Privacy Policy
Last updated 2026/08/24
1. Who we are
ClinicPlus Booking Companion is a standalone product independently built and operated by Namoota Technology (Pty) Ltd ("we", "us"), not by ClinicPlus. This policy explains what personal information we collect through the Companion application, why, and how it is protected, in line with South Africa's Protection of Personal Information Act, 2013 (POPIA).
2. What we collect
To use Companion you log in with your existing ClinicPlus account (email and password), which we verify against ClinicPlus's own records but do not separately store or duplicate. Once logged in, you may store on your employee roster: employee names, South African ID or passport numbers, occupations, site assignments, and job spec documents. We also record appointment details you submit (dates, clinics, selected medical services) and your credit balance and transaction history.
ID and passport numbers and job spec documents are special/sensitive personal information under POPIA. We process them only because they are necessary to book and administer occupational medical appointments on your behalf, and only for that purpose.
3. Why we process it (lawful basis)
We process this information to provide the roster and appointment-booking service you request, to create appointments in ClinicPlus's system on your instruction, to process credit purchases, and to comply with legal and accounting obligations. Where we rely on your consent (for example, storing an employee's ID number on your roster), you may withdraw that consent at any time by deleting the relevant record.
We also process booking and roster data, in anonymized and aggregated form, to compute cross-company benchmark statistics shown to other Companion users on their own Insights page (for example, average spend per employee among similarly sized companies). We rely on your consent for this, given when you accept these terms. A benchmark is only calculated when it aggregates at least five other companies with a broadly similar profile — below that, nothing is generated. No individual company is ever named, identified, or otherwise made recoverable from a benchmark figure.
4. Who we share it with
Appointments you create through Companion are written into ClinicPlus's own production booking system, in the same way as if you had booked directly — ClinicPlus and its clinic staff see this information as they normally would for any appointment. Uploaded files (job spec documents, NDA records) are stored via ClinicPlus's existing file storage. Payment processing for credit top-ups is handled by Yoco (Yoco Group (Pty) Ltd), a South African payment services provider — we do not store your card details ourselves.
Anonymized, aggregated benchmark statistics derived from your company's data (see above) are shown to other Companion users on their own Insights page. This is always in aggregate form only, combined with data from at least five other similar companies — never your company's name, exact figures, or any other individually identifying detail.
5. How long we keep it
We keep roster and account data for as long as your account is active, and appointment and transaction records for as long as required for legal, tax, and accounting purposes. You can request deletion of individual roster employees at any time from within the app.
6. Email notifications
When you first log in, you are asked whether you consent to receiving email notifications about your bookings, compliance reminders, credit balance, and product updates. This is optional and separate from your acceptance of these terms — you can change your preference at any time from Settings, and we will not email you for these purposes if you opt out.
7. Your rights
Under POPIA you have the right to access, correct, or request deletion of your personal information, to object to processing, and to lodge a complaint with the Information Regulator of South Africa. To exercise any of these rights, contact us at dev@clinicplusbooking.co.za.
8. Security
We use reasonable technical and organisational measures to protect the personal information we hold, including access controls and encrypted connections. No system is completely secure, and we cannot guarantee absolute security.
9. Contact
Questions about this policy or your information can be sent to dev@clinicplusbooking.co.za.