Privacy Policy

1. Introduction

MedicalRCS (“we”, “us”, “our”) is committed to protecting the privacy and security of personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, apps, or services.

2. What Personal Information We Collect

We may collect the following information from you:

Identity & contact details: name, email address, phone number, postal address
Device & usage data: IP address, browser type, operating system, pages visited, timestamps
Billing & financial data: billing address, payment history, medical aid scheme, claims details
Clinical/health-related information: only when voluntarily submitted (e.g. in patient forms)
Any other information you voluntarily provide to us (e.g. in forms, chats)

3. Why We Collect Your Information (Purpose & Legal Basis)

We collect and process your information for purposes including (but not limited to):

To provide, maintain, and improve our services (apps, claim tracking, billing, etc.)
To allow you to request demos, download apps, contact us, or join our Patient Network when available
To process claims, payments, and operational communications
To comply with legal or regulatory obligations
To send you promotional or service-related communications (with your consent)

Under POPIA, our lawful basis includes your consent, performance of a contract, legitimate interest, and legal obligation.

4. How We Store and Protect Your Data

We store personal information on secure servers, and take reasonable technical and organizational safeguards against unauthorized access, loss, alteration, or misuse.
Access to your information is restricted to authorized staff, agents, and third-party service providers who need it to perform their duties.
We regularly review our security practices to ensure compliance and protection.

5. Data Retention

We retain your personal information only as long as is necessary for the purposes for which it was collected.
After that, we securely delete or anonymize your data.
If legal or regulatory requirements demand longer retention, we will keep the information accordingly.

6. Sharing & Disclosure of Personal Information

We may share your personal information:

With third-party service providers who assist us (e.g. payment processors, hosting, analytics), under contract and bound to keep it secure
With medical aid schemes or healthcare providers when necessary to process claims or appointments
When required by law, subpoena, or other legal process
With your consent, or when it is necessary for legitimate purposes tied to our service delivery

7. Your Rights under POPIA

You have the following rights in relation to your personal information:

Right of access: Request what personal information we hold about you
Right of correction: Ask us to correct or update inaccurate or incomplete information
Right of deletion (or de-identification): When information is no longer needed or consent is withdrawn, subject to legal obligations
Right to object: To processing where we rely on legitimate interests, or for direct marketing
Right to withdraw consent: You may withdraw consent at any time, to the extent that processing is consent-based

8. Cookies and Tracking Technologies

We use cookies (and similar technologies) to improve website functionality, analyze usage, and for marketing.
You can choose to disable cookies via browser settings, though doing so may affect your ability to use certain website features.

9. Children’s Information

We do not knowingly collect personal information from children under the age of 18 without parental/guardian consent. If you believe we have collected personal data from a child without authorization, please contact us and we will take steps to remove the data.

10. International Transfers of Personal Information

If we transfer personal information outside South Africa, we ensure appropriate safeguards are in place, including contracts, data-protection rules, or that the receiving jurisdiction has adequate protection.

11. Changes to this Privacy Policy

We may update this Privacy Policy occasionally. We will post the revised version on our website with an updated date. Where required by law, we will notify you of significant changes.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:

Email: sales@medicalrcs.co.za
Phone: +27 12 753 3142
Address: Suite 1E, Hatfield Bridge Office Park, 213 Richard Street, Hatfield, Pretoria 0083