Patient Privacy & POPIA.

Patient Privacy & POPIA

At Trust Dentistry, we care deeply about your privacy. Protecting your personal and health information is not only a legal duty under the Protection of Personal Information Act (POPIA), but also a core part of how we deliver ethical, professional care in line with the Health Professions Council of South Africa (HPCSA) and the South African Dental Association (SADA).

Our Duty of Confidentiality

All our practitioners and staff are bound by strict confidentiality rules. Your personal and health information will never be shared without your consent, unless disclosure is:

  • Required by law (for example, a notifiable disease or court order), or

  • Necessary to protect your or another person’s life, health, or safety.

Information We Collect

To provide you with safe and effective care, we may collect and store:

  • Personal details (name, contact details, ID number).

  • Medical and dental history.

  • Clinical notes, treatment records, X-rays and imaging.

  • Medical aid or insurance details (where applicable).

How We Use Your Information

Your information is used only for purposes directly related to your care and the safe running of our practice. This includes:

  • Providing safe and effective treatment.

  • Communicating with you about your appointments, treatment, and follow-up.

  • Submitting claims to your medical aid or insurer, where relevant.

  • Meeting ethical, professional, and legal obligations.

  • Training and education of dental professionals: in line with HPCSA rules, your information may be used for training or teaching purposes, but only in a way that protects your privacy. Where possible, information is anonymised. If your identifiable information is required, we will always obtain your consent first.

Retention of Records

In line with HPCSA guidelines, patient records are kept for the following minimum periods:

  • Adult patients: at least 6 years from the date of the last treatment.

  • Patients who are minors: until the patient reaches the age of 18 years, plus an additional 6 years.

  • Medico-legal records: kept permanently.

Because we use secure digital record-keeping, Trust Dentistry may retain records for longer than the minimum periods to ensure continuity of care and to protect patients and practitioners in the event of future clinical or legal needs.

All records, whether kept for the minimum or longer periods, are stored securely and handled with strict confidentiality.

Your Rights Under POPIA

You have the right to:

  • Access your personal and health information at any time through our secure Patient Portal. Where formal copies are required, you may also make a written request with proof of ID.

  • Request corrections if your details are inaccurate or incomplete. You can update your personal details directly via the Patient Portal, or contact us if you need assistance with clinical record updates.

  • Withdraw consent for certain uses of your information (unless required by law).

  • Complain if you believe your privacy has been compromised.

Get in Touch

For any questions about your privacy or personal information, the easiest way is to send us a message through your Patient Portal. This ensures your query is logged securely and linked to your patient record.

You are also welcome to contact us directly at:

📧 info@trustdentistry.co.za

📞 +27 21 205-0115

Questions or Concerns

We encourage you to speak to our team if you have any questions about how your information is used.

If you are not satisfied, you may also contact the Information Regulator:

Information Regulator (South Africa)

JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

📧 complaints.IR@justice.gov.za | 📞 010 023 5200