— Protect

Privacy Policy

This Privacy Policy notice explains how the Trauma and Loss Centre (TLC) obtain, uses and discloses personal information, as is required by the Protection of Personal Information Act (“POPI”).

We are committed to protecting your privacy and ensuring that your personal information is collected and used properly, lawfully and transparently.

This Notice sets out:

Who We Are
The Information We Collect
How We Use Information
Disclosure of Information
Information Security
Access to Information
Changes to this Notification
How to Contact Us

Who We Are

The Trauma and Loss Centre serves as a platform for independent contracting practitioners that focus on counselling, support groups, workshops and debriefing for those that are dealing with or are in the wake of, traumatic events, serious illnesses/conditions, or death.

The Information We Collect

TLC does not collect any banking or financial information of clients or donors.

Personal information collected is never shared with any external party. This information will only be used to communicate with the client, with one’s contacts in case of emergency, and with one’s primary service provider (e.g. a psychiatrist).

Personal information required from a patient includes Name(s) and Surname; ID (with a photo or copy of the ID card), Physical address (in case of an emergency), cell phone number and email address (to communicate with), and the names and contact details of anyone important (e.g. family or doctors).

In cases of a minor client (being under 18 years old) the following information will be required: a copy of the client’s unabridged birth certificate stating both parents’ names and IDs or proof of being the client’s parent or legal guardian, and copies of the parents/guardians’ ID.

The information of our donors is registered for financial record-keeping requirements.

After every session, a process note and/or transcript will be drafted for record-keeping purposes, as legally required. Where required, confirmation of attendance will be issued.

How We Use Information

The personal information collected will have to comply with legal and regulatory requirements or industry codes to which we subscribe or which apply to us, or when it is otherwise allowed by law.

TLC will use your personal information only for the purposes for which it was collected or agreed with you, for example:

To provide our services to you, to carry out the services you requested and to maintain our relationship;
In case of an emergency, e.g. a suicide attempt;
To confirm and verify identity;
For the detection and prevention of fraud, crime or other malpractice;
For audit and record-keeping purposes;
In connection with legal proceedings.

Disclosure of Information

TLC may disclose personal information to the organisation’s service providers who are involved in the delivery of services to you. TLC has policies in place to ensure compliance with these privacy terms.

All independent contractors comply also with the ethical and confidentiality codes of their registered governing bodies.

TLC may also disclose your information where there is a duty or a right to disclose in terms of law or industry codes and where it is necessary to protect one’s rights.

Information Security

TLC is legally obliged to provide adequate protection for the personal information the organisation holds and to stop unauthorised access and use of personal information. TLC will, on an ongoing basis, continue to review our security controls and related processes to ensure that your personal information is secure.

TLC’s security policies and procedures cover:

Computer and network security;
Secure communications;
Monitoring access and usage of private information;
Retention and disposal of information;
Governance and regulatory boards;
Investigating and reacting to security incidents.

In the event TLC contracts with third parties, the organisation imposes appropriate security, privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for, is kept secure. TLC will ensure that anyone, to whom the organisation passes your personal information, agrees to treat your information with the same level of protection, as the organisation is obliged to.

Access to Information

You have the right to request a copy of the personal information TLC holds about you, and to update, correct or delete your personal information. To do this, TLC will take all reasonable steps to confirm your identity before providing details of your personal information and will act in accordance with the law.

Changes to this Notice

Note that TLC may amend this Privacy Policy notice from time to time. Please check this website periodically to inform yourself of any changes.

How to contact us

Please contact us if you have questions about this Privacy Policy notice, or need further information about the organisation’s privacy practices, or wish to give or withdraw consent, exercise preferences, or to access or correct your personal information, or believe TLC has not adhered to it.