Privacy Policy - Sam The GC

Introduction

Sam The GC (Pty) Ltd (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal information in compliance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”). This Privacy Policy explains how we collect, use, store, and protect your personal information, and informs you of your rights. We provide online genetic counselling services exclusively.
HPCSA Practice Number: GC0000752
Practice Number: 1269127

Responsible Party Details

Responsible Party / Practice Name: Sam The GC (Pty) Ltd (Registration No. 2025/600996/07)
Information Officer: Samantha Bayley, Director & Genetic Counsellor
Physical & Postal Address: 5B Parry Road, Claremont, Cape Town, South Africa
Email: sam@samthegc.co.za
Telephone: 079 696 1276

Personal Information We Collect

We may collect the following categories of personal information:
From patients directly:
Name, preferred name, date of birth, age, gender, ID or passport number, home address, postal code, contact numbers (cell and home), email address, medical aid details (name, plan option, membership number, main member name, dependent code), referring doctor/health professional details (name, specialty, contact number, email), reason for appointment or main concern, medical and genetic family history, including known genetic conditions.
From website visitors (via enquiry form):
Name, email address, contact number, role (patient, healthcare professional, or other), purpose of enquiry (e.g., genetic counselling for myself, for a family member, for a patient, or other), message content. (By submitting the form, you provide consent via the tick box agreeing to data storage in accordance with this POPIA policy.)
Automatically collected from website visitors:
Cookies and analytics data (e.g., IP address, browser type, pages viewed).
From third parties:
Referring doctors, laboratories providing genetic testing.

Purpose of Processing Personal Information

We process personal information to:
● Provide genetic counselling services
● Book and manage appointments
● Maintain health records in compliance with applicable regulations
● Communicate with referring doctors and laboratories
● Respond to website and email enquiries
● Comply with legal and regulatory obligations
We do not use your personal information for marketing purposes without your consent.

Legal Basis for Processing

We process personal information under one or more of the following legal bases:
● Your consent
● Performance of a contract (provision of genetic counselling services)
● Compliance with legal obligations (e.g., health record retention)
● Legitimate interests in providing and improving our services

Sharing of Personal Information

We may share your personal information with:
● Referring doctors and other healthcare professionals involved in your care
● Accredited laboratories performing genetic testing, such as PathCare, Invitae, Ampath, Centogene, Next Biosciences, Natera
● IT and cloud service providers (e.g., iCloud) who securely store electronic records

Some recipients may be located outside South Africa, including in the USA and Europe (where the mentioned laboratories are based). In such cases, we ensure appropriate safeguards in compliance with POPIA.

Storage and Security

Electronic records are stored securely using password-protected devices and cloud software. Access to patient information is restricted to authorised personnel only. We retain health records for 10 years from the date of last contact, unless otherwise required by law.

Your Rights Under POPIA

You have the right to:
● Access your personal information we hold
● Request correction or deletion of your information
● Object to the processing of your information (in certain circumstances)
● Lodge a complaint with the Information Regulator
Requests may be sent to: sam@samthegc.co.za

Cookies and Analytics

Our website uses cookies and analytics tools to improve user experience and monitor website performance. You can control cookie settings in your browser or via our cookie banner.

Data Breach Notification Procedure

If we become aware of a security breach involving your personal information:
Notification to Clients:
We will inform affected individuals within a reasonable timeframe, typically within 72 hours, unless the breach is unlikely to result in a risk to their rights or freedoms. Notification will be made via direct communication methods (email or phone) and will include:
● Description of the breach
● Potential impact
● Steps we are taking to mitigate the breach
● Advice for protecting yourself
● Contact details for further information

Notification to the Information Regulator:

We will notify the Information Regulator in writing as soon as reasonably possible, in accordance with POPIA Section 22, using the prescribed method.

Updates to this Privacy Policy

We may update this policy from time to time. Updates will be posted on our website at www.samthegc.co.za/privacy-policy, and clients will be notified of any material changes through direct communication (e.g., email or phone using the contact details provided). Notifications will be sent promptly, typically within 7 days of the policy update, and will include a summary of the changes and a link to the updated policy. Clients are also encouraged to regularly check our website for the latest version of the policy.

Contact

For questions, concerns, or privacy-related requests, contact:
Information Officer: Samantha Bayley
Email: sam@samthegc.co.za
Telephone: 079 696 1276