HPCNA Registered Windhoek & Rosh Pinah Teletherapy

Your Information

Privacy & Data Protection

What this website collects, why we need it, where it goes, and what you can ask us to do with it.

Last reviewed 9 November 2026

1. Who we are

Compos Mentis Psychological Services is a private psychological practice in Namibia, providing psychotherapy, psychometric and diagnostic assessment, and organisational wellness services. Therapeutic services are provided by HPCNA-registered Healthcare Professional/s.

This notice covers the website at composmentispsychology.com. Information you give us during a consultation, an assessment, or in a clinical file is governed by the confidentiality rules described in section 8 and by the consent you sign at intake, not by this page.

2. What this website collects

The site has two kinds of form, and they collect different things.

Enquiry forms

The “Get In Touch” form on the home page and the form on the Contact page ask for your name, email address and phone number, the type of enquiry, and whatever you choose to write in the message box. If you are making a referral, that message may include clinical detail about a patient.

Booking forms

Booking an appointment asks for more, because the practice needs it to hold the session and to bill correctly:

  • your full name, phone number and email address;
  • your medical aid scheme name and membership number, if you give them;
  • the service you are requesting and the date and time you have chosen;
  • for teletherapy, the video platform you prefer;
  • anything you write in the notes field;
  • for a professional referral: the patient’s name and date of birth, the reason for the assessment, any clinical summary the referrer provides, and the referrer’s own name, phone number and email address.

Some of this is health information, and we treat it that way. Please send only what is needed to arrange the appointment, a booking form is not a secure clinical channel, and a detailed history is better given in session or in a document handed over directly.

Pre-session intake form

After we confirm your appointment we email you the Practice Intake Form: attached to the message as a document you may print and fill in by hand, and as a private link to the same form online. It is not part of the public booking form. The link cannot be reached without the email, works once, and stops working after a short period. The form asks for:

  • About the main member of the medical aid, who may be you or may be someone else: their full name and identity number, their contact number and email address, their home or street address, and their employer and occupation;
  • About the medical aid itself: the scheme, the option or plan, and the membership number;
  • About the patient: full name, date of birth, identity number, contact number, home or street address, employer and occupation, and their relation to the main member;
  • the name, relationship and contact number of someone we may contact in an emergency;
  • the patient’s doctor or referring practitioner, and their contact number;
  • how or where you heard about the practice.

The form also sets out the practice’s cancellation policy and asks you to confirm that the details you have given are accurate and that you agree to them being stored and processed for clinical and administrative purposes. We record the date you agreed and which version of that wording you agreed to. Those are terms of service rather than a use of your personal information, and agreeing to them is the one part of the form that is not optional.

Every question on that form is optional. Leave anything blank and we will simply go through it with you at your first session, nothing is withheld from you for not completing it. A copy of what you send is emailed to the practice mailbox; your identity number is shortened to its last digits in that copy, and the full value is visible only inside the booking portal.

Collected automatically

When a booking is submitted, the site stores a short one-way hash of your IP address. It is not reversible into an address and is used for one purpose only: limiting how many bookings can be sent from the same connection in an hour, so the diary cannot be flooded. The site runs no analytics, no advertising trackers and no visitor profiling.

3. Why we collect it

  • To arrange and confirm appointments: we cannot hold a session time without a name and a way to reach you.
  • To answer enquiries and referrals: including calling you back.
  • To bill correctly: medical aid details are used to claim from your scheme in line with NAMAF tariffs.
  • To keep the booking system usable: the IP hash described above.
  • To open and maintain your client file: the intake form details, so the practice has a single accurate record of who you are.
  • To reach someone if there is an emergency during your care: the person you name, and only for that reason.
  • To coordinate with your doctor: where you have asked us to.

We do not sell your information, rent it, or share it for marketing. You will not be added to a mailing list because you booked an appointment.

4. Where it is stored and who sees it

Bookings are saved in the practice’s booking database on the website’s hosting, and a notification is emailed to the practice mailbox at admin@composmentispsychology.com. If you give an email address, a confirmation is also sent to you.

Enquiries are not saved in the website database at all. They are delivered to the practice mailbox as email and handled from there.

Intake form details are saved in that same booking database on the website’s hosting, and a copy is emailed to the practice mailbox. The link we send you is single-use and expires; once used it will not open again.

Access to the booking system requires a staff sign-in. Only the practice sees your booking and intake details. We will never ask you to send intake details by replying to an email, and we will never ask for your banking or card details at all.

5. Third parties this site loads

Displaying these pages causes your browser to request files from a few outside services. Those services necessarily see your IP address and browser type, as they would for any website:

  • Google Fonts (fonts.googleapis.com, fonts.gstatic.com): the typefaces used across the site.
  • Cloudflare (cdnjs.cloudflare.com): the icon set.
  • Google Maps: only on the Contact page, where a map of the Windhoek rooms is embedded. This embed sets its own cookies, which are Google’s and not ours. If you would rather not load it, avoid the Contact page or block third-party content for this site; nothing else on the site depends on it.

The WhatsApp button and the “Get directions” links only contact those services when you click them.

6. How long we keep it

Booking records held by this website are kept only while they are needed to run the practice and to meet the record-keeping obligations that apply to a registered healthcare practice.

The biographical, contact, next-of-kin and medical aid details you give on the intake form are held in that same booking database, for as long as the record-keeping obligations of a registered practice require.

Clinical case notes, what is discussed in your sessions, assessment results and reports, are recorded and kept outside this website, and are retained in accordance with the record-keeping guidelines issued by the HPCNA, which set the retention requirements for a registered practice.

7. Your choices and requests

You may ask us at any time to:

  • tell you what information the practice holds about you;
  • correct anything that is wrong or out of date;
  • delete information that we are not required to keep;
  • stop contacting you, other than about an appointment you have already made.

Write to admin@composmentispsychology.com or call +264 (81) 273 6001. We may need to confirm your identity before releasing information, precisely because it is sensitive.

8. Clinical confidentiality

Everything shared in therapy sessions and assessments is treated with professional confidence, in accordance with HPCNA ethical guidelines and applicable privacy legislation. The exceptions are narrow and are discussed openly at the start of the therapeutic relationship, principally where there is an imminent risk of serious harm, or where disclosure is required by law or by a court.

For minors, parental or guardian consent is obtained before services commence, and parents are kept appropriately informed while still protecting the young person’s right to a confidential therapeutic space.

9. Security

The site is served over an encrypted connection (HTTPS). The booking portal is password-protected, limits repeated failed sign-in attempts, and expires idle sessions. Notification email travels over an authenticated, encrypted connection to the practice mailbox.

The intake form we send you after confirming an appointment is the one place on this site built to receive details of that kind. Its link is private to you, works once, and expires; the details go straight into the practice’s booking database, which requires a staff sign-in to open. Being honest about the limits: those details are stored in ordinary database columns rather than separately encrypted, so the protection is the sign-in, the hosting, and the short life of the link.

Ordinary email is a different matter and is not a secure channel. Please do not send clinical detail, identity numbers or payment card details by replying to an email, and never send banking or card details anywhere, we will not ask for them. Anything you would rather not put online at all, bring to the session or tell us by phone; the intake form is optional in every field precisely so that you can.

10. Children and minors

This website is intended for adults. Where an appointment or referral concerns a child or adolescent, we expect the form to be completed by a parent, guardian or referring professional, and consent to be confirmed before any service begins. The form is signed, or submitted online, by that parent or guardian, and the practice records the date that agreement was given.

11. Changes to this notice

If the way the site handles information changes, this page changes with it and the review date at the top is updated. Material changes will be signposted on the site rather than made quietly.

12. Contacting us about your information

Any question about this notice, or about information the practice holds:

See also: Cookie & Local Storage Notice

Chat on WhatsApp +264 (81) 273 6001