Privacy Policy

• Practice name, address, HPCSA/practice number, and contact details
• User names, email addresses, and passwords (stored as irreversible hashes)
• Login activity, IP addresses, and device identifiers for security and audit purposes
• Payment-related information processed by PayFast (we do not store card numbers)
• Communications you send us via email or the contact form

Patient Data is uploaded to the Platform by the Practice and processed on the Practice's instructions. Medifile acts as Operator in relation to Patient Data. Patient Data may include:

• Names, identity numbers, dates of birth, and contact information
• Health records, consultation notes, diagnoses, medications, and treatment history
• Lab results, imaging reports, referral letters, and other clinical documents
• Consent records and correspondence

• Standard server logs including IP address, browser type, pages visited, and timestamps
• Analytics data collected via privacy-respecting analytics tools (no cross-site tracking)
• Information submitted via the contact form

We use the following sub-processors to provide the Platform. All are bound by data processing agreements and appropriate safeguards:

We may also share personal information:

• With law enforcement or regulatory bodies where required by law or court order
• With professional advisors (lawyers, accountants) under confidentiality obligations
• In connection with a sale or merger of our business, subject to the acquirer honouring these commitments

We will never sell personal information or share it for third-party marketing purposes.

We store data in South Africa where available through our infrastructure providers. Where data must transit or be processed outside South Africa (for example, through certain sub-processors), we ensure appropriate safeguards are in place as required by POPIA section 72.

• 256-bit AES encryption for data at rest
• TLS 1.2+ encryption for all data in transit
• Role-based access controls — data is isolated per practice; no practice can access another's data
• Multi-factor authentication available to all users
• Immutable audit logs of all data access and modifications
• Regular security assessments and penetration testing
• Strict access controls limiting Medifile staff access to platform data

• Practice and User account data: retained for the duration of the Subscription and 30 days thereafter
• Patient Data: retained per HPCSA guidelines (minimum 6 years from date of last entry) unless the Practice instructs earlier deletion, subject to legal minimums
• Audit logs: retained for 5 years for compliance purposes
• Payment records: retained for 5 years for financial and tax purposes