Purpose

To protect the privacy of all personnel by defining how we handle requests for personal contact information.
This policy ensures:

• Compliance with the Protection of Personal Information Act (POPIA).
• Respect for the privacy, dignity & data of every Optique team member.
• Clear professional boundaries in all communication.

Scope

Applies to everyone at Optique — corporate & franchise.
Covers all verbal & written communication with patients, suppliers, or the public about any employee’s personal details.

You may not share or disclose another employee’s private information (inside or outside of work) unless:

• You have written or verbal consent, or
• It’s required by law.

Definitions

Personal Information includes:
Full name | ID number | Contact details | Home address | Medical info | Gender identity | Beliefs | Financial details | Employment records | Opinions or evaluations

**Disclosure = ** Sharing personal data (verbally, digitally, or in writing) without consent.

POPIA Compliance

Under the POPI Act, Optique must keep all personal & patient data strictly confidential.
That means:

• Never share colleague or patient phone numbers, addresses, or contact details.
• If someone asks, offer to take their message and pass it on.
• Make it clear that the practice isn’t a messenger service between individuals.

Breaches may result in disciplinary & legal consequences (including POPIA fines).

Procedure

      A. When Someone Asks for a Colleague’s Contact Details

• Do not give out their number.
• Politely explain you’ll pass on the message & their number for a return call.
• Unless explicit consent exists — that’s the only correct approach.

      B. Approved Contact Channels

            If someone wants to reach a colleague, they can use:

• Practice landline
• Official Practice WhatsApp number (text only)

• Email 📧 

  hello@optique.co.za

• Social media (Instagram | Facebook | HelloPeter)
• Call centre (contact details on info card or website)
• In-person complaint logged at the Practice

If it’s a complaint, alert the Customer Experience Manager, but never share private contact info.

Prohibited Conduct

• Sharing any colleague’s private info (number, address, etc.).
• Posting or discussing colleague/patient info on WhatsApp, Facebook, etc.
• Gossiping about personal matters, family, or health.
• Using another employee’s details for personal gain.
• Taking/sharing photos of colleagues or patients without consent.

Disciplinary Action

Violating this policy may lead to:

• Formal warnings or disciplinary hearings.
• Legal action under POPIA & labour law.

Responsibilities

• Employees: Protect all personal information and follow this policy.
• Supervisors/Managers: Ensure compliance, report and escalate breaches immediately.

Key Reminder

Privacy = Respect + Professionalism.
Never give out another team member’s personal details — no exceptions.
Following this protects everyone & keeps Optique compliant and trusted.

Review Cycle

Reviewed annually or sooner if business or legal requirements change.