How we collect, use, share, store and protect your personal information, and what you can do about it.
Work Fit Inc., trading as WorkFit Occupational Health Services, is the responsible party under the Protection of Personal Information Act 4 of 2013 for the lawful processing of your personal information.
Privacy and POPIA queries go to reception@workfit.co.za, or write to us at Mayo Medical Centre, Mayo 9, 1st Floor, Joseph Lister St, Constantia Kloof, Roodepoort, 1709.
To carry out your fitness assessment and issue a certificate, we collect two kinds of information.
Ordinary information: your name, contact details, identity or passport number, nationality, and your employer.
Special personal information, as POPIA defines it:
Your assessment includes a physical examination by a nurse and a medical practitioner, together with the clinical tests your employer requires.
What we release is set by the consent you sign before your assessment. That form names who receives what, and it is worth reading before you sign rather than after.
Depending on your assessment and your employer, your information may be shared with:
Many cruise line consent forms authorise us to send the completed medical to the company's shoreside medical department, whose doctors review it before approving you. Others rely on the examining doctor to apply their standard. Your consent form tells you which applies to you.
HIV and syphilis results are shared only to the extent the applicable medical standard requires. Consent for that testing carries a separate legal status under South African law and is signed separately.
If further records are needed to complete your assessment, it is your responsibility to obtain them and send them to results@workfit.co.za. Your assessment may be placed on hold, and no final fitness opinion issued, until everything required has been reviewed.
By signing the consent form you also authorise us to request those records directly from any health professional, institution, laboratory, hospital, insurer or public authority that has previously treated, tested or assessed you, where that is reasonably necessary to complete your assessment or clarify a finding.
Records are stored in the Bookem cloud-based practice management system, with industry-standard encryption in transit and at rest. Hard-copy records are kept in locked storage at the practice.
We retain records for the period required by the HPCSA, by applicable legislation, and by our professional indemnity insurer, whichever is longest. They are securely destroyed after that.
Where your employer is based outside South Africa, or their appointed agent processes your information from another country, as is usual for international cruise lines, shipping companies and offshore operators, your information is transferred across borders on the basis that the recipient is bound by protections substantially similar to POPIA.
You may withdraw your consent at any time by written notice to reception@workfit.co.za. Withdrawal does not affect the lawfulness of anything processed before it.
Being straight with you: if you withhold or withdraw consent, we may be unable to complete your assessment or issue a certificate, and you remain liable for costs already incurred.
Raise it with us first, at reception@workfit.co.za. We would rather fix it than have you take it elsewhere unresolved.
You also have the right to complain directly to the Information Regulator of South Africa, using POPIA Form 5:
We update this notice when our practice, our systems or the law change. The version and date below tell you which one you are reading.