Privacy Policy

1. Introduction

TheraLog ("we", "us", "our") is committed to protecting the privacy and security of the healthcare professionals ("Practitioners") who use our platform, as well as the sensitive health information of their patients.

This Privacy Policy explains how we collect, process, and protect data in accordance with the Protection of Personal Information Act (POPIA) of South Africa.

In the context of POPIA:

• The Practitioner is the Responsible Party (determining the purpose and means of processing patient data).
• TheraLog acts as the Operator (processing data on the Practitioner's behalf).

2. Client-Side Encryption and Zero-Knowledge Design

TheraLog is designed using a client-side encryption model. When a Practitioner creates or edits a clinical session note, the note is encrypted locally within the Practitioner's browser before it is stored or transmitted.

Encryption is performed using AES-256-GCM. The encryption key is derived locally from the Practitioner's 4-digit Secure Session PIN using PBKDF2 together with a cryptographic salt. The PIN itself is never transmitted to or stored on TheraLog's servers.

Only encrypted ciphertext (together with associated cryptographic metadata such as initialization vectors and authentication tags) is synchronized to our backend infrastructure.

TheraLog does not store Secure Session PINs and does not provide PIN recovery functionality. If a Practitioner forgets their PIN and loses access to their local key material, encrypted clinical notes cannot be recovered.

3. Information We Collect

A. Practitioner Data

• Name
• Email address
• Practice name
• HPCSA/BHF practice number
• Professional specialty

B. Authentication Data

• Secure JWT tokens for session management

We do not store Secure Session PINs.

C. Patient Data (Processed on Your Behalf)

• Demographics (names, ID numbers, contact details, addresses)
• Medical aid details
• Encrypted clinical notes

Clinical notes are stored server-side only as encrypted ciphertext.

D. Payment Information

TheraLog does not collect or store credit card information. Subscription payments are processed securely through PayFast (Pty) Ltd, a PCI-DSS compliant South African payment gateway.

4. Offline Storage & Synchronization

TheraLog is an offline-first application. When disconnected from the internet, data is stored locally within the device's browser storage environment. When connectivity is restored, encrypted data is synchronized with TheraLog's cloud infrastructure.

5. Data Retention and Deletion

As a healthcare professional, you are subject to statutory record-keeping requirements (e.g., HPCSA guidelines requiring records be kept for a minimum of 6 years).

TheraLog will retain encrypted data for as long as your account is active. Upon termination, all associated data (including encrypted backups) will be permanently deleted from our active servers within 30 days.

6. Your Rights Under POPIA

• Request access to personal information we hold about you.
• Request correction or deletion of inaccurate data.
• Object to the processing of your personal information.
• Lodge a complaint with the Information Regulator of South Africa.

7. Contact

If you have questions about this Privacy Policy, our encryption standards, or POPIA compliance, please contact: