1. Introduction
Your privacy and maintaining the confidentiality of your personal information are important to us. We are committed to safeguarding your personal and health information in accordance with the Privacy Act 2020, the Health Information Privacy Code 2020 (HIPC), and all other applicable New Zealand privacy laws.

2. What Information We Collect
We may collect and hold personal or health information such as:

• Your name, date of birth, address, email, and phone number
• Your medical history information which includes: medications, health issues, blood test results, allergies, or treatment plans
• Details of your health insurance, ACC, WINZ or payment information
• Your occupation and emergency contact
• Financial information (for payments or billing)
• Information collected when you use our website, including IP address and browser data

3. How We Collect Information
We collect personal and health information directly from you:

• When you complete our new patient forms and medical history form or other documentation
• When you book, attend, or communicate about an appointment
• Through our website, social media, or email correspondence
• When you make a payment or submit feedback

• Other health service providers or specialists involved in your care
• Work and Income officers
• Insurance providers, ACC, or referring practitioners
• Public agencies as permitted by law

4. Why We Collect Information
We collect, use, and store personal and health information for purposes including:

• Providing and managing your dental care and treatment plans
• Developing and maintaining dental records and treatment notes
• Communicating appointment reminders and updates
• Processing payments and managing billing or claims
• Meeting legal and regulatory obligations
• Analysing our services and improving patient experience
• Conducting marketing, patient follow-ups, or surveys with your consent
• Managing staff recruitment, employment, and operational requirements

5. Disclosure of Information
We will never sell your personal information.
We may disclose information to:

• Other healthcare professionals for continuity of care
• Laboratories, specialists, or referring dentists involved in your treatment
• Service providers (such as IT, payment processing, or marketing contractors) bound by confidentiality
• Government or regulatory authorities when required by law
• A responsible person (e.g. guardian, parent, or spouse) where appropriate and in line with HIPC

6. Marketing and Communication
We may contact you about our services, new promotions, or oral health updates using the contact details you have provided.
You can opt out of marketing emails or SMS at any time by selecting unsubscribe in any communication or by contacting us directly.

7. Cookies and Website Analytics
Our website uses cookies and analytics tools (e.g. Google Analytics) to improve functionality and understand visitor behaviour.
Cookies do not identify you personally and you can disable them in your browser settings; however, this may limit some website features.

8. Storing and Protecting Your Information
We take reasonable steps to protect your personal and health information from loss, misuse, and unauthorised access.
This includes:

• Secure electronic record systems with restricted access
• Staff confidentiality agreements and training
• Encrypted payment processing
• Secure document storage for physical records

9. Data Breaches
In the event of a notifiable privacy breach, we will comply with the Privacy Act 2020 and notify both the Privacy Commissioner and affected individuals where serious harm has occurred or is likely to occur.

10. Accessing and Correcting Your Information
You have the right to request access to or correction of the personal or health information we hold about you.
Requests can be made by emailing reception@panmuredentists.co.nz.
We may need to verify your identity before processing your request and, where applicable, charge a reasonable fee for providing access.

11. Retention and Disposal
We retain records as required under the Health (Retention of Health Information) Regulations 1996 and securely dispose of them when no longer required.

12. Contact Us
If you have questions, feedback, or wish to make a complaint about how your personal information is handled, please contact:

13. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations.