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Introduction
In this notice, references to “Optique Optometrists”, “we”, “us” or “our” refer to Optique Optometrists.
Optique Optometrists recognises its accountability in terms of the Protection of Personal Information Act, 2013 (“POPIA”), together with other applicable privacy protection legislation and regulations, to its clients, suppliers, service providers and other third parties.
To maintain a relationship of trust with our stakeholders, we are committed to complying with both the spirit and the letter of POPIA, and to always act with due skill, care and diligence when dealing with personal information.
What is personal information
Personal information, according to POPIA, means information relating to an identifiable, living, natural person and, where applicable, an identifiable, existing juristic person, including but not limited to:
information relating to race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, wellbeing, disability, religion, conscience, belief, culture, language and birth;
information relating to education or the medical, financial, criminal or employment history of the person;
any identifying number, symbol, email address, telephone number, location information, online identifier or other particular assignment to the person;
biometric information;
personal opinions, views or preferences;
correspondence sent by the person that would reveal the contents of the original correspondence;
the views or opinions of another individual about the person; and
the name of the person if it appears with other personal information relating to the person, or if disclosure of the name itself would reveal information about the person.
Where and when we collect personal information
We may collect personal information:
directly from you when you contact us, book an appointment, request information, purchase products or services, complete forms, communicate with us by phone, email, WhatsApp or through our website;
from guardians or authorised persons where the patient is a child or where someone is acting on a patient’s behalf;
from suppliers and service providers when quotations, invoices, onboarding documents or payment information are provided to us; and
from other lawful sources where permitted or required by law.
When we will process your personal information
We will only process your personal information for lawful purposes relating to our business if one or more of the following circumstances apply:
you have consented thereto;
a person legally authorised by you, or a court, has consented thereto;
it is necessary to conclude or perform under a contract we have with you;
the law requires or permits it;
it is required to protect or pursue your, our, or a third party’s legitimate interest; and/or
you are a child and a competent person, such as a parent or guardian, has consented on your behalf where required.
When we will process special personal information
Special personal information may include information relating to religious or philosophical beliefs, race, ethnic origin, trade union membership, political beliefs, health, biometric information, or criminal behaviour where it relates to the alleged commission of an offence or related proceedings.
We will process special personal information only where permitted by law, including where:
you have consented to the processing, where consent is required;
it is necessary to exercise or defend a right or obligation in law;
it is necessary to comply with an international legal obligation of public interest;
it is for certain historical, research or statistical purposes that would not adversely affect your privacy; or
you have deliberately made the information public.
What information we collect, and how we use your information
Kindly note that the list below is not comprehensive. It sets out the main purposes and data elements collected by Optique Optometrists.
Clients / Patients
Purpose:
to contact you;
to book, confirm and manage appointments;
to provide optometry and related services;
to maintain patient, clinical and transaction records;
to process orders, payments and account queries;
to comply with legal and regulatory obligations; and
for audit and record keeping.
Data elements may include:
name and surname;
ID or passport number where required;
contact number;
email address;
physical or postal address;
date of birth;
guardian details for minors where applicable;
medical aid details where applicable;
prescription, eye health and related clinical information where applicable;
payment and transaction information; and
records of communications and enquiries.
Suppliers / Service Providers
Purpose:
to obtain quotations and onboard suppliers;
to communicate with you;
to issue purchase orders and process payments; and
for audit and record keeping.
Data elements may include:
contact person name;
business name;
bank details;
contact numbers;
email address;
physical or postal address; and
registration or tax details where applicable.
How we share your information
We may share your information with third-party service providers, professional advisers, law enforcement agencies, regulators, government agencies, payment processors, IT service providers and other parties where necessary to provide services, operate our business or comply with legal obligations.
We may need to share your information where required by law, legal process, or to help protect the rights, property or safety of you, us or others.
Your rights and obligations
Data retention
We keep personal information for as long as we still have a lawful purpose to do so, where we need it to provide services, where you have consented to our retention of it, or where we are legally obliged to retain it.
We may also retain some information after our relationship has ended where reasonably necessary to comply with legal obligations, meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce agreements or honour your request to object to processing.
You have rights in connection with your personal information. In certain circumstances, and subject to applicable law, you have the right to:
request access to your personal information;
ask us to correct or update inaccurate or incomplete information;
request deletion of personal information where applicable;
object to certain processing, including direct marketing where relevant; and
request restriction of processing in certain circumstances.
Requests may be submitted to hr@optique.co.za.
Changes to this privacy notice
We may update this privacy notice from time to time, including where required by changes in legislation, regulation or our services. Any updated version will apply to your use of our services from the date it is published.
Other important information
Security
We have put in place appropriate technical and organisational security measures to help prevent your personal information from being accidentally lost, used, accessed, altered or disclosed in an unauthorised way. Access to personal information is limited on a business need-to-know basis and is subject to confidentiality obligations.
Transborder information transfers
We do not share any of our clients’, suppliers’, service providers’ or other third parties’ information across borders.
Contact information
Should you have any query, please send an email to hr@optique.co.za.
Our Information Officer
Danielle Knell
Email: hr@optique.co.za
The Information Regulator
You have the right to lodge a complaint with the South African Information Regulator.
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
Complaints email: PAIAComplaints@inforegulator.org.za
General enquiries email: enquiries@inforegulator.org.za
Document control
Creation Date: 23 March 2026
Division Name: Human Resources
Author Name: Danielle Knell
Author Position: Human Resource Manager
Last Updated: 23 March 2026
This Version: V1.0_2026
Latest version approved by Board of Directors of Optique Optometrists: 23 March 2026
Previous Change History
Date: 1 October 2026
Author: Danielle Knell
Version: V3.0_2025
Change Reference: No Notes
