PAIA MANUAL
Prepared in terms of Section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)
REPRODUCTIVE CHOICES SA (PTY) LTD
Registration Number: 2016/166950/07
Version: 1.0
Effective Date: 1 October 2020
1. INTRODUCTION
Reproductive Choices SA (Pty) Ltd is a private healthcare provider offering reproductive healthcare, family planning, men’s health, wellness, and related medical services.
This manual is prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2000 (“PAIA”) and incorporates applicable provisions of the Protection of Personal Information Act, 2013 (“POPIA”).
The purpose of this manual is to facilitate requests for access to records held by Reproductive Choices SA (Pty) Ltd and to provide information regarding the processing of personal information.
2. COMPANY DETAILS
Company Name:
REPRODUCTIVE CHOICES SA (PTY) LTD
Registration Number:
2016/166950/07
Physical and Postal Address:
Porta Group House
Unit B
54 Lyttelton Avenue
Centurion
0157
Telephone:
011 315 6303
Email:
wellness@reproductive-choices.co.za
Website:
www.reproductive-choices.co.za
3. INFORMATION OFFICER
Information Officer:
A Claassen
Physical Address:
Porta Group House
Unit B
54 Lyttelton Avenue
Centurion
0157
Telephone:
011 315 6303
Email:
wellness@reproductive-choices.co.za
Requests for access to information and POPIA-related enquiries may be directed to the Information Officer.
4. GUIDE ON HOW TO USE PAIA
The Information Regulator has compiled a guide in terms of Section 10 of PAIA containing information required by persons wishing to exercise rights under PAIA.
The guide is available from:
The Information Regulator (South Africa)
Website:
www.inforegulator.org.za
Email:
PAIACompliance@inforegulator.org.za
5. RECORDS HELD BY REPRODUCTIVE CHOICES SA (PTY) LTD
The company maintains records including, but not limited to:
Corporate Records
- Company registration documents
- Statutory records
- Tax records
- Financial statements
- Accounting records
- Banking records
- Contracts and agreements
Human Resources Records
- Employment contracts
- Personnel records
- Payroll records
- Leave records
- Disciplinary records
- Training records
Patient and Medical Records
- Patient registration forms
- Medical histories
- Clinical consultation notes
- Ultrasound records
- Laboratory reports
- Consent forms
- Surgical records
- Procedure records
- Prescriptions
- Follow-up records
- Medical correspondence
- Referral letters
Communication Records
- Email correspondence
- Website enquiries
- WhatsApp communications
- Telephone records where applicable
- Appointment records
Marketing and Website Records
- Website analytics
- Marketing records
- Social media communications
- Advertising records
6. PROCESSING OF PERSONAL INFORMATION
Reproductive Choices SA (Pty) Ltd processes personal information in accordance with POPIA.
Personal information may be collected and processed for the following purposes:
- Provision of healthcare services
- Patient administration
- Appointment scheduling
- Medical record keeping
- Regulatory compliance
- Billing and accounting
- Employment administration
- Communication with patients
- Website administration
- Marketing communications where consent has been obtained
7. CATEGORIES OF DATA SUBJECTS
The company may process personal information relating to:
- Patients
- Prospective patients
- Employees
- Contractors
- Suppliers
- Service providers
- Website users
- Business partners
8. CATEGORIES OF PERSONAL INFORMATION
Personal information may include:
- Identity information
- Contact information
- Medical information
- Health records
- Financial information
- Employment information
- Communication records
- Website usage information
Special personal information may include health information processed for the provision of healthcare services.
9. RECIPIENTS OF PERSONAL INFORMATION
Personal information may be shared where necessary with:
- Medical practitioners
- Pathology laboratories
- Pharmacies
- Medical service providers
- Regulatory authorities
- Legal representatives where required by law
- Information technology service providers
- Accountants and auditors
Information is disclosed only where legally permissible or necessary for healthcare delivery.
10. SECURITY MEASURES
Reproductive Choices SA (Pty) Ltd implements reasonable technical and organisational measures to safeguard personal information against loss, unauthorised access, disclosure, alteration, or destruction.
Measures include:
- Controlled access to patient records
- Password protection
- Secure storage of physical records
- Staff confidentiality obligations
- Restricted access to sensitive information
- Secure electronic communication systems
11. REQUEST PROCEDURE
Requests for access to records must be submitted in writing to the Information Officer.
The requester must:
- Complete the prescribed PAIA request form;
- Provide sufficient information to identify the requested record;
- Provide proof of identity where required;
- Pay any prescribed fees where applicable.
The company will respond within the time periods prescribed by PAIA.
12. AVAILABILITY OF THIS MANUAL
This manual is available:
- On the company website;
- At the company’s premises; and
- Upon request from the Information Officer.
Signed at Centurion on this 1 day of October 2020.
A CLAASSEN
Information Officer
REPRODUCTIVE CHOICES SA (PTY) LTD