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Privacy Policy

1. Our commitment to your privacy

 

At The Reset Pod, we take the privacy and confidentiality of your personal information seriously.

This Privacy Policy explains what information we collect, why we collect it, how it may be used and stored, who may have access to it, and the rights available to you.

The Reset Pod processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable South African law.

For purposes of POPIA, The Reset Pod, owned and operated by Dr Giselle Lara Gevers as a sole proprietor, is the responsible party for personal information where we determine why and how that information is processed. POPIA applies to organisations and individuals processing personal information and establishes conditions for its lawful processing.

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2. Information we may collect

 

We aim to collect only information that is reasonably necessary for the services we provide.

Depending on how you interact with The Reset Pod, this may include:

  • Contact information

  • Your name, email address, telephone number and other contact information you choose to provide

  • Booking information

  • Your appointments, services booked, booking history, cancellations, packages or plans and related administrative information

  • Payment and transaction information

  • Information relating to purchases and payments. Card and banking information may be processed directly by our payment providers rather than stored by The Reset Pod.

  • Health and safety information


Where relevant to the safe and appropriate use of our services or equipment, we may ask for limited information about matters such as health conditions, medications, pregnancy, injuries, implanted medical devices or other relevant circumstances.

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Client records
Where appropriate, we may maintain records of your goals, services received, relevant health information, session notes, recommendations, programmes, and progress.

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Communications
Information you provide when communicating with us through email, telephone, WhatsApp, website forms or other communication channels.

Website information
Our website and associated technologies may collect information such as your IP address, device/browser information, cookie preferences and information about how you interact with our website.

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3. Health information

 

Health information is sensitive and receives additional protection under South African data-protection law.

We collect health information only where reasonably relevant to purposes such as:

  • assessing whether a service or piece of equipment is appropriate for you;

  • identifying precautions or circumstances requiring modification;

  • determining whether medical clearance may be appropriate;

  • providing and documenting services;

  • maintaining appropriate safety, consent and client records; and

  • meeting applicable legal or professional obligations.

 

We deliberately avoid collecting an unnecessarily extensive medical history when it is not relevant to the services we provide.

We will take reasonable technical and organisational measures to protect the integrity and confidentiality of health information in accordance with applicable requirements.

 

4. How we use your information

 

We may process your personal information to:

  • manage bookings and appointments;

  • provide services you have requested;

  • process payments and purchases;

  • administer Reset Plans, packages or client accounts;

  • conduct appropriate health and safety screening;

  • maintain intake forms, consent records and client records;

  • communicate with you about appointments or services;

  • send booking confirmations and reminders;

  • respond to enquiries;

  • maintain appropriate business, accounting and administrative records;

  • operate and secure our website and systems;

  • improve our services and client experience;

  • comply with applicable legal, regulatory and professional obligations; and

  • protect our legitimate rights and interests where permitted by law.

 

We will not use personal information for purposes that are incompatible with the reason it was collected unless permitted by law.

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5. How your information is stored and managed

 

We use selected third-party technology providers to operate The Reset Pod.

These may include:

  • Wix — website, online bookings, intake and consent forms and client communications.

  • Google Calendar — appointment and scheduling information synchronised with our booking system. We do not intentionally store health or session notes within Google Calendar.

  • WhatsApp Business — client enquiries, communication and other appropriate client interactions.

  • Client-management/record-keeping software — ongoing client records, which may include relevant health information, session notes, services provided, programmes and progress.

  • Payment and banking providers — including providers such as Yoco, Paystack, Peach Payments and Capitec where applicable to a transaction.

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Not every provider listed above will necessarily process information about every client.

Where an external provider processes personal information on our behalf, we take reasonable steps appropriate to the nature of the processing to ensure that information is handled securely and consistently with our data-protection obligations.

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6. Payments

 

Payments may be processed by independent third-party payment providers.

The Reset Pod does not intentionally store your complete payment-card information where payment details are submitted directly to a payment provider.

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Payment providers may process information according to their own legal and privacy obligations. We encourage you to review the privacy information provided by the relevant payment provider where appropriate.

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7. Sharing your information

 

We do not sell your personal information.

We may share or make information accessible only where reasonably necessary to:

  • provide or administer our services;

  • process a transaction;

  • operate our website, booking, communication or record-keeping systems;

  • obtain professional, legal, accounting or technical assistance;

  • comply with a legal or regulatory obligation; or

  • protect legitimate legal rights or interests.

 

Access to client information is limited to authorised persons who reasonably require it for legitimate operational, administrative, safety or service-related purposes.

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8. International processing and storage

 

Some of the technology and cloud services we use may process or store information using infrastructure located outside South Africa.

POPIA regulates transfers of personal information outside South Africa. Where information is transferred internationally, The Reset Pod will take reasonable steps to ensure that the transfer is permitted under applicable law and that an appropriate basis or safeguard for the transfer exists.

Additional requirements apply to transfers of health information.

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9. Artificial intelligence and digital tools

 

The Reset Pod may use digital or artificial-intelligence-assisted tools for appropriate administrative, documentation or operational purposes.

We will not intentionally submit identifiable client health information to a general-purpose AI service without first considering the privacy, security, confidentiality, contractual and data-processing implications of that service.

Where AI-assisted software is incorporated into our client-management or record-keeping processes, we will take reasonable steps to assess its suitability for processing the type of information involved and apply appropriate safeguards.

AI tools are not used as a substitute for appropriate human judgement regarding client safety or suitability for our services.

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10. Cookies and website analytics

 

Our website uses cookies and similar technologies.

Some cookies are necessary for the website, booking system and security features to function. Other technologies may be used for analytics, functionality or other optional purposes.

Where appropriate, our website provides a cookie-management tool allowing you to:

Accept all cookies
Reject non-essential cookies
Manage your preferences

You can subsequently revisit your preferences through the website's Cookie Settings.

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11. Marketing and communications

 

Booking confirmations, appointment reminders, changes to appointments and responses to enquiries are considered service or administrative communications.

Promotional communications are treated separately.

Where required, we will obtain appropriate consent before using your contact information for electronic direct marketing. You may withdraw from promotional communications using the unsubscribe or opt-out method provided.

POPIA specifically regulates unsolicited electronic direct marketing, and the Information Regulator has published guidance concerning compliance with these requirements.

Withdrawing from marketing does not prevent us from sending information reasonably necessary to administer an appointment, purchase or existing service relationship.

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12. How long we keep your information

 

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or for an additional period required or permitted by applicable legal, professional, accounting or record-keeping requirements.

Different types of records may therefore have different retention periods.

Where we are no longer authorised or required to retain information, we will take reasonable steps to securely delete, destroy or appropriately de-identify it.

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13. How we protect your information

 

We take reasonable technical and organisational measures appropriate to the information we process.

These may include:

  • limiting access to authorised persons;

  • appropriate account and password controls;

  • secure technology and cloud service providers;

  • device security;

  • appropriate confidentiality practices; and

  • measures designed to reduce unauthorised access, disclosure, alteration or loss.

 

No electronic system can guarantee absolute security.

If a security compromise involving personal information occurs, we will investigate and take appropriate action, including notification to affected individuals and/or the Information Regulator where required by law.

The Information Regulator specifically identifies security compromises and failures to protect personal information as matters falling within POPIA's enforcement framework.

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14. Your rights

 

Subject to POPIA and other applicable law, you may have the right to:

  • ask whether we hold personal information about you;

  • request access to your personal information;

  • request correction of inaccurate, incomplete or outdated information;

  • request deletion or destruction where legally appropriate;

  • object to certain processing of your personal information;

  • withdraw consent where processing relies on your consent;

  • object to or opt out of applicable direct marketing; and

  • lodge a complaint regarding the processing of your personal information.

 

The Information Regulator provides prescribed mechanisms for objections and requests for correction or deletion.

Please understand that a request for deletion does not necessarily require us to delete information that we are legally entitled or required to retain.

We may need to verify your identity before providing access to or changing personal information.

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15. Children

 

Children should not independently provide personal or health information through our website where parental or guardian involvement is required.

Where The Reset Pod provides services to a child or processes a child's personal information, appropriate consent and safeguards will be obtained or applied as required by law.

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16. Changes to this Privacy Policy

 

We may update this Privacy Policy from time to time as our services, technologies, providers or legal obligations change.

The latest version will be published on our website, and the Last updated date will be amended accordingly.

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Contact & Privacy Requests

For questions about this Privacy Policy, requests relating to your personal information or concerns about how your information has been handled, please contact:

The Reset Pod
Owned and operated by Dr Giselle Lara Gevers, Sole Proprietor
Somerset West, Western Cape
South Africa

Information Officer: Dr Giselle Lara Gevers
Email: admin@theresetpod.co.za

You may also lodge a complaint with the Information Regulator (South Africa) if you believe your personal information has been processed contrary to POPIA. The Regulator provides an online complaints process through its eServices system.

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