PROTECTION OF PERSONAL INFORMATION (POPIA) MANUAL

Prepared in accordance with the Protection of Personal Information Act (Act 4 of 2013, as amended)

1. COMPANY INFORMATION

Name of Practice: LF Mendes, Clinical Psychologist Inc

Registered Office: Johannesburg, South Africa

Email: lesliefariamendes@gmail.com

Telephone: 084 097 0127

Website: www.lfmendes.co.za

2. INTRODUCTION

This text has been prepared in accordance with the requirements of the Protection of Personal Information Act (POPIA), to promote transparency and ensure that LF Mendes, Clinical Psychologist Inc complies fully with the provisions of the Act. The purpose of this document is to describe how personal information is collected, processed, stored, protected, and destroyed in the course of clinical and administrative activities.

3. PURPOSE OF THIS MANUAL

The purpose of this manual is to provide a clear framework for the responsible handling of personal information and to outline the rights of data subjects under POPIA. It also describes the measures taken by LF Mendes, Clinical Psychologist Inc to protect personal and confidential information entrusted to the practice.

4. INFORMATION OFFICER

Information Officer: Leslie Faria Mendes

Designation: Clinical Psychologist and Owner

Email: lesliefariamendes@gmail.com

Telephone: 084 097 0127

5. SCOPE OF APPLICATION

This manual applies to all personal information processed by LF Mendes, Clinical Psychologist Inc, including information collected from clients, potential clients, healthcare professionals, suppliers, and employees.

6. CATEGORIES OF PERSONAL INFORMATION COLLECTED

Personal information processed by the practice includes, but is not limited to:

• Patient identification information (name, ID, contact details)

• Medical aid details

• Clinical and diagnostic information

• Referral and correspondence notes

• Invoices, billing, and payment information

• Administrative and scheduling data

• Email, telephonic, and online communication (including website contact form submissions)

7. PURPOSE OF COLLECTING PERSONAL INFORMATION

Personal information is collected and processed solely for legitimate clinical, administrative, and professional purposes, including:

• Providing psychological assessment and therapy services

• Coordinating care with other healthcare providers

• Maintaining accurate patient and billing records

• Complying with legal, ethical, and professional requirements as set out by the HPCSA

• Responding to enquiries made through the practice website or contact forms

8. PROTECTION OF PERSONAL INFORMATION

LF Mendes, Clinical Psychologist Inc employs appropriate technical and organisational measures to safeguard all personal information. These include secure digital storage, password protection, encryption of electronic communication, and physical safeguards for paper records. Only authorised personnel have access to personal data, and all staff are bound by confidentiality agreements in compliance with the HPCSA’s ethical rules.

9. RETENTION AND DESTRUCTION OF RECORDS Patient records are retained in accordance with the Health Professions Council of South Africa (HPCSA) guidelines - typically for a minimum period of six (6) years following the last consultation, or longer where required by law. Records are securely destroyed through shredding or deletion from encrypted systems when retention periods expire.

10. RIGHTS OF DATA SUBJECTS

In accordance with POPIA, every individual has the right to:

• Access their personal information held by the practice

• Request correction or deletion of inaccurate data

• Object to the processing of their information under certain circumstances

• Lodge a complaint with the Information Regulator if their rights are infringed

11. PROCEDURE FOR ACCESS TO PERSONAL INFORMATION

Requests for access to personal information must be made in writing to the Information Officer. Upon receipt of a valid request, access will be granted in accordance with POPIA and other applicable laws, subject to verification of identity and the payment of any prescribed fees, where applicable.

12. INFORMATION REGULATOR CONTACT DETAILS

Information Regulator (South Africa)

Website: www.justice.gov.za/inforeg/

Email: complaints.IR@justice.gov.za / inforeg@justice.gov.za

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