Privacy Policy
Waka Physiotherapy Limited
We are committed to protecting your Privacy and handling your Personal Information in accordance with Privacy Act 2020 and Health Information Privacy Code 2020.
This Privacy Policy explains how we collect, use, disclose, store, and protect your personal and health information.
1. Information We Collect
We may collect the following types of information:
a) Personal Information
Full name
Date of Birth
Address
Phone number and Email address
Emergency Contact details
Occupation
b) Health Information
Medical History
Injury details and treatment records
Referral letters and specialist reports
Diagnostic imaging results
ACC Claim information
c) Administrative Information
Appointment records
Payment and Billing information
Correspondence with you
2. How We Collect Your Information
We collect personal information directly from you when you:
Complete Patient registration forms
Complete Liability Waivers (if applicable)
Attend appointments
Communicate directly with us in person or via call, text, or Email
We may also collect information about you from:
Your GP or Medical Centre
ACC
Specialists, Insurers, or other Healthcare providers (with your consent or where authorised by Law)
School Register (if applicable)
Gym/Fitness Center Member Register (if applicable)
3. Why We Collect Your Information
We collect and use your information to:
Provide Physiotherapy assessment and treatment
Manage ACC Claims
Communicate with other Healthcare providers involved in your care
Maintain accurate Clinical Records
Arrange Appointments and Billing
Meet our Legal and Professional obligations
4. Use of Artificial Intelligence (AI) Clinical Support Tools
To support accurate and efficient documentation, we may use secure Artificial Intelligence (AI) Clinical Support tools, such as Heidi Health or Splose AI, during conversation.
How AI Tools Are Used
AI Tools may:
Transcribe and summarise conversations relevant to your health during assessment and treatment.
Assist in generating Clinical Notes.
Support documentation of your injury, diagnosis, and treatment plan.
These Tools are used solely to assist with Clinical Documentation and Administrative efficiency. They do not replace Professional judgement. All assessments, diagnosis, and treatment decisions remain the responsibility of your treating Physiotherapist.
Information Processed by AI Tools
The AI System may process:
Identifying details (such as your name).
Health Information discussed during your appointment.
Clinical findings and treatment recommendations.
Privacy, Security and Compliance
We take reasonable steps to ensure any AI Provider we engage:
Complies with the Privacy Act 2020 and applicable New Zealand Health Privacy obligations.
Uses secure and encrypted systems.
Processes information only for the purpose of Documentation assistance.
Maintains appropriate confidentiality and security safeguards.
Consent and Opt-Out
Where AI Tools are used during consultations:
You will be informed
You may ask questions about their use
You may request that AI Tools not be used during your appointment
Your care and treatment will not be affected if you choose to opt-out.
5. Disclosure of Information
We may disclose your Personal and/or Health Information to:
Other Healthcare Professionals involved in your treatment
ACC for injury Claims
Insurance providers (if and where relevant)
External Service Providers eg. IT or Practice Management Systems who assist in operating our Clinic
Sports Team Coaches and/or Management
We will only disclose your information where:
You have given Consent
Disclosure is authorised or required by Law
We will not sell your information on.
6. Storage & Security
We take reasonable steps to protect your Information for loss, unauthorised access, misuse or disclosure.
Information may be stored:
In secure Electronic Practice Management Software - Splose
In password locked and protected digital files
In locked physical filing systems
Appropriate steps are made to dispose of Physical information in accordance with the Privacy Act 2020 with the use of Confidential Document Destruction Services.
7. Access & Correction
Under the Privacy Act 2020, you have the right to:
Request access to your personal and health information
Request correction of any inaccurate information
Requests can be made in writing using the contact details below. We may require Proof of Identity.
8. Complaints
If you believe we have breached your Privacy please reach out to us in the first instance.
If you are not satisfied with our response, you may contact the:
Office of the Privacy Commissioner
Website: https://www.privacy.org.nz
Phone: 0800 803 909
9. Changes to This Policy
We may update our Privacy Policy from time to time. The latest version will always be available in person or requested through our Website.
Contact Us
Waka Physiotherapy Limited
Phone: 020 4054 9490
Email: wakaphysiotherapy@gmail.com