Privacy Policy
Effective date: 10 June 2026
Business name: Fetal Sonography
At Fetal Sonography, we respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make a booking, use our online client area, or receive services from our practice.
This policy is intended to comply with the Protection of Personal Information Act, 4 of 2013 (“POPIA”) and other applicable South African privacy laws.
1. Information We Collect
We may collect and process the following types of personal information:
- Your name and surname
- Contact details, including your phone number, email address and WhatsApp number
- Booking and appointment information
- Medical referral information, where applicable
- Pregnancy and ultrasound-related information required to provide our services
- Medical aid or billing-related information, where applicable
- Communication history between you and our practice
- Information submitted through our website forms, booking system or client login area
- Technical information, such as your IP address, browser type, device information and website usage data
We only collect information that is necessary for legitimate business, clinical, administrative, communication and legal purposes.
2. How We Collect Information
We may collect personal information when you:
- Complete a contact form on our website
- Make a booking online, by phone, WhatsApp or email
- Communicate with us directly
- Attend an appointment at our practice
- Are referred to us by a healthcare provider
- Use our existing client login or online portal
- Browse or interact with our website
Where information is provided by a referring doctor, medical practice or third-party booking platform, we rely on that party to have obtained the necessary consent or lawful basis to share your information with us.
3. Why We Use Your Information
We use your personal information for the following purposes:
- To respond to enquiries
- To schedule, confirm and manage appointments
- To provide ultrasound and related sonography services
- To communicate important appointment or service information
- To keep accurate patient and administrative records
- To process payments, invoices or medical aid-related information, where applicable
- To communicate with referring healthcare providers, where necessary
- To improve our website, services and client experience
- To comply with legal, regulatory, ethical and professional obligations
- To protect the rights, safety and wellbeing of our patients, staff and practice
We will not use your personal information for unrelated purposes without your consent or another lawful basis.
4. Health and Special Personal Information
Because we provide sonography and ultrasound-related services, some of the information we process may include health information and other special personal information.
We treat health information with a high level of confidentiality. This information is only accessed and used by authorised persons who need it to provide services, manage appointments, communicate with relevant healthcare providers, maintain records, or comply with legal and professional requirements.
5. Sharing of Personal Information
We do not sell your personal information.
We may share your personal information only where necessary and lawful, including with:
- Referring doctors, gynaecologists or other healthcare providers involved in your care
- Administrative, booking, billing or practice management service providers
- IT, website hosting, email, security and data storage service providers
- Payment service providers, where applicable
- Professional advisers, auditors or insurers, where necessary
- Regulatory authorities or legal bodies, where required by law
Any third-party service provider that processes personal information on our behalf is expected to protect that information and use it only for the agreed purpose.
6. Website Forms, Bookings and Client Login
When you use our website forms, online booking features or client login area, the information you submit may be stored electronically and used to manage your enquiry, booking, account or communication with the practice.
You are responsible for keeping your login details confidential. Please notify us immediately if you believe that your account or personal information has been accessed without authorisation.
7. WhatsApp and Electronic Communication
If you contact us via WhatsApp, email, SMS or other electronic channels, you acknowledge that these platforms may process information according to their own privacy policies and security practices.
We use electronic communication to respond to enquiries, manage appointments and provide relevant service information. We recommend that you avoid sending highly sensitive medical information through unsecured channels unless necessary.
8. Cookies and Website Analytics
Our website may use cookies or similar technologies to improve website functionality, remember preferences, analyse website traffic and enhance user experience.
You can disable cookies in your browser settings, but some website features may not function correctly if cookies are blocked.
9. Direct Marketing
We will only send you marketing or promotional communication where we are legally permitted to do so or where you have consented to receive it.
You may opt out of marketing communication at any time by contacting us or using the unsubscribe option provided, where applicable. We may still send you important service-related communication, such as appointment reminders or administrative notices.
10. How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, disclosure, alteration or destruction.
These measures may include access controls, secure storage, password protection, staff confidentiality practices, data backups and the use of reputable service providers.
Although we take reasonable steps to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.
11. Retention of Personal Information
We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, provide services, maintain clinical and administrative records, comply with legal and professional obligations, resolve disputes, and enforce agreements.
When personal information is no longer required, we will securely delete, destroy or de-identify it where reasonably possible.
12. Your Rights
Subject to applicable law, you have the right to:
- Ask what personal information we hold about you
- Request access to your personal information
- Ask us to correct or update inaccurate information
- Object to certain processing of your personal information
- Request deletion of personal information where legally permitted
- Withdraw consent where processing is based on consent
- Lodge a complaint with the Information Regulator of South Africa
We may need to verify your identity before responding to a request relating to your personal information.
13. Information Regulator
If you believe your personal information has been processed unlawfully, you may contact the Information Regulator of South Africa.
Information Regulator South Africa
Website: https://inforegulator.org.za/
Email: [email protected]
14. Links to Other Websites
Our website may contain links to third-party websites or platforms. We are not responsible for the privacy practices, security or content of those third-party websites. We recommend that you review their privacy policies before submitting any personal information.
15. Children’s Personal Information
Where personal information relates to a child or unborn baby, we process such information with appropriate care and only where necessary for healthcare, administrative, legal or related service purposes.
Where required, we rely on consent from a parent, guardian or authorised person.
16. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services, website, legal requirements or privacy practices. The latest version will be published on our website with the updated effective date.
17. Contact Us
For privacy-related questions, access requests or corrections to your personal information, please contact us:
Fetal Sonography
Email: [email protected]
Phone / WhatsApp: +27 (0) 66 290 3748
Address: Suite 5, 13 Gloucester Ave, George Central, George, 6529