Privacy Policy

Each practice using the platform is responsible for the patient and clinical information it enters into the system. DBC Physio & Bio Manager provides the software used to store, schedule, and manage that information.

For platform account information, support requests, security logs, and billing or access records, DBC Physio & Bio Manager may act as the responsible party. For patient records, the practice remains the main contact for patient privacy requests.

Depending on how the practice uses the app, the system may process:

• Account details such as name, email address, role, practice access, and login status.
• Practice details such as practice names, staff names, services, settings, and locations.
• Patient or client details such as names, contact details, notes, medical aid or authorisation information, bookings, attendance, and treatment-related scheduling records.
• Appointment details such as provider, date, time, service type, booking status, capacity, linked DBC sessions, and whether a Bio client was seen.
• Technical details such as browser information, device information, authentication events, audit logs, and security or error logs.

Information is used to:

• Provide Physio, Bio, Doctor, and combined practice scheduling tools.
• Manage patient bookings, provider availability, capacity rules, and linked DBC sessions.
• Control user access so each practice and package only sees the correct data.
• Send operational reminders or practice communications where enabled by the practice.
• Maintain security, prevent unauthorised access, troubleshoot errors, and improve reliability.
• Support billing, onboarding, account administration, and customer support.

The platform may process health-related and other sensitive information because it is used by healthcare and wellness practices. Practices must only enter information they are permitted to process and must use the system in line with their professional, ethical, and privacy obligations.

Information is not sold. Information may be shared with authorised practice users, service providers that help operate the platform, payment or communication providers where enabled, regulators or authorities where legally required, and advisers who help with legal, accounting, security, or operational matters.

We use technical and organisational safeguards to protect information, including account authentication, role-based access controls, tenant separation, audit records, hosted database security controls, and operational monitoring. No system can be guaranteed to be perfectly secure, so users must protect their passwords and only use authorised accounts.

Information is kept for as long as needed to provide the platform, meet legal or professional record-keeping obligations, resolve disputes, maintain security, and support practice operations. Practices are responsible for deciding how long patient records must be retained under their applicable obligations.

Under South African privacy law, data subjects may have rights to access, correct, or object to certain processing of their personal information. Patients should usually contact the practice that captured their information first. Practice users may contact the platform owner or their practice administrator for account-related requests.

The platform may use hosted technology providers, communication services, and support tools that process information in South Africa or other countries. Where information is processed outside South Africa, reasonable steps should be taken to use providers with appropriate safeguards.

This policy may be updated as the platform, legal requirements, or practice workflows change. The latest version will be published on this page with an updated date.

For patient record requests, contact the practice that provided your care or captured your details. For platform account or security questions, contact the platform owner or the support contact supplied to your practice.