Privacy Policy

Doctor Amod Inc (Registration Number 2017/102082/21), trading as MOD Dentistry | By Dr Zeenat Amod (“MOD Dentistry”, “we”, “us” or “our”), is committed to protecting your privacy and handling your personal information responsibly. This policy is issued in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and applies to your use of www.dentistinbedfordview.co.za (the “Website”) and our dental services. By using our Website or providing your information to us, you consent to the collection and processing of your personal information as described in this policy.

1. Who We Are

Doctor Amod Inc (Registration Number 2017/102082/21), trading as MOD Dentistry, is a dental practice operated by Dr Zeenat Amod, based in Bedfordview, Gauteng, South Africa. For the purposes of POPIA, we are the Responsible Party for the personal information we collect. You can contact us at info@nicoldental.co.za.

2. Information We Collect

• Identification and contact information: name, surname, ID number (where required for medical aid claims), date of birth, postal and physical address, email address and phone number.
• Health information: dental and medical history, treatment records, X-rays and clinical notes, medication information, and any other health-related information you provide. This is treated as special personal information under POPIA and is subject to additional protections.
• Medical aid information: medical aid name, scheme, plan and membership number, where applicable.
• Booking and appointment information: appointment dates, treatment requests and communication history.
• Website usage information: IP address, browser type, device information, pages visited, and how you interact with the Website (via cookies and analytics tools — see Section 7).

We collect this information when you book an appointment, fill in a contact form, attend a consultation, communicate with us, or browse the Website.

3. How We Use Your Information

• provide dental services and treatment to you;
• manage appointments, bookings and patient records;
• communicate with you about your appointments, treatment and follow-up care;
• process medical aid claims and payments;
• comply with our legal, regulatory and professional obligations (including those of the HPCSA);
• improve the Website and our services; and
• maintain accurate internal records.

We will only process your health information for purposes directly related to your dental care, or where we are legally required or permitted to do so.

4. Legal Basis for Processing

• Your consent, which you provide when you submit information through the Website or as a patient;
• Performance of a contract with you (for example, to provide dental treatment you have requested);
• Compliance with a legal obligation (such as record-keeping requirements imposed on healthcare providers); and
• Our legitimate interests, where these are not outweighed by your rights.

5. Sharing Your Information

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes. We may share your information only:

• with your medical aid scheme, where you have asked us to submit claims on your behalf;
• with other healthcare providers (such as specialists or laboratories), where necessary for your treatment;
• with service providers who help us operate the Website, manage bookings, host data or process payments — under confidentiality obligations;
• where required by law, by a court order, or by a regulatory authority (such as the HPCSA); and
• to protect our legal rights or in connection with the sale or restructuring of our practice.

Where service providers are based outside South Africa, we will only transfer your information if appropriate safeguards are in place as required by POPIA.

6. Marketing Communications

We may, in future, send you marketing communications about our services or oral health information. We will only do this where you have given consent, or where you are an existing patient and the communication relates to similar services, as permitted by law. You can opt out at any time via the unsubscribe link in any email or by emailing info@nicoldental.co.za. Opting out will not affect communications related to your appointments or treatment.

7. Cookies and Analytics

The Website uses cookies and similar technologies to improve your experience and understand how visitors use the site. We use:

• Essential cookies necessary for the Website to function;
• Analytics cookies (such as Google Analytics) to understand how visitors use the Website; and
• Marketing and tracking cookies (such as the Meta / Facebook Pixel) to measure and improve our advertising.

These tools may collect your IP address, pages visited, time spent, and device and browser details. Some of this information may be shared with the relevant providers (Google, Meta, etc.) and processed outside South Africa. You can accept or decline non-essential cookies through the cookie banner, and change your browser settings at any time. Refusing cookies may affect parts of the Website’s functionality.

8. How We Protect Your Information

We have implemented appropriate technical, physical and organisational measures to protect your information against unauthorised access, loss, alteration or disclosure, including secure storage of patient records, restricted access on a need-to-know basis, and ongoing staff training. While we take reasonable steps, no system can be guaranteed 100% secure, and you share information transmitted over the internet at your own risk.

9. How Long We Keep Your Information

We keep your personal information only for as long as necessary for the purposes described in this policy, or as required by law. Patient health records are retained in accordance with HPCSA guidelines and other applicable legislation. After this period, your information will be securely deleted or anonymised.

10. Your Rights Under POPIA

• to access the personal information we hold about you;
• to request correction of any information that is inaccurate or incomplete;
• to request deletion of your information, subject to our legal obligations to retain certain records;
• to object to processing of your information in certain circumstances;
• to withdraw consent at any time, where we process your information based on consent; and
• to lodge a complaint with the Information Regulator if you believe we have not handled your information lawfully.

To exercise any of these rights, contact us at info@nicoldental.co.za. A reasonable fee may apply for certain requests, as permitted by POPIA.

11. Information Regulator

If you are not satisfied with how we have handled your personal information, you may lodge a complaint with:

The Information Regulator (South Africa)
Physical Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Postal Address: P.O. Box 31533, Braamfontein, Johannesburg, 2017
Telephone: 010 023 5200 · Toll Free: 0800 017 160
General Enquiries: enquiries@inforegulator.org.za
POPIA Complaints: POPIAComplaints@inforegulator.org.za
Complaints Portal: https://eservices.inforegulator.org.za
Website: https://inforegulator.org.za

12. Links to Other Websites

This policy applies only to our Website. We are not responsible for the privacy practices of any third-party website, and we encourage you to read their privacy policies before providing them with any personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised “Last updated” date. We encourage you to review it periodically.

14. Contact Us

Doctor Amod Inc (Registration Number 2017/102082/21)
Trading as MOD Dentistry | By Dr Zeenat Amod
Telephone: 011 450 1447
Address: 40a Nicol Road, Bedfordview, Gauteng
Email: info@nicoldental.co.za
Website: www.dentistinbedfordview.co.za