Privacy Notice

1. Who we are

PhysioBill SA is operated by Renier Hattingh ("we", "us"). We are the data controller (responsible party under POPIA) for the personal information described in this notice.

2. What we collect

• Account details: name, email address, login credentials and practice details.
• Support messages you send us.
• Usage and technical data: device identifiers, IP address and telemetry about how the service is used.

Patient billing data captured by a practice is controlled by that practice; we process it on the practice's behalf solely to provide the service.

3. Why we use it and our legal basis

• Creating and managing your account and providing the service — performance of our contract with you.
• Security and fraud prevention, and product improvement — our legitimate interests.
• Customer support — performance of our contract and legitimate interests.
• Meeting legal and tax obligations — legal obligation.
• Marketing, where applicable — your consent, which you may withdraw at any time.

4. Who we share it with

• Service providers and subprocessors that host, operate and support the service (hosting, analytics and support tooling).
• Paddle, our Merchant of Record, for the sale of the product, subscription management, payments, tax compliance and invoicing.
• Professional advisers such as lawyers and accountants.
• Authorities where required by law.

5. International transfers

Some of our service providers process data outside South Africa. Where personal information is transferred internationally, we rely on appropriate safeguards such as standard contractual clauses or adequacy decisions.

6. Retention

We keep personal information only for as long as needed for the purposes above, after which it is deleted or anonymised, unless the law requires us to keep it longer.

7. Your rights

Under POPIA (and, where applicable, the GDPR) you have the right to access, correct or delete your personal information, to restrict or object to processing, to data portability, and to withdraw consent. You may also complain to the Information Regulator (South Africa). We respond to requests within one month.

8. Security

We apply appropriate technical and organisational measures, including encryption and access controls, to protect personal information.

9. Cookies

We use essential cookies required for the service to function (such as keeping you signed in). You can manage cookies through your browser settings; disabling essential cookies may prevent the service from working.

10. Contact

For any privacy questions or to exercise your rights, contact us at the support details shown in the app.