MedLegal Medical Consulting

Registration Number: 2018 / 472760 / 07

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PRIVACY POLICY

MedLegal Medical Consulting (PTY) LTD
Effective Date: 2025

MedLegal Medical Consulting (PTY) LTD (“we”, “our”, or “the Practice”) is committed to protecting the privacy, confidentiality, and personal information of all clients, patients, legal representatives, and website users.

This Privacy Policy outlines how we collect, process, store, and protect personal information in compliance with the Protection of Personal Information Act (POPIA) and other applicable South African legal requirements.

1. INFORMATION WE COLLECT

We collect only the information necessary for medico-legal, clinical, psychological, occupational, educational, and administrative purposes.

1.1 Personal & Contact Information

  • Full name

  • ID or passport number

  • Contact details (email, mobile, telephone, address)

  • Date of birth

  • Legal representative details (e.g., attorney, firm)

1.2 Medical & Medico-Legal Information

  • Medical history

  • Clinical notes

  • Reports from treating professionals

  • Hospital records

  • X-rays, scans, diagnostic tests

  • RAF documentation (RAF1 / RAF4)

  • Narrative test results

  • Injury descriptions and case details

1.3 Psychological, OT & Educational Information

(When relevant to your assessment type)

  • Neuro-clinical assessments

  • Psychological test results

  • Occupational assessments & FCE results

  • Educational and developmental evaluations

1.4 Website & Digital Information

When using our website or completing an enquiry form:

  • IP address

  • Browser type

  • Cookies & analytics data

  • Form submissions and enquiry details

2. HOW WE USE YOUR INFORMATION

We use your personal information to:

  • Conduct medico-legal assessments

  • Prepare independent expert reports

  • Communicate with attorneys, insurers, and stakeholders

  • Arrange appointments and case bookings

  • Process administrative documentation

  • Comply with court, legal, and regulatory requirements

  • Improve our services and client experience

We do not use your information for marketing without consent.

3. SHARING AND DISCLOSURE

We only share information when necessary and lawful.

3.1 With Your Consent

  • Attorneys and legal representatives

  • Insurers and case managers

  • Other medical or allied professionals

  • Courts or tribunal bodies (when required)

3.2 Without Consent (Where Required by Law)

  • Court orders and subpoenas

  • Reporting obligations under health legislation

  • Threat to life or safety (ethical exemption)

All third parties handling your information are required to maintain strict confidentiality.

4. STORAGE & SECURITY

We use administrative, technical, and physical measures to safeguard your information, including:

  • Password-protected digital systems

  • Encrypted communication where possible

  • Access-controlled electronic records

  • Locked, restricted physical file storage

  • Confidentiality agreements with all practitioners and staff

  • Regular data backups and monitoring

Files are kept for the legally required retention periods for medico-legal and medical records.

5. YOUR RIGHTS UNDER POPIA

You have the right to:

  • Request access to your personal information

  • Request corrections or updates

  • Object to unlawful processing

  • Withdraw consent (where applicable)

  • Request deletion where permitted by law

  • Lodge a complaint with the Information Regulator

Information Regulator website: https://inforegulator.org.za/

6. COOKIES & WEBSITE TRACKING

Our website may use cookies and analytics tools to:

  • Improve website functionality

  • Enhance user experience

  • Analyse visitor behaviour

You may disable cookies, but certain features may not work optimally.

7. CHILDREN’S INFORMATION

For Educational or Clinical Psychology cases involving minors:

  • Information is collected only with parental/legal guardian consent.

  • Reports are handled with heightened confidentiality.

8. EMAIL, WHATSAPP & DIGITAL COMMUNICATION

We may contact you via:

  • Email

  • Telephone

  • WhatsApp/SMS

These communications may include booking confirmations, assessment requests, administrative updates, or follow-up queries.

We avoid sharing sensitive medical details over unsecured channels unless you request it.

9. THIRD-PARTY PLATFORMS

MedLegal may use trusted third-party systems such as:

  • Practice management tools

  • Google Analytics

  • Cloud storage services

  • Secure digital report delivery systems

Each provider complies with POPIA or equivalent international standards.

10. LINKS TO EXTERNAL SITES

Our website may contain external links. We are not responsible for the content or privacy practices of external websites.

11. UPDATES TO THIS PRIVACY POLICY

The policy may be updated periodically. The most recent version will always be available on our website.

12. CONTACT INFORMATION (POPIA QUERIES)

If you have questions or requests regarding your personal information, contact:

MedLegal Medical Consulting (PTY) LTD
32 Ballybunion Avenue
Silver Lakes, Pretoria, Gauteng
South Africa, 0054

📧 info@medlegalmedical.co.za
📞 +27 (12) 809 3107
📱 +27 83 628 0600