Last updated: 14 September 2026
Who we are and how to contact us
Optimum Health and Fitness Centre (Pty) Ltd is responsible for personal information it receives for its enquiries and services. Our clinic is at 1 Power Road, Reitzpark, Welkom, Free State, South Africa. For privacy questions, access requests or complaints, email info@optimumhfc.com with “Privacy request” in the subject, or call 065 554 7462. Ask for your request to be directed to the person responsible for information protection.
What this policy covers
This policy explains the website, booking enquiries and related communications. Clinical assessments involve a separate clinical information and consent process. This website does not provide a patient portal, medical-record upload or online payment facility.
Information you provide
The enquiry form asks for your name, telephone number, service and booking type, employee numbers, and whether you prefer the clinic or an on-site visit. Company and workplace details are required only when relevant. Email, preferred dates, occupation and scheduling notes are optional. If you do not provide the required contact and booking details, we cannot prepare a complete request; you can telephone us instead.
Do not enter identity numbers, medical results, diagnoses, health history or employee medical records. If arranging a request for someone else, use information you are authorised to share and make this policy available to them.
What happens when you use the form
Your draft remains in the current page. It is not submitted to a website database or saved by this site in browser storage. Reviewing a request sends nothing. Choosing WhatsApp or email passes the prepared details to that application; you must complete sending there. Once sent, the message becomes part of the clinic’s communications and the selected provider’s service.
Appointments and fitness decisions are made by our team, not automatically by the website. A booking acknowledgement is separate from consent to an assessment or the release of clinical information.
Why information is used
We use enquiry information to respond, prepare quotations, coordinate appointments and provide the requested service. Depending on the interaction, processing may be based on your consent, steps towards or performance of a service agreement, an applicable legal obligation, or a legitimate interest permitted by law. We use the details needed for the purpose. The enquiry form does not enrol you in marketing.
Technical information and cookies
The hosting service may process technical information such as an IP address, browser details, requested pages and security logs to deliver and protect the site. Optimum has not added advertising trackers, analytics scripts, social-media pixels or embedded maps. Fonts and images are served with the site.
Our cookie and storage notice offers a choice about remembering the notice on your device. This preference contains no booking or health details. Read the cookie policy for the exact behaviour and how to remove it.
Who may receive information
Relevant clinic personnel use information to respond and coordinate services. Hosting and communication providers process information as part of their services. We may disclose information when required by law or to handle a request with appropriate authorisation. Booking details do not authorise unrestricted disclosure of clinical records.
WhatsApp, email, Google Maps and social platforms operate separately from this site. Their own privacy notices apply when you use them. You can call the clinic if you prefer not to send an online message.
Storage, retention and international services
We retain received correspondence for as long as needed to deal with the enquiry, provide the service and meet applicable legal, record-keeping or dispute requirements. Retention depends on the type of record; clinical records have separate requirements. You can ask us about the period applicable to your records. Information is not kept indefinitely merely because it was supplied in an enquiry.
Hosting and communication services may process information outside South Africa. Applicable safeguards and lawful grounds for cross-border processing must be considered under POPIA. Contact us before sending sensitive information if you need details about the arrangements for your service.
Your choices and rights
Under applicable data-protection law, you may request access to information we hold about you, ask for correction or deletion where appropriate, object to certain processing, or withdraw consent where processing relies on consent. Withdrawal does not undo lawful processing that took place before it. Some records may need to be retained by law.
Send a request using the contact details above. We may need proportionate verification of your identity or authority before releasing information; please do not attach an identity document to an initial general email. Tell us what assistance you need.
Our services are directed at South Africa. Where GDPR or another data-protection law applies to a particular interaction, its applicable additional rights and safeguards must also be respected; we do not claim that GDPR applies to every visitor merely because the site can be accessed overseas.
Security and privacy concerns
The website uses HTTPS, limits information requested and keeps the form separate from clinical records. No internet service can guarantee absolute security. If you believe information has been exposed or misused, contact us promptly without including the sensitive material in your initial report. We will assess the issue and any notification obligations under applicable law.
Complaints and access to records
You may raise a privacy concern with us or directly with South Africa’s Information Regulator. Its PAIA guidance explains access-to-information procedures. Contact us for assistance with a request for company records; this policy is not a PAIA manual.
Policy updates
We update this policy when the website or relevant practices change. The date above identifies this version. Any future optional tracking would require appropriate notice and controls before activation.