PRIVACY
Your information, clearly explained.
Last updated 21 October 2026.
Who we are
Clear Smiles Clinic (990 Beretta Street, Roodepoort) is responsible for your personal information. Vernon Family Solutions runs our booking system for us, as our operator, and must keep your information secure and confidential.
What we collect
When you book online: your name, WhatsApp number, ID or passport number (or date of birth), medical aid, an email address if you choose to give one, the appointment you choose, and any note you add. On the new patient form: your contact and medical aid details, your medical history, medication and allergies, and your consents. Health information is special personal information under the POPI Act, and we treat it that way.
Why we collect it
To book your appointment, confirm it and remind you about it, to open your patient file, and to contact you about your care. We don't sell your information or use it for anything else.
WhatsApp and email
When you book, you agree that we may contact you on WhatsApp (and by email, if you gave us an address) about your appointment: confirmations, reminders, your form link, aftercare and, once, an optional request to review us on Google. You can ask us to stop at any time: just tell reception or let us know on WhatsApp. Our WhatsApp line has an automated assistant that can answer questions and manage bookings; it never gives medical advice, and anything about your health is passed to Dr Dineo's team. Please don't send medical details on WhatsApp; tell Dr Dineo in person.
How we protect it
ID numbers and everything on the new patient form are stored encrypted. Only the practice team can see your file, through a login that needs a password and a code from their phone, and every time a file is opened it is recorded.
Where it's stored and who helps us
Our records are stored on secure servers in Frankfurt, Germany. WhatsApp messages pass through Meta (WhatsApp). The automated assistant is run by Anthropic in the United States, which receives the messages you send us on WhatsApp so it can reply, but not your patient file. Emails are sent through Resend. Each of these works for us under strict confidentiality and only for this purpose. Sending information outside South Africa is allowed under section 72 of the POPI Act when it is protected to the same standard, and we require that of everyone who processes it for us.
How long we keep it
For as long as you're our patient, and afterwards for the period that the law requires health records to be kept.
Your rights
You may ask to see the information we hold about you, ask us to correct or delete it, or object to how we use it. You may also complain to the Information Regulator (inforegulator.org.za).
Contact us
Email info@clearsmilesclinic.com or call 071 525 3328.