Privacy Policy

Last updated: 28 October 2026

Baobab Counselling is the private practice of Sean King, a Registered Counsellor with the Health Professions Council of South Africa (HPCSA PRC0031496). Your privacy and confidentiality are central to the work we do together. This policy explains how your personal information is collected, used, stored and protected, in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and the HPCSA's ethical rules.

Who is responsible for your information

Sean King is the responsible party and Information Officer for Baobab Counselling.

Address: Willow Worx Wellness Centre, 11a Linksfield Road, Dunvegan, Edenvale, 1610
Email: sean@baobabcounselling.co.za
Phone / WhatsApp: 066 229 4593

What information is collected

• Contact details, such as your name, email address and phone number.

• Information you give on the intake and consent forms, such as your date of birth, emergency contact and the reasons you are seeking support.

• Session notes and other records kept during counselling or supervision.

• Billing details, including medical aid details if you choose to claim.

• Messages you send by email, WhatsApp or the website contact form.

Health information

Information about your mental and physical health is special personal information under POPIA. It is processed only with your consent, or where the law otherwise allows a health professional to do so, and it is kept confidential in line with HPCSA ethical rules.

How your information is used

• To provide counselling and supervision.

• To manage bookings, send appointment confirmations and reminders, and share online session links.

• To issue invoices and, at your request, submit medical aid claims.

• To meet legal, ethical and professional obligations.

Your information is never sold and is not used for marketing.

When information is shared

Your information is shared only:

• with the service providers listed below, who process it on the practice's behalf;

• with your medical aid, if you ask for a claim to be submitted;

• with your written consent; or

• where the law or professional ethics require it, for example a court order, or a serious risk of harm to you or someone else.

Systems used to store and process your information

• Practice management system: client records, session notes, bookings, invoices and appointment emails. The provider is certified to the ISO 27001 information security standard and processes records only on the practice's instructions.

• Zoom: online sessions.

• Yoco: card payments. Card details are handled by Yoco and are never seen or stored by the practice.

• NetPractice: medical aid claims.

• Wix: this website and its contact form.

• GoDaddy: practice email.

Some of these providers store data on servers outside South Africa. The practice only uses providers that are bound by data protection laws or agreements that give your information a level of protection comparable to POPIA.

Keeping your information secure

Records are kept in password-protected systems, and access is restricted to your counsellor. Paper records, if any, are stored securely. If a security breach affecting your information ever occurs, you and the Information Regulator will be notified as POPIA requires.

How long records are kept

Clinical records are kept for at least six years after your last session, as HPCSA guidelines require. Records of clients under 18 are kept at least until the client's 21st birthday. After that, records are securely deleted or destroyed.

Your rights

Under POPIA you have the right to:

• ask what personal information is held about you, and request a copy;

• ask for inaccurate or incomplete information to be corrected;

• ask for your information to be deleted, subject to the legal duty to keep clinical records;

• object to the processing of your information, or withdraw your consent at any time (this does not affect processing that has already taken place);

• lodge a complaint with the Information Regulator.

To make a request, email sean@baobabcounselling.co.za.

Complaints

If you are unhappy with how your information has been handled, please contact Sean first so it can be put right. You may also complain to the Information Regulator (South Africa) at POPIAComplaints@inforegulator.org.za or www.inforegulator.org.za.

This website

Information sent through the contact form is used only to reply to your enquiry. This website is hosted by Wix, which uses cookies to make the site work and to provide basic visitor statistics. You can manage cookies in your browser settings.

Changes to this policy

This policy may be updated from time to time. The latest version will always be on this page, with the date it was last updated.