Privacy notice
Version: 28 October 2026.
This notice explains how ClinoTrend Health & Aviation ("we", "us") collects and uses personal information through this website, our online booking and contact forms, and related messages, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Who we are
| Responsible party | ClinoTrend Health & Aviation, the practice of Dr A.O. Ndhlovu (practice number 0262005) |
|---|---|
| Address | Main Terminal Building, Gate 2, Office TG6B, Grand Central Airport, 3 New Road, Midrand, 1685 |
| Information Officer | Dr A.O. Ndhlovu, info@clinotrend-health.co.za |
| Phone | 011 568 7979 |
2. What we collect
When you book online: your name, email address and phone number, the service you want, and the date and time you choose. The online booking calendar does not ask for health information, ID numbers or medical aid details.
When you send the SACAA application form online: the details the SACAA form asks for, including your ID or passport number, contact details, licence and flying details, your medical history and your signature. This is health information. The form is turned into a PDF in your browser and sent over an encrypted connection to our own website hosting, which emails it to the practice mailbox (info@clinotrend-health.co.za) as a password protected PDF. The website does not keep a copy, and the form is not sent to the booking calendar, to analytics or to any marketing tool. Only your name, mobile number and email from the first step are saved with our booking and messaging provider when you press Continue, so that we can help you if you do not finish the form.
When you book by phone or WhatsApp: the same details, entered into our booking system by our staff.
When you use the contact form: your name, mobile number, email address and message. Your name, mobile number and email are saved with our booking and messaging provider when you press Continue, so that we can get back to you. Your message is emailed to the practice and is not stored with that provider.
When you call, WhatsApp or email us: the details you share with us.
Health information: the SACAA application form, and anything you tell us by phone, WhatsApp or email, may include health information. Health information is special personal information under POPIA. We only process it to arrange and provide your care, or where the law allows. Your clinical records from the consultation are kept under the rules that apply to medical records, separately from this website.
3. Why we use it
- To arrange, confirm, change and remind you about appointments
- To prepare for your consultation and contact you about it
- To answer your questions
- To meet our legal and regulatory duties, for example SACAA requirements for aviation medicals and HPCSA rules for health practitioners
- To keep our systems secure
- To understand how visitors use the website, using statistics that do not identify you
We do not sell your personal information. We will only send you marketing messages if you have agreed to receive them, and you can opt out at any time.
With your consent, we may also send you a reminder before your medical certificate expires and, after a visit, a message asking for an honest Google review. You can tell us at any time to stop these messages.
4. Who processes it for us and where it is stored
| Service | What it does | Location |
|---|---|---|
| Afrihost (website hosting) | Hosts this website and our email mailbox | South Africa |
| Our booking and messaging provider | Runs the online booking calendar and sends appointment confirmations and reminders by WhatsApp and email. It stores your name, contact details (phone number and email) and appointment details, the name, mobile number and email you type on the first step of our website forms and, if you ask for renewal reminders, your medical certificate class and expiry date. It does not receive your answers to health questions or your SACAA application form | United States |
| Vercel | Runs the contact form and staff login functions | United States (Vercel's default region) |
| Neon (Postgres database) | Stores staff accounts | Outside South Africa |
| Our email mailbox (info@clinotrend-health.co.za) | Receives your SACAA application form and booking alerts | As for website hosting |
| WhatsApp alert service (CallMeBot or Twilio) | Sends our staff a WhatsApp alert when a booking is made, with your name, phone number, the service, date and time, and any booking notes | Outside South Africa |
| Google Analytics | Measures how the website is used, for example page views and clicks on the booking and phone buttons | Outside South Africa |
| tochat.be (WhatsApp chat button) | Shows the WhatsApp chat button. It loads from tochat.be's servers, which receive technical details such as your IP address and browser. If you start a chat, it continues in WhatsApp | Outside South Africa |
| Google Maps (only if you choose to load the map) | Shows our location on the contact page | Outside South Africa |
Our booking and messaging provider processes your information only on our instructions, as an operator under POPIA, and stores it in the United States. This is a transfer of personal information outside South Africa. Where personal information is processed outside South Africa, we rely on each provider's data protection terms, which give protection similar to POPIA, and send only what the service needs, as section 72 of POPIA requires.
Earlier online bookings (made before 28 October 2026) were held by a previous provider. They will be deleted there once they have been moved to our booking system.
5. How long we keep it
Booking records and the email copies of them form part of your patient record. We keep patient records in line with the HPCSA guidelines on keeping patient records (Booklet 9): at least six years after your last visit, until your 21st birthday if you were treated as a minor, and 20 years after treatment for occupational health records under the Occupational Health and Safety Act. Contact form messages that are not part of your care are deleted when they are no longer needed.
6. How we protect it
Booking data and the SACAA form are sent over encrypted connections, and staff access to the booking system needs a personal login. Staff passwords are stored in hashed form, what each staff member can see depends on their role, and the booking system limits repeated requests.
7. Cookies and similar technology
Our website stores a small amount of information in your browser so the site works, for example for staff login. Google Analytics sets cookies to measure visits and clicks. Fonts are served from our own website, not from Google.
8. Your rights
You may ask us to confirm whether we hold your personal information, to see it, to correct or delete it, or to object to it being used. To do this, contact our Information Officer using the details above. We may need to confirm your identity first.
If you are not satisfied with our response, you may complain to the Information Regulator: inforegulator.org.za, POPIAComplaints@inforegulator.org.za, 010 023 5200.
9. Changes to this notice
We will update this page when our practices change. The version date at the top shows the latest version.