1. Introduction
TitionersHub ("we", "us", "our") is a practice management software platform operated by Luan Els, a South African sole proprietor. This Privacy Policy explains how we collect, use, store, protect and share personal information when you use our platform at titionershub.com and related desktop applications.
We are committed to protecting personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA) and all applicable South African privacy legislation.
2. Who This Policy Applies To
- Practitioners — physiotherapists, biokineticists, personal trainers and other healthcare professionals who create a TitionersHub account
- Patients — individuals whose personal information is entered into the platform by Practitioners
- Visitors — anyone who visits titionershub.com
3. Information We Collect
3.1 Practitioner information
- Full name, email address and password (hashed, never stored in plain text)
- Practice name, address, VAT number and contact details
- Subscription and billing information (processed via Paystack — we do not store card details)
- Usage data — features used and login timestamps
3.2 Patient information (special category health data — processed on behalf of Practitioners)
Practitioners enter patient information into the platform. We process this data as an operator on behalf of the Practitioner. Patient information may include:
- Full name, date of birth, gender, phone number and email address
- Medical aid name, member number and authorisation number
- Medical condition, ICD-10 codes and clinical notes
- Session history, pain scores and exercise records
- Invoice records and payment history
4. How We Use Your Information
We use practitioner information to provide, maintain and improve the platform, process payments, send account notifications, and comply with legal obligations.
We process patient information solely on the instruction of the Practitioner. We do not sell, rent or share patient data with any third party for commercial purposes.
5. Legal Basis for Processing
Under POPIA, we process personal information on the following grounds: contractual necessity, legitimate interest (security and fraud prevention), compliance with legal obligations, and explicit consent for special category health data.
6. Data Retention
- Practitioner account data — retained for the duration of the subscription plus 2 years after termination
- Patient records — retained for a minimum of 5 years from the date of last treatment as required by South African health records legislation and POPIA
- Patient records are never permanently deleted without explicit Practitioner instruction and only after the 5-year retention period has elapsed
7. Data Security
- Encrypted data transmission using HTTPS/TLS
- Row-level security — each practice can only access its own data
- Authentication with hashed passwords via Supabase Auth
- Automated security monitoring and error alerting
- No patient data shared between different practices on the platform
8. Third-Party Service Providers
SupabaseDatabase and authentication. EU data centre. SOC 2 Type II certified.
PaystackPayment processing. PCI DSS compliant. No access to patient data.
ResendTransactional email. Practitioner email addresses only.
NetlifyWeb hosting. Web traffic data only. No access to patient records.
AnthropicAI Co-pilot. Clinical queries only. No patient identifiers sent. Not used for model training.
9. Your Rights Under POPIA
- Right of access — request a copy of your personal information
- Right to correction — request correction of inaccurate information
- Right to deletion — request deletion, subject to legal retention requirements
- Right to object — object to processing in certain circumstances
- Right to lodge a complaint — with the Information Regulator of South Africa
Contact us at support@titionershub.com. We will respond within 30 days.
10. Information Regulator
www.inforegulator.org.za · inforeg@justice.gov.za · 010 023 5200
11. Cookies
We use essential cookies for authentication and session management only. We do not use tracking or advertising cookies.
12. Changes to This Policy
We will notify Practitioners of material changes by email and by updating the effective date above. Continued use of the platform constitutes acceptance.
Email: support@titionershub.com
Information Officer: Luan Els · Cape Town, South Africa