Privacy Notice
Last updated: 2026
PatientFlow Institute ("PFI", "we", "us" or "our") is committed to protecting personal information and handling information responsibly. This Privacy Notice explains how we collect, use, store, protect and otherwise process information in connection with our website, practice intelligence assessments, platform, reports and related services.
What information we may collect
Depending on the service used, PFI may collect:
• Practitioner and contact information, including name, professional role, email address and telephone number.
• Practice information, including practice name, discipline, location, practice type and related practice information.
• Practice context and operational information.
• Assessment responses and information voluntarily provided during a practice assessment.
• Practice scale, operational, financial, technology, digital and strategic information where relevant to the assessment.
• Supporting documents voluntarily uploaded in connection with an assessment.
• Reassessment and historical assessment information.
• Technical and platform information reasonably required to operate and secure the website and platform.
• Information submitted through website contact or enquiry forms.
PFI does not require users to submit unnecessary patient-identifiable information for the purpose of a practice intelligence assessment.
Purposes for processing
PFI may process information to:
• conduct practice intelligence assessments;
• analyse practice capability, context and operational conditions;
• generate assessment outputs, intelligence reports and related services;
• manage client and practitioner relationships;
• administer reassessments and assessment history;
• operate, secure and improve the website and platform;
• communicate regarding services, assessments and legitimate follow-up;
• improve PFI methodologies, products and analytical capabilities in an appropriately governed manner;
• comply with applicable legal and regulatory obligations.
Derived practice intelligence
PFI may generate analytical outputs from information provided through an assessment, including scores, classifications, capability profiles, constraints, intelligence signals, observations, comparisons and reports. These outputs are generated using the methodology applicable to the relevant assessment and should be interpreted in context.
PFI distinguishes between information provided by a practitioner or practice and analytical outputs generated by PFI.
Aggregated and de-identified intelligence
PFI may use appropriately governed information to understand broader patterns, improve its methodologies and develop aggregated or de-identified intelligence. Where information is used for aggregated or de-identified analysis, PFI will take reasonable steps to avoid identifying individual practitioners or practices in the resulting output.
Who may have access
Access may be limited to authorised PFI personnel and authorised service providers or operators that support the operation, hosting, security or delivery of PFI services, subject to appropriate safeguards.
Security
PFI uses reasonable technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration or disclosure.
Retention
PFI retains information only for as long as reasonably necessary for the purposes for which it was collected, to maintain assessment and service records, to meet legal or legitimate business requirements, or as otherwise permitted or required by applicable law.
Your information rights
Individuals may, subject to applicable law, request access to or correction of their personal information and may raise questions or concerns regarding PFI's processing of information.
Contact
For privacy and information-access matters, please contact us at enquiries@patientflowinstitute.co.za.
PFI will publish or provide the appropriate contact details for privacy and information-access matters as its information governance arrangements are formalised.
This Privacy Notice should be read together with the PatientFlow Institute Terms of Use and any applicable assessment or platform notices.
