Privacy policy

1. Who we are

Spectacle Connection is an opticianry practice based in Kenilworth, Cape Town, South Africa. This privacy policy explains how we handle your personal information when you visit our website, book appointments, or use our services.

2. Information we collect

We may collect the following types of personal information:

• Identity & contact information — Name, surname, ID number, phone number, email address, and physical address.
• Health information — Prescription details, medical aid information, visual history, and any health information relevant to your eye care.
• Website usage data — Pages visited, time spent, device type, browser type, and IP address (collected through cookies — see our cookie policy).
• Communication records — WhatsApp messages, emails, and phone call notes related to your appointments and orders.

3. How we collect information

We collect information in the following ways:

• Directly from you when you fill out forms, book appointments, or communicate with us.
• Automatically through cookies and analytics tools when you browse our website.
• From third parties such as medical aid schemes or referring healthcare providers, with your consent.

4. How we use your information

We use your personal information to:

• Provide opticianry and optometry services to you.
• Process frame orders, lens fitting, and eyewear collections.
• Manage your appointments and send reminders.
• Submit medical aid claims and manage billing on your behalf.
• Communicate with you about your eye care, offers, and practice updates (only with your consent).
• Improve our website and services.
• Comply with legal and regulatory obligations.

5. Legal basis for processing

We process your personal information in accordance with the Protection of Personal Information Act (POPIA), Act 4 of 2013. Processing is based on:

• Your consent — For marketing communications and non-essential data collection.
• Contractual necessity — To provide the services you have requested.
• Legal obligation — To comply with healthcare regulations and South African law.
• Legitimate interest — For improving our services and website, where this does not override your rights.

6. Information sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With medical aid schemes and healthcare providers for claims processing and referrals, with your consent.
• With laboratories and suppliers for the manufacturing of your prescription lenses.
• Where required by law, court order, or government regulation.
• With service providers who assist us in operating our website, subject to confidentiality agreements.

7. Data storage & security

We take the security of your personal information seriously. We implement appropriate technical and organisational measures including:

• Secure, encrypted storage of personal data on trusted platforms (Supabase).
• Access controls limiting data access to authorised staff only.
• Regular review of our security practices and data handling procedures.

Your data is retained only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Patient records are retained for a minimum period as required by healthcare regulations.

8. Cookies

Our website uses cookies to improve your browsing experience, remember your preferences, and analyse website traffic. You can choose to accept or decline cookies through our cookie banner. For detailed information, please see our cookie policy.

9. Your rights

Under POPIA, you have the following rights regarding your personal information:

• Access — Request a copy of the personal information we hold about you.
• Correction — Request correction of inaccurate or incomplete information.
• Deletion — Request deletion of your personal information, subject to legal retention requirements.
• Objection — Object to the processing of your personal information in certain circumstances.
• Withdraw consent — Withdraw your consent for processing where consent was the lawful basis.
• Complaint — Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, please contact us using the details below. We will respond within 30 days as required by POPIA.

10. Children's privacy

We provide eye care services to children with parental or guardian consent. We do not knowingly collect personal information from children without verified parental consent. If you believe we have inadvertently collected a child's information without consent, please contact us immediately.

11. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised date. We encourage you to review this policy periodically.

12. Contact us

For questions about this privacy policy or to exercise your rights:

• Email: spectacleconnection@gmail.com
• Phone: +27 78 481 2762 / +27 81 542 8742
• Address: Shop 10, Rosmead Retail Centre, Kenilworth, Cape Town

Information Regulator of South Africa: www.justice.gov.za/inforeg