Privacy Policy

Last updated: 15 October 2026

Dr Q Health Hub (“we”, “us”) respects your privacy. This policy explains how we process your personal information when you use this website and book appointments, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who is responsible

Dr Q Health Hub is the responsible party. Our Information Officer can be contacted at the practice email address or 066 205 8459.

2. What we collect

• Booking details: your name, email address, mobile number, the service you choose and your appointment time.
• Medical aid details (only if you choose to use medical aid): your scheme, membership number and dependant code.
• Optional notes you choose to add to your booking.
• Payment information: card payments are processed by Yoco. We never see or store your full card details — we only receive confirmation that a payment succeeded.
• Technical information: your IP address and basic request logs, used only for security (e.g. to stop abuse of the booking system).

We do not ask for detailed medical information online. Your health is discussed with the doctor in person and recorded in your clinical file at the practice, which is governed by the National Health Act and HPCSA rules.

3. Why we use it

• To book, confirm, remind you of, change and cancel your appointments.
• To process payments and refunds, and to submit claims to your medical aid.
• To contact you about your appointment.
• To keep the system secure and meet our legal obligations.

We process your information because you asked us to book an appointment (performance of a contract), with your consent, and where the law requires it. We do not sell your information or use it for marketing without your separate consent.

4. Who we share it with

• Your medical aid scheme (and its administrator) — only if you choose medical aid, to submit your claim.
• Service providers that run this system for us under confidentiality obligations: hosting (Render), database (Supabase), email delivery (our email host) and card payments (Yoco). Some of these providers may store data outside South Africa; we only use providers that protect information to a standard comparable to POPIA.
• Authorities, only where the law requires it.

5. How we protect it

• All traffic to this website is encrypted (HTTPS).
• Medical aid membership numbers are encrypted in our database and only shown to authorised practice staff, with every view logged.
• The booking database is not publicly accessible; only our server can reach it.
• Admin access is password protected, rate limited and locked after repeated failed attempts.
• Emails we send never contain your medical aid number or medical information.

6. How long we keep it

Booking records are kept for as long as needed to provide care, handle payments and meet legal, tax and medical record-keeping requirements, after which they are deleted or anonymised.

7. Your rights

You may ask to see the personal information we hold about you, ask us to correct or delete it, object to processing, or withdraw consent (this may mean we can't book appointments for you online). Contact us at the practice email address. You also have the right to complain to the Information Regulator: inforegulator.org.za.

8. Cookies

This website does not use advertising or tracking cookies. The admin area uses one strictly necessary security cookie to keep staff signed in.

9. Changes

We may update this policy. The latest version will always be on this page.