Privacy Policy & POPIA Compliance
Your privacy is fundamental to our therapeutic relationship. This policy outlines how we collect, store, and protect your personal and health information in accordance with the Protection of Personal Information Act (POPIA) and HPCSA guidelines.
1. Information Officer
The responsible party for the processing of your personal information is Gao Bokaba Clinical Psychology. In terms of the Protection of Personal Information Act 4 of 2013 (POPIA), we have designated an Information Officer to ensure compliance.
- Name: Gaongalelwe 'Gao' Bokaba
- Address: Protea Towers Building, Offices 517 & 518, Paul Kruger & Pretorius Streets, Pretoria, Gauteng
- Phone: +27 12 757 6575
- Email: info@gaobokaba.com
2. Information We Collect
We collect personal information directly from you, and where necessary for clinical purposes, from third parties with your consent. This may include:
- Personal Details: Name, ID number, contact details (phone/email), address, and date of birth.
- Health Information (Special Personal Information): Medical history, psychological assessment results, therapy notes, diagnosis, and treatment plans.
- Financial Information: Medical aid details, payment history, and invoices.
- Technical Data: For psycho-legal assessments, we may receive court orders, police reports, and medical records from instructing attorneys.
3. Purpose of Processing
We process your personal information for the following lawful purposes:
- To provide psychological therapy, assessment, and supervision services.
- To maintain clinical records as required by the HPCSA Code of Conduct.
- To submit claims to medical aids and billing to insurance companies.
- To communicate regarding appointments, billing, and administrative matters.
- To comply with legal obligations, including reporting requirements under the Children's Act or in response to a court order.
5. Retention of Records
In accordance with HPCSA guidelines and the National Health Act, clinical records are retained for a minimum period of:
- Adults: 6 years from the date of the last consultation.
- Minors: Until the patient reaches the age of 21.
After this period, records are securely destroyed. Psycho-legal records are retained according to the specific legal requirements of the case.
6. Security Measures
We take appropriate technical and organizational measures to secure your personal information against loss, damage, unauthorized access, or destruction. These measures include:
- Physical files are stored in locked cabinets within a secure practice environment.
- Digital records are stored on password-protected, encrypted devices.
- Access to records is restricted to the practitioner and authorized administrative staff bound by confidentiality agreements.
- Online communication is conducted via secure, encrypted channels where possible.
7. Your Rights (POPIA)
As a data subject, you have the right to:
- Request Access: Ask for confirmation of what personal information we hold about you and request a copy.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of information where it is no longer necessary for the purpose it was collected, subject to legal retention requirements.
- Objection: Object to the processing of your personal information on reasonable grounds.
To exercise these rights, please contact the Information Officer in writing at info@gaobokaba.com.
9. Updates to Policy
We may update this Privacy Policy from time to time. The most current version will always be posted on this page with the updated date. We encourage you to review this page periodically.
Last Updated: October 2026
Have questions about your data?
Contact our Information Officer for any inquiries regarding your personal information.