Privacy Policy

Effective Date: 16 September 2026 (v2)

Spectrum Centre is committed to protecting your privacy and safeguarding your personal information in accordance with applicable data protection laws, including the Protection of Personal Information Act (POPIA) in South Africa and the General Data Protection Regulation (GDPR) where applicable.

1. Who We Are

Spectrum Centre is a psychology practice providing assessment, diagnosis, and psychological treatment services. Services are delivered by registered Clinical Psychologists and Counselling Psychologists in accordance with the ethical and professional standards of the Health Professions Council of South Africa (HPCSA).

We specialise in adult Autism and ADHD assessment and long-term therapy. Services are provided in person at our practice in Randburg / Edenvale and virtually via Zoom, Google Meet, Teams or WhatsApp.

2. Information We Collect

We may collect and process the following categories of personal information:

Contact Information

  • Name and surname

  • Email address

  • Telephone number

Health and Special Category Data

  • Psychological assessment information

  • Clinical interview information

  • Questionnaire responses

  • Autism and ADHD screening results

  • Treatment and therapy information

  • Mental health history

Health-related information constitutes special category data under GDPR and sensitive personal information under POPIA.

Technical Information

  • IP address

  • Browser type

  • Device information

  • Cookies and analytics data

Appointment and Service Information

  • Booking details via our client portal (Zanda Health)

  • Communication records

  • Session notes and treatment plans

Enquiry, Registration and Marketing Information

  • Information submitted through website forms, landing pages, questionnaires and registration pages

  • Course, workshop and support-group registrations

  • Communication preferences and consent records

  • Email and message engagement information, such as whether a communication was delivered, opened or selected

  • Records of enquiries and administrative communications

3. How We Collect Information

We collect personal information through:

  • Online screening questionnaires

  • Contact forms

  • Appointment bookings via our client portal

  • Newsletter subscriptions

  • Online support group registrations

  • Zoom, Google Meet, Teams and WhatsApp communications

  • Website cookies and analytics tools

  • Engagement with YouTube workshops

  • Forms, funnels, registration pages and automated communications managed through GoHighLevel
  • Course purchases and access registrations
  • Communications with authorised reception and administrative personnel

4. How We Use Your Information

We use personal information to:

  • Conduct psychological assessments

  • Provide diagnosis and treatment

  • Develop personalised treatment plans

  • Respond to enquiries

  • Manage bookings and appointments

  • Provide online support groups

  • Send newsletters and educational content

  • Improve our website and services

  • Comply with professional, ethical, and legal obligations

5. Legal Basis for Processing

Where applicable under GDPR, we process personal data on the following lawful bases:

  • Explicit consent, particularly for processing special category health data

  • Performance of a contract for psychological services

  • Compliance with legal and professional obligations

  • Provision of healthcare services by licensed professionals

  • Legitimate interests, where applicable and balanced against your rights

6. Professional Confidentiality

All clinical information disclosed during psychological assessment and therapy is treated as confidential and handled in accordance with professional ethical standards.

Information will only be disclosed:

  • Where required by law

  • Where necessary to prevent serious harm

  • With the client’s explicit consent

7. Third-Party Services

We use carefully selected third-party service providers to support the operation of our practice and related educational services. These may include:

  • Zanda Health for client records, appointment management, invoicing and the client portal
  • GoHighLevel for customer relationship management, website forms, landing pages, enquiry management, support-group and course registrations, email communications, reminders, automated workflows and access to educational content
  • Zoom, Google Meet and Microsoft Teams for virtual sessions and online events
  • WhatsApp for administrative communication
  • Google Workspace for email, calendars, documents and administrative functions
  • Google Analytics for website statistics
  • Meta platforms, including Facebook and Instagram, for advertising and communication
  • YouTube for educational workshops and information
  • Payment providers for processing payments

These providers may process personal information on our behalf and in accordance with their own privacy policies, contractual obligations and applicable data protection requirements.

Certain service providers, including GoHighLevel, may process or store information outside South Africa. Where applicable, Spectrum Centre takes reasonable steps to ensure that appropriate contractual, organisational and security safeguards are in place.

We do not sell personal information.

8. Data Retention

Clinical records, including assessment data and therapy notes, are retained in accordance with applicable professional and regulatory standards, including HPCSA guidelines.

Retention periods may vary depending on legal, ethical, and clinical requirements.

Website analytics and marketing data are retained according to service provider settings.

9. International Data Transfers

As we serve clients worldwide, personal information may be processed or stored outside your country of residence. Where required, appropriate safeguards are implemented.

10. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion where legally permissible

  • Withdraw consent

  • Object to certain processing

  • Lodge a complaint with a supervisory authority

To exercise your rights, please contact us using the details below.

11. Cookies

Our website uses cookies for functionality, analytics, and marketing purposes. For detailed information, please refer to our Cookie Policy.

12. Email Communication

We use email to communicate regarding appointments, administrative matters, newsletters, and general enquiries.

While reasonable steps are taken to protect personal information, email communication may not always be secure. By choosing to communicate with us via email, you acknowledge this potential risk.

We recommend that highly sensitive or urgent clinical matters be discussed during scheduled sessions.

Newsletter communications are sent based on your consent. You may unsubscribe at any time using the unsubscribe link included in each email.

We do not sell or distribute email addresses to third parties for marketing purposes.

13. WhatsApp Communication

Spectrum Centre may use WhatsApp to communicate with clients regarding appointments, reminders, administrative matters, and invoices.

While WhatsApp provides end-to-end encryption, it is a third-party platform and not specifically designed for clinical record keeping. By choosing to communicate via WhatsApp, you acknowledge that electronic communication carries inherent privacy risks.

Sensitive clinical matters are encouraged to be discussed during scheduled sessions rather than via messaging platforms.

14. Administrative Access to Personal Information

Personal information may be accessed by authorised administrative personnel, including the Practice Manager and authorised reception staff, where reasonably necessary to:

  • Respond to enquiries
  • Manage appointments and waiting lists
  • Send forms, reminders and administrative information
  • Assist with client portal access
  • Process invoices, payments and account queries
  • Prepare and submit medical aid claims and supporting documentation
  • Communicate with medical aids regarding claim administration, authorisations and payment queries
  • Receive, upload, format, send or securely transmit psychological reports and referral letters as instructed or authorised by the treating psychologist
  • Communicate with referring healthcare professionals where appropriately authorised
  • Manage registrations for support groups, workshops and courses
  • Provide general administrative support to psychologists and clients

For medical aid and account administration, authorised personnel may process information such as membership details, dependant information, diagnostic or billing codes, dates of service, practitioner information and other information reasonably required by the medical aid.

Administrative personnel may handle reports, referral letters and related clinical documents for formatting, filing, invoicing or secure transmission. This access is limited to what is necessary to complete the authorised administrative task and does not permit administrative personnel to interpret, alter or make clinical decisions concerning the information.

Psychological reports, referral letters and other clinical information will only be shared with the client, a medical aid, another healthcare professional or another authorised recipient where there is an appropriate legal basis, professional requirement or client consent.

Access to session notes, raw assessment material and detailed clinical records is restricted to treating psychologists and other appropriately authorised professionals, except where limited administrative access is necessary, specifically authorised and permitted by applicable legal and professional requirements.

All authorised personnel are bound by confidentiality obligations, receive access according to their role and are required to handle personal information in accordance with POPIA, applicable HPCSA standards and Spectrum Centre’s internal privacy and security procedures.

15. GoHighLevel

Spectrum Centre uses GoHighLevel as an administrative, communication and educational platform.

Information processed through GoHighLevel may include:

  • Names and contact details
  • Enquiry information
  • Appointment-related administrative information
  • Communication history
  • Form and questionnaire responses
  • Support-group, workshop and course registrations
  • Course access and participation information
  • Communication preferences and consent records
  • Email and automated message activity

We use this information to respond to enquiries, provide requested information, administer registrations, send reminders, deliver educational content and communicate about relevant Spectrum Centre services where permitted.

GoHighLevel is not used as the primary clinical record system. Clients should not use general website forms, automated messages or marketing systems to submit urgent or highly sensitive clinical information. Clinical records are managed through appropriate practice systems and by the treating psychologist.

Individuals may unsubscribe from marketing communications at any time. Unsubscribing from marketing will not necessarily prevent essential administrative communications relating to an existing booking, purchase or requested service.

security procedures.

16. Responsible Party

Spectrum Centre acts as the responsible party for personal information processed through this website and in the provision of psychological services.

We determine the purpose and means of processing personal information in accordance with applicable data protection laws.

For data protection enquiries, you may contact us using the contact details provided in this policy.

17. Financial Information and Invoices

We may process billing and payment information for the purpose of issuing invoices and managing payments.

Financial transactions may be processed through secure third-party payment or practice management platforms. Spectrum Centre does not store full credit card details on its website.

Payment and billing information is processed strictly for administrative and accounting purposes.

18. Access Controls and Data Protection Measures

We implement reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or disclosure.

Access to personal information is restricted to authorised personnel, including psychologists, the Practice Manager, and designated administrative staff, strictly on a need-to-know basis for clinical and operational purposes.

All staff members are bound by confidentiality obligations and are required to handle personal information in accordance with professional ethical standards and applicable data protection laws.

19. Contact Us

If you have any questions about this Privacy Policy or your personal information, please contact:

Spectrum Centre
hello@spectrumcentre.co.za
South Africa