Responsible party and scope

For this website, the operator and responsible party is Astros Marketing (Pty) Ltd, 2 Makro Place, Sunnyrock 1401. This policy applies to personal information submitted through the Kidney Clinic website, including the enquiry form on the contact page, and to related communications needed to respond to a request.

This policy covers information provided by travellers, visiting dialysis patients, local patients seeking kidney check-ups, family members acting on a patient’s behalf, and referring healthcare professionals. It applies to online interactions with this website and to reasonable follow-up steps linked to an enquiry or booking request.

Information we collect

We collect personal information that is reasonably necessary to respond to enquiries, arrange visitor dialysis requests with the patient’s home renal unit before arrival, and manage local kidney check-up enquiries. The information collected depends on what a person chooses to submit and what is needed for the clinic doctor and the patient’s home renal team to consider the request.

Identity and contact details, such as a name and surname
Travel and stay details relevant to a holiday or visitor booking enquiry
General referral and home unit details supplied for coordination purposes
Medical information voluntarily provided through the enquiry process where relevant to the request
Records of messages sent through the website and related administration notes

Please do not send unnecessary personal information through the website. In a medical emergency, patients must go to the nearest emergency unit rather than use the contact form.

How we use personal information

Personal information is used only for lawful and specific purposes connected to Kidney Clinic services. This includes responding to contact requests, coordinating with a patient’s home renal unit before a planned visitor session, arranging check-up enquiries for local patients, keeping internal records, and meeting legal or regulatory duties where required.

Personal information is not used to give treatment advice through the website. Decisions about treatment, booking suitability and any clinical requirements are made by the clinic doctor together with the patient’s home renal team, where applicable.

To reply to an enquiry submitted on the contact page
To assess and process a visitor or holiday dialysis request
To liaise with a home renal unit or referring doctor where needed and authorised
To maintain security, prevent misuse and keep service records
To comply with South African legal obligations

Sharing of information

Personal information is shared only where this is necessary for the purpose for which it was collected, where consent has been given, or where the law allows or requires it. Depending on the request, information may be shared with the clinic doctor, authorised administrative staff, the patient’s home renal unit, or a referring healthcare professional.

Information is not sold to third parties. Where service providers assist with hosting, form handling, storage, security or administration, they may process information on behalf of the responsible party under duties of confidentiality and appropriate security safeguards.

Storage, security and retention

Reasonable technical and organisational measures are used to protect personal information against loss, unauthorised access, destruction, misuse or unlawful disclosure. These measures include controlled access to information, secure systems, and record handling practices appropriate to the sensitivity of healthcare-related enquiries.

Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected, or for longer where required by law, lawful record-keeping duties, dispute handling or legitimate operational needs. When information is no longer required, it is deleted, destroyed or de-identified where reasonably possible.

Cookies, website data and your POPIA rights

This website may collect limited technical information automatically, such as browser type, device information, pages visited and general usage data. This information helps with security, site performance and basic administration. Cookies or similar technologies may be used for these purposes. Such data is generally not used to identify a person directly unless needed for security or legal reasons.

Under POPIA, data subjects may have rights to ask for access to personal information, request correction or deletion where justified, object to certain processing, or submit a complaint to the relevant authority if they believe their information has been handled unlawfully.

Use the enquiry form on the contact page to make a privacy-related request
Provide enough detail for the request to be identified and processed
Proof of identity may be required before certain information is released or changed
Some requests may be limited by law or by medical record obligations

This policy may be updated from time to time to reflect legal, operational or service changes. The version published on this page applies from the date it is posted.