

This data is typically collected via cookies and similar tools to help our website function properly and to understand website performance.
 

3) Why we collect and use your information
 

We collect and use personal information for purposes such as:
 

  • Responding to enquiries and booking requests

  • Confirming appointments and communicating with you about scheduling

  • Providing patient support information relevant to your enquiry

  • Coordinating care and communication with your treating doctor where appropriate and with your consent or as otherwise permitted

  • Improving our website and service experience

  • Keeping records required for operational, legal, and healthcare-related purposes
     

4) Lawful basis for processing (POPIA)
 

We process personal information when:
 

  • You consent (e.g., when you submit a form or request contact)

  • It is necessary to take the steps requested by you (e.g., arranging an appointment)

  • It is required to meet legal or regulatory obligations

  • It supports our legitimate interests in operating and improving our services, provided your rights are not overridden
     

5) Special personal information (health data)
 

Information about your health or medical condition is considered special personal information under POPIA.
 

If you provide health information through our website or communications, we will:
 

  • Use it only for the purpose of responding to your enquiry, arranging care, and/or supporting your treatment journey

  • Limit access to those who need it for the relevant purpose

  • Take appropriate security measures to protect it
     

6) Sharing your information
 

We do not sell your personal information.
 

We may share personal information only when necessary, for example:
 

  • With service providers who help us operate our website or communications (e.g., hosting, email tools), under confidentiality and appropriate safeguards

  • With your treating healthcare practitioner/doctor when clinically relevant and appropriate, and typically with your knowledge/consent

  • Where required by law, subpoena, or regulatory request
     

7) Cookies
 

Cookies are small text files stored on your device that help websites function and remember preferences.
 

We may use cookies that are:

  • Essential (site functionality)

  • Analytics/performance (understanding site usage)
     

You can control cookies through your browser settings. Note that disabling some cookies may affect site functionality.
 

8) Security safeguards
 

We take reasonable technical and organisational steps to protect personal information against loss, unauthorised access, misuse, alteration, or disclosure.

No system is perfectly secure, but we aim to use appropriate safeguards and limit access to authorised persons only.
 

9) Retention of information
 

We keep personal information only for as long as necessary to fulfil the purposes described in this policy, including:
 

  • Responding to enquiries and managing bookings

  • Maintaining appropriate operational and clinical records where applicable

  • Complying with legal and regulatory requirements
     

When information is no longer needed, we will securely delete it or de-identify it where appropriate.
 

10) Children’s privacy
 

Our website and services are not intended for unsupervised use by children. If you believe a child has provided personal information without appropriate consent, please contact us so we can address it.
 

11) Your rights under POPIA
 

Subject to certain legal limitations, you may request to:
 

  • Access the personal information we hold about you

  • Correct or update inaccurate information

  • Withdraw consent (where processing is based on consent)

  • Object to processing in certain circumstances

  • Request deletion of information (where applicable)

  • Lodge a complaint with the regulator
     

To exercise these rights, contact us using the details above. We may need to verify your identity before processing requests.
 

12) Complaints
 

If you have concerns about how we handle personal information, please contact us first so we can try to resolve it.

You may also lodge a complaint with the Information Regulator (South Africa).
 

13) Changes to this Privacy Policy
 

We may update this Privacy Policy from time to time. The “Last updated” date at the top will reflect the most recent version. We encourage you to review it periodically.
 

14) Contact us

For privacy-related questions or requests, contact:
Violet Phillips Phototherapy Unit
Phone: 011 484 0185
Email: info@phototherapy.co.za

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