Privacy Policy for Hands On Clinic Ltd

 

Effective Date: 1 September 2025

1. Our Commitment to Your Privacy

Hands On Clinic Ltd (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal and health information when you use our services or interact with our website, handson.co.nz.

We manage your information in accordance with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020.

2. Information We Collect

We collect information that is necessary to provide you with our professional massage therapy services. The types of information we may collect include:

• Personal Identification Information: Your full name, date of birth, and contact details (e.g., email address, phone number, physical address).

• Health Information: Details about your medical history, current health conditions, medications, lifestyle, and any other information relevant to providing a safe and effective massage treatment. This includes clinical notes we take before, during, and after your sessions.

• Appointment Information: Details of your past and future appointments with us.

• Communication Records: Records of your inquiries and communications with us, whether by email, phone, or through our website’s contact form.

• Website Usage Information (Non-Personal): When you visit handson.co.nz, we may use third-party analytics tools (such as Google Analytics) to better understand how visitors use our site. These tools may collect anonymised data about your browsing activity, such as your IP address, browser type, and pages viewed. This data is aggregated and used to improve our website.

3. How We Collect Your Information

We collect information in the following ways:

• Directly from You: When you complete a client intake form (online or in person), book an appointment, contact us with an inquiry, or during your consultation and treatment.

• Through our Website: When you use our online booking system or contact form.

• Through Cookies: Our website may use “cookies” to enhance user experience. Cookies are small files placed on your device. You can set your web browser to refuse cookies or to alert you when cookies are being sent.

4. How We Use Your Information

Your information is used for the following purposes:

• To Provide Services: To assess your health needs, provide safe and effective massage therapy, and maintain a record of your treatments.

• To Manage Your Appointments: To schedule bookings, send appointment confirmations and reminders, and manage cancellations.

• To Communicate With You: To respond to your questions and provide you with information about our services.

• For Health and Safety: To ensure we are aware of any conditions that may affect your treatment and to respond in case of a medical emergency.

• For Legal and Administrative Purposes: To comply with our legal obligations, including clinical record-keeping as required by New Zealand law.

• To Improve Our Services: To analyze non-personal website data to improve our website’s functionality and user experience.

We will only use your information for the purposes for which it was collected, or for a directly related purpose that you would reasonably expect.

5. Data Storage and Security

We take the security of your information seriously. We implement reasonable and appropriate security measures to protect your personal and health information from unauthorized access, loss, misuse, or disclosure. These measures include:

• Storing physical records in secure, locked cabinets.

• Using secure, password-protected software for digital records and appointment management.

• Ensuring our website is protected with SSL (Secure Socket Layer) encryption.

6. Sharing and Disclosure of Information

We do not sell, trade, or rent your personal information to others.

We will only disclose your information in the following limited circumstances:

• With Your Consent: We may share information with other healthcare professionals (e.g., your doctor or physiotherapist) but only with your explicit written consent.

• Third-Party Service Providers: We may use third-party companies to perform services on our behalf, such as online booking systems or payment processing. These providers only have access to the information necessary to perform their functions and are contractually obligated to protect it.

• Legal Requirement: If required to do so by law, in response to a court order, or for the purpose of a legal proceeding.

• Safety and Emergencies: To prevent a serious threat to your health and safety or the health and safety of the public.

7. Data Retention

In accordance with the Health (Retention of Health Information) Regulations 1996, we are required to retain your health information for a minimum of 10 years from the date of your last visit. Non-essential personal data will be securely destroyed when no longer required.

8. Your Rights: Access and Correction

Under the Privacy Act 2020, you have key rights regarding your information. You have the right to:

• Request access to the personal and health information we hold about you.

• Request correction of any information that you believe is inaccurate.

To make a request, please contact us using the details below. We will respond to your request within 20 working days.

9. Links to Other Websites

Our website may contain links to other websites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each website that collects personal information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The most current version will always be posted on our website (handson.co.nz) with the effective date at the top. We encourage you to review it periodically.

11. How to Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your information, please contact our Privacy Officer.

Privacy Officer Hands On Clinic Ltd 156 Bealey Avenue, Christchurch Central Email: info@handsonclinic.co.nz Phone: 03 366 0660

If you are not satisfied with how we handle your privacy concerns, you can contact the Office of the Privacy Commissioner (www.privacy.org.nz).