1. Responsible party
PediCheck Pty Ltd is the responsible party under the Protection of Personal Information Act 4 of 2013 (POPIA). Registration number: [to be inserted]. Address: Granger Bay Court, 49 Beach Road, Mouille Point, Cape Town, South Africa. Email: doctors@pedicheck.co.za.
This policy sits with our POPIA Policy (how we process information in law) and PAIA Manual (how you request records). If they clash on a processing question, the POPIA Policy and POPIA itself prevail.
2. What we collect now
If you join the waitlist we collect:
- your first name and last name;
- your email address;
- your WhatsApp number;
- your child’s age range (not the child’s name);
- that you consented, the wording version, and the time;
- source and technical details that travel with a web form (referrer, UTM tags if present, browser user agent, and approximate network address used to stop abuse).
We do not currently collect a child’s name, ID number, medical scheme details, or a symptom history on the waitlist. When the app launches we will tell you, before you use those features, if we need health information to run a check-in. PediCheck is not a medical device and is not used to store a full medical record.
If you email or WhatsApp us, we keep what you send so we can reply.
3. Why we use it
- to put you on the waitlist and know who we are writing to;
- to send the SA Emergency Numbers card and a short welcome email;
- to send the Sunday notes and then monthly launch updates you agreed to, until you unsubscribe;
- to tell our team that a new parent joined (internal operations email);
- to plan launch access, including the 60 days free and early access described on the site;
- to keep the form safe (spam and bot checks);
- to meet the law, including POPIA and a valid information request.
We do not sell personal information. We do not use waitlist data for open advertising networks.
4. Lawful basis
We rely on consent for waitlist communications, and on our legitimate interests and contract steps to run the waitlist you asked to join. Child-related information (an age band) is given by you as parent or guardian. See the POPIA Policy.
5. Who we share with
Only as needed:
- staff of PediCheck Pty Ltd who work the waitlist;
- operators who host the site and send email (currently application hosting and Google Workspace for outbound mail);
- professional advisers or authorities if the law requires it;
- Atlantic Children’s Practice only if you are also their patient under a separate relationship, or if you later buy ACP Priority and that service needs it — not merely because you joined the PediCheck waitlist.
6. Where it is stored
Waitlist records are stored for the PediCheck service in a database we control, hosted with our infrastructure provider. Email is sent through Google Workspace using doctors@pedicheck.co.za. Some operators may process information outside South Africa. We only do that where POPIA section 72 allows it (adequate protection, a contract, or another permitted ground).
7. How long we keep it
Waitlist records stay until you unsubscribe and ask us to delete them, or until we no longer need them for launch and a reasonable period of customer support after launch, unless the law requires a longer hold (for example a complaint or tax record). Server logs used for security are kept only as long as useful for that purpose.
8. Security
Access to the staff CRM is account- and password-based. The public form does not expose other parents’ details. No internet transmission is perfectly secure. If we become aware of a compromise that is likely to affect you, we will notify you and the Information Regulator as POPIA requires.
9. Cookies
The public site is a simple marketing and waitlist page. We may use the storage your browser already provides so the waitlist count and a failed submission can recover on your next visit. We do not run a third-party advertising pixel on the waitlist as at the date of this policy. The staff CRM uses a session cookie so you stay signed in.
10. Your rights
You may ask us to confirm what we hold, correct it, delete it (subject to the law), object to or withdraw consent for marketing, and lodge a complaint with the Information Regulator. Email doctors@pedicheck.co.za. Unsubscribe links are in our emails. Formal record requests follow the PAIA Manual.
Information Regulator: inforegulator.org.za · POPIAComplaints@inforegulator.org.za
11. Children
PediCheck is for parents and guardians. We do not knowingly run a waitlist account for a child acting alone. An age range is about a child in your care. You must be entitled to give us that information.
12. Changes
We will post updates here with a new date. If we start collecting health information in the app, we will say so clearly before you enter it.