Privacy policy

This privacy policy explains how Meditrac collects, uses and protects personal information when you visit meditrac.co.za, use the Meditrac application at app.meditrac.co.za, or otherwise interact with our services.

Meditrac is a practice management platform for healthcare professionals. We take the confidentiality of practitioner and patient information seriously and process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA). For our POPIA-specific statement, see our POPIA page.

Who this policy applies to

This policy applies to visitors to our website, people who subscribe to updates, and authorised users of a Meditrac practice account (practitioners, reception staff and other team members).

Patient records, clinical notes, prescriptions and appointment details are entered and managed by the practice that uses Meditrac. In that case, the practice is the responsible party for that patient information. Meditrac processes it on the practice’s instructions in order to provide the platform.

Information we collect

Depending on how you use Meditrac, we may collect:

• Account details such as your name, email address, practice name and role.
• Billing information needed to manage your subscription, trial and additional seats.
• Usage information such as sign-in activity, device and browser type, and how the platform is used, so we can keep the service secure and reliable.
• Patient and clinical information that your practice chooses to store in Meditrac, including appointments, records, notes and prescriptions.
• Communications you send us, for example support enquiries.

How we use information

We use personal information to:

• Provide, maintain and improve the Meditrac platform.
• Create and manage practice accounts, seats, access permissions and billing.
• Protect the service with authentication, role-based access and activity tracking.
• Send product updates or practice insights if you subscribe to them.
• Comply with our legal obligations.

We do not sell personal information. We do not use patient records for advertising.

Sharing of information

We may share information with trusted service providers who help us operate Meditrac, such as hosting, email or payment providers, and only as needed to provide the service. They are required to protect that information and use it only for those purposes.

We may also disclose information if required by law, or if we or our assets are involved in a merger, acquisition or similar transaction, in which case this policy will continue to apply to the information transferred.

Retention

We keep personal information only for as long as it is needed to provide the service, meet legal and accounting requirements, or resolve disputes. Patient information stored by a practice is retained according to that practice’s instructions and applicable healthcare record-keeping requirements.

Security

We use technical and organisational measures designed to protect personal information, including secure authentication, role-based access and activity tracking. More detail is available on our Security page. No method of transmission or storage is completely secure, and practices remain responsible for how they grant access within their team.

Your rights

Depending on your role and applicable law, you may have the right to:

• Ask whether we hold personal information about you.
• Request access to that information.
• Request correction of inaccurate or incomplete information.
• Request deletion or restriction of processing, subject to legal and clinical record-keeping obligations.
• Object to certain processing, where the law allows.

If you are a patient, please contact the practice that holds your records. If you are a Meditrac user, contact us through the website or the application.

Cookies

Our website and application may use cookies or similar technologies that are needed for the service to function, to keep you signed in, and to understand how the site is used so we can improve it.

Children

The Meditrac marketing website and user accounts are intended for healthcare professionals and practice staff, not for children. Practices may lawfully record information about minor patients as part of clinical care. That information is processed on the practice’s instructions.

Updates

We may update this policy from time to time. The “last updated” date at the top of this page will change when we do. Continued use of Meditrac after an update means you accept the revised policy.

Contact

If you have questions about this privacy policy or about personal information we process, contact us through the Meditrac website or at app.meditrac.co.za.

Complaints

If you believe we have not handled personal information in line with this policy or POPIA, please contact us first so we can try to resolve it. You also have the right to lodge a complaint with the Information Regulator (South Africa).