Appointify privacy policy.

This Privacy Policy explains how Appointify collects, uses, shares, stores, and protects personal information when providing the Appointify platform, public website, booking flows, support, and related practice administration services.

Appointify provides tools for healthcare practices. Practices remain responsible for their patient relationships, clinical decisions, patient notices, consent where required, and legal duties that apply to their records. Unless a written agreement says otherwise, Appointify usually acts as an operator when it processes patient personal information on behalf of a practice.

This policy should be read together with the Appointify platform terms, PAIA manual, and any signed agreement between Appointify and a practice.

Personal information means information relating to an identifiable person, including the categories recognised under the Protection of Personal Information Act 4 of 2013 (POPIA).

Practice data means information a practice or its authorised users add to, generate in, or connect to the Appointify platform. This may include patient, appointment, communication, document, billing workflow, medical aid, telehealth, and practice configuration information.

Process means any operation performed on personal information, including collecting, receiving, recording, storing, updating, retrieving, using, sharing, restricting, deleting, or destroying it.

We may collect account and practice information such as names, business details, roles, email addresses, phone numbers, authentication details, practice settings, provider details, and user permissions.

We may process patient and workflow information entered, uploaded, connected, or authorised by a practice, including appointment details, patient contact details, intake information, notes, documents, prescriptions, referrals, sick notes, quotes, invoices, payment status, communication content, and related metadata.

We may collect technical and usage information needed to run and secure the platform, such as device, browser, IP address, log, audit, session, error, performance, and feature usage information.

We may collect support, onboarding, billing, and communication information when a practice or user contacts Appointify or uses connected channels such as email, WhatsApp, SMS, video links, or online booking.

We use personal information to provide, operate, authenticate, secure, support, bill, maintain, and improve the Appointify platform and related services.

We process practice and patient workflow information to support bookings, reminders, messaging, documents, clinical workflow administration, billing workflows, telehealth access, practice configuration, reporting, and support requested or authorised by a practice.

We use technical and usage information to monitor reliability, diagnose problems, prevent misuse, investigate incidents, improve product quality, and keep appropriate audit records.

We may use contact information to send service notices, onboarding messages, support responses, account updates, and other communications related to the Appointify services. We do not sell personal information.

Appointify may include AI-assisted features for drafting, summarising, routing, booking support, document preparation, and patient communication workflows.

AI-assisted output should be reviewed by an authorised person before it is used for clinical decisions, clinical documents, billing decisions, or sensitive patient communication. Appointify is not an emergency service, medical device, or substitute for professional clinical judgement.

Where a practice uses AI-assisted features, information needed for that feature may be processed by Appointify and relevant service providers under appropriate controls.

The Appointify website and platform may use cookies, local storage, and similar technologies to keep users signed in, remember preferences, improve security, understand usage, and support platform functionality.

Users can adjust browser settings to block or delete cookies, but some parts of the website or platform may not work properly without technologies needed for authentication, security, or core functionality.

We may share limited personal information with service providers that help us provide hosting, storage, authentication, email, WhatsApp or SMS messaging, video links, payments, analytics, support, security, development, monitoring, and AI-assisted functionality.

We may share information with a practice and its authorised users where that information belongs to, was entered by, or is needed by that practice to use Appointify.

We may disclose information where required by law, court order, regulator request, lawful instruction from the relevant practice, or where reasonably necessary to protect patients, practices, users, Appointify, service providers, rights, safety, security, or platform integrity.

Some Appointify systems and service providers may process or store information outside South Africa.

Where cross-border processing happens, Appointify takes reasonable steps to use appropriate contractual, technical, and organisational safeguards for the information being processed.

Appointify uses reasonable technical and organisational safeguards designed to protect personal information against loss, damage, unauthorised access, unauthorised disclosure, and unlawful processing.

Practices must ensure that their users keep accounts, devices, passwords, connected services, staff access, and communication channels secure and up to date.

No internet, wireless, hosting, or electronic storage system is perfectly secure. If Appointify becomes aware of a security compromise affecting personal information in the platform, Appointify will take reasonable steps to investigate, contain the issue, and support notifications required by POPIA.

Appointify keeps personal information for as long as reasonably needed to provide the platform, meet legal and accounting duties, maintain audit and security records, resolve disputes, enforce agreements, support practices, and protect the platform.

Patient and practice records may need to be retained by the relevant practice for clinical, legal, professional, accounting, security, or dispute purposes. Appointify may assist with deletion or export requests where appropriate and technically possible, subject to lawful retention requirements and written agreements.

Under POPIA, data subjects may have rights to access, correct, delete, object to, or restrict certain processing of their personal information, subject to legal limits.

If you are a patient of a practice using Appointify, please contact that practice first for requests about patient records or care-related information. Appointify may assist the practice where the request relates to information held in the platform.

If your request relates to Appointify account, website, support, billing, or supplier information, send the request through your Appointify account contact or to documents@appointify.co.za. Appointify may ask for proof of identity or authority before responding.

Appointify is a platform for practices and authorised users. It is not directed at children as a standalone consumer service.

Where a practice uses Appointify to process information about a child patient, the practice is responsible for the lawful basis, notices, consent where required, and clinical record obligations that apply to that patient information.

Appointify may update this Privacy Policy as the platform, legal requirements, service providers, or processing activities change. Updates apply from the date shown on this page or from the date communicated to affected practices.

Questions or privacy requests should be sent through your Appointify account contact or to documents@appointify.co.za. If a signed agreement gives a different legal or privacy contact, use that contact.

Last updated: 30 May 2026.