Promotion of Access to Information Act (PAIA) Manual

1. Practice Details
Practice Name: Lynett Olivier – Sexologist and Somatic Traumatologist
Practice Reg. No: CSHP Practice No. 20002
Information Officer: Lynett Olivier
Address: The Centre for Integrative Medicine, 2 Eaton Avenue, Bryanston, Johannesburg, 2196 Email: health@lolive.co.za

Phone: +27 (0)63 424 1173 Website: www.lolive.co.za

2. Introduction and Purpose
This manual is published in accordance with Section 51 of the Promotion of Access to Information Act (PAIA), as amended by the Protection of Personal Information Act (POPIA). It describes the records held by the practice, the categories of personal information processed, and the procedures to request access to such records.

3. Section 10 Guide Reference
A guide on how to access records is available from the Information Regulator: Website: www.inforegulator.org.za
Email: inforeg@justice.gov.za
Phone: 010 023 5200

4. Categories of Records Held
• Client intake and consent forms
• Therapy session notes (handwritten)
• Appointment schedules and client correspondence • Invoices and receipts (Sage One)
• Business administration records

5. How Records Are Maintained
• Physical records (session notes) are stored in locked cabinets at the practice premises.
• Digital records (forms, admin files) are securely stored in Dropbox (AES-256 encrypted, 2FA enabled).

• Intake forms are collected via Fillout.com (stored in encrypted AWS-hosted databases). • Emails received via Gmail/Outlook are protected by TLS encryption and 2FA.

6. Categories of Personal Information Processed
• Full name and contact details
• Identity or emergency contact details • Health and psychosocial information • Session dates and topics
• Billing and administrative information

7. Purpose of Processing Personal Information
• To provide therapeutic and trauma-related services
• For scheduling, communication, and invoicing
• For lawful record-keeping and professional compliance • To assess clinical needs and support client care

8. Information Sharing & Security Measures
Personal information is not shared with third parties unless: – Explicit written consent is obtained
– Required by law or in cases of potential harm

Security measures include:
– Encryption of digital storage (Dropbox, Fillout) – Antivirus protection and 2FA on all systems
– Locked physical file storage
– NDA signed by administrative staff

9. Procedure to Request Access to Records
Requests must be made in writing to the Information Officer via email (health@lolive.co.za). Requests must include proof of identity and a clear description of the records required. Access will only be granted if lawful, in line with PAIA and POPIA.