Legal and privacy

Purpose

SpectraOS is the internal practice management system for Spectra Vision. It is used by authorised staff to manage patients, appointments, clinical records, dispensing, stock and finances across the practice's stores.

Patient information (POPIA)

Patient personal and health information is processed in line with the Protection of Personal Information Act, 2013 (POPIA). It is collected for patient care, dispensing, billing and medical aid claims, kept only as long as needed for those purposes and applicable record keeping rules, and is not sold. Access is limited to staff by role, and every change is logged.

Patients may ask to see, correct or object to the processing of their information by contacting the practice.

Staff responsibilities

• Keep your login private and never share your password or device.
• Access patient records only where you have a work reason to do so.
• Do not export or share patient information outside the system.
• Report any suspected data breach to the practice owner at once.

Marketing and recall consent

Recall and marketing messages are only sent to patients who have given consent. A patient can opt out at any time, and the system excludes opted-out patients from recall and marketing lists.

Contact

For any privacy question or request, contact the practice owner. This page is a working notice for the practice and should be reviewed with the practice's own legal and POPIA information officer before it is treated as final.