Privacy Policy
Last updated: 30 July 2025
Who we are
Willem Pieters Counselling Psychologist (“we”, “our”, “us”) is a private psychology practice based in Cape Town, South Africa. We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and the Health Professions Council of South Africa (HPCSA) ethical guidelines.
What information we collect
| Catergory | Examples | Sources |
|---|---|---|
| Identification & contact | name, ID, email, phone, address | Contact & registration forms |
| Medical aid details | scheme, plan, member number | PMB & registration forms |
| Appointment details | preferred dates, MS Teams handle (for tele-sessions) | Contact form |
| Consent records | signed Informed Consent, Professional Agreement and PMB consent PDFs | Jotform e-signature |
No therapy notes or diagnostic data are collected or stored via this website.
How we collect information
All online forms are hosted on Jotform with 256-bit SSL encryption and access-controlled submission storage. Jotform Form data is automatically emailed to the practice mailbox and deleted from Jotform servers within 30 days.
Purposes and lawful bases
| Purpose | POPIA lawful basis |
|---|---|
| Responding to enquiries & scheduling sessions | Section 11(1)(a) – consent |
| Administering your account & medical-aid claims | Section 11(1)(c) – legal obligation (National Health Act; HPCSA rules) |
| Providing tele-psychology sessions on Microsoft Teams | Section 27(1)(a) – explicit consent for special-category (health) data |
Tele-health
Video sessions are conducted via Microsoft Teams, a platform that supports healthcare-level security and compliance.
Children & adolescents
We consult with clients aged 12 +. Both parents or legal guardians must sign our consent forms before therapy begins, except in emergency circumstances contemplated in SA law.
Who we are
Willem Pieters Counselling Psychologist (“we”, “our”, “us”) is a private psychology practice based in Cape Town, South Africa. We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and the Health Professions Council of South Africa (HPCSA) ethical guidelines.
Retention of records
Clinical files are kept separate from billing and correspondence. Records are stored for six years after becoming dormant, or until a minor reaches 21 years of age, whichever is later, in line with HPCSA Booklet 9.
Security safeguards
Willem Pieters Counselling Psychologist (“we”, “our”, “us”) is a private psychology practice based in Cape Town, South Africa. We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and the Health Professions Council of South Africa (HPCSA) ethical guidelines.
What information we collect
- HTTPS site encryption and WordPress firewall
- Encrypted Jotform submissions (see Section 3)
- Access-controlled local and cloud backups
- Multi-factor authentication on practice email and Teams accounts
These measures align with POPIA Condition 7 (“Security Safeguards”).
Sharing & cross-border transfers
We do not sell or market your data. Limited sharing occurs with:
- Jotform Inc. (form processing; EU & US data centres)
- Microsoft Ireland Operations Ltd. (Teams tele-health service; EU data centres)
Each provider has contractual undertakings to meet POPIA-equivalent protections.
Cookies
Our site uses the Complianz cookie banner. For details on cookie categories and opt-in choices, please see the separate Cookie Policy.
Your POPIA rights
You may request to:
- Access the personal information we hold;
- Correct or delete inaccurate, excessive or out-of-date data;
- Object to processing or withdraw consent;
- Lodge a complaint with the Information Regulator (details below).
Contact & complaints
Information Officer: Willem Pieters
Email: info@willem-pieters
Information Regulator (SA) Toll-free 0800 017 160 | enquiries@inforegulator.org.za
Changes to this statement
We may update this notice from time to time. Material changes will be posted here with a new “Last updated” date. continued use of the site after changes constitutes acceptance of the revised notice.