Privacy Policy
Last updated: May 2026
1. Introduction
The Dentists Inc. (“we”, “us”, or “our”) is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage with our dental services at any of our Johannesburg branches.
Please read this policy carefully. If you disagree with its terms, please discontinue use of our website and services.
2. Information We Collect
2.1 Personal Information You Provide
When you contact us, book an appointment, or register as a patient, we may collect:
- Full name and date of birth
- Contact details (phone number, email address, physical address)
- Medical aid / health insurance details
- Identity number (where required for billing purposes)
- Emergency contact information
- Referral source (how you heard about us)
2.2 Health and Clinical Information
As a dental practice, we collect health-related information necessary to provide care, including:
- Medical and dental history
- Medications and allergies
- Dental examination findings, X-rays, and treatment records
- Treatment plans, clinical notes, and progress records
- Consent forms and procedure documentation
2.3 Website and Technical Information
When you visit our website, we may automatically collect:
- IP address and browser type
- Pages visited and time spent on the site
- Referring URLs
- Device and operating system information
- Cookie data (see Section 7)
2.4 Communications
We retain records of communications between you and our practice, including emails, WhatsApp messages, and online enquiry form submissions.
3. How We Use Your Information
We use the information we collect to:
- Schedule and manage your appointments
- Provide, personalise, and improve your dental care
- Process payments and submit medical aid claims
- Comply with legal, regulatory, and clinical record-keeping obligations
- Send appointment reminders, recall notices, and follow-up communications
- Respond to enquiries and support requests
- Improve our website and service offerings
- Conduct internal quality assurance and clinical audits
We will not use your personal information for purposes incompatible with those listed above without your prior consent.
4. Legal Basis for Processing
We process your personal information on the following lawful grounds in accordance with the Protection of Personal Information Act, 2013 (POPIA):
- Consent — where you have provided clear, informed consent
- Contractual necessity — to provide the dental services you have requested
- Legal obligation — to comply with applicable South African laws and health regulations
- Legitimate interest — where we have a genuine business reason that does not override your rights (e.g. internal reporting, security)
5. Sharing Your Information
We do not sell, rent, or trade your personal information. We may share it only in the following circumstances:
5.1 Service Providers
We work with trusted third parties who assist us in operating our practice and website, including:
- Practice management software providers
- Medical aid and billing administrators
- Referral specialists and laboratories (with your consent)
- IT and website hosting providers
These parties are contractually obligated to protect your information and use it only for the services they provide to us.
5.2 Legal Requirements
We may disclose your information if required to do so by law, or in response to valid requests by public authorities (e.g. a court order or regulatory body).
5.3 Professional Referrals
With your consent, we may share relevant clinical information with other healthcare providers involved in your care (e.g. specialist dentists, general practitioners).
6. Retention of Information
We retain your personal and clinical information for as long as is necessary to fulfil the purposes outlined in this policy, and to comply with our legal obligations under South African health and data protection law.
Clinical records are generally retained for a minimum of five (5) years from the date of your last treatment, or longer where required by law or professional guidelines. After this period, records are securely destroyed.
7. Cookies
Our website uses cookies — small data files placed on your device — to enhance your browsing experience. These may include:
- Essential cookies — required for the site to function
- Analytics cookies — to understand how visitors use our site (e.g. Google Analytics)
- Preference cookies — to remember your settings
You can control cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website.
8. Your Rights Under POPIA
You have the following rights regarding your personal information:
| Right | Description |
|---|---|
| Access | Request a copy of the personal information we hold about you. |
| Correction | Request correction of inaccurate or outdated information. |
| Deletion | Request deletion of your information (subject to legal obligations). |
| Objection | Object to the processing of your information in certain circumstances. |
| Withdrawal of Consent | Withdraw consent at any time where consent was the basis for processing. |
| Complaint | Lodge a complaint with the Information Regulator of South Africa. |
To exercise any of these rights, please contact us using the details in Section 10.
9. Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, disclosure, or destruction. These include:
- Secure, password-protected practice management systems
- Encrypted data transmission (SSL/TLS) on our website
- Restricted staff access to clinical records on a need-to-know basis
- Regular staff training on data protection and confidentiality
While we take every reasonable precaution, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us:
The Dentists Inc.
Johannesburg, South Africa
For general enquiries or appointment bookings, please reach out via the contact details listed on our website.
To exercise your rights under POPIA or to submit a formal complaint, direct your correspondence to our Information Officer.
If you are not satisfied with our response, you may contact the Information Regulator of South Africa:
- Website: www.inforegulator.org.za
- Email: inforeg@justice.gov.za
11. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we do, we will revise the “Last updated” date at the top of this document. We encourage you to review this policy periodically.
Continued use of our website or services after any changes constitutes your acknowledgement of the updated policy.
This Privacy Policy is governed by the laws of the Republic of South Africa, including the Protection of Personal Information Act, 4 of 2013 (POPIA).