The Privacy Act 2020 governs how organisations and businesses collect, store, use and share your information.
At Bay Psychology, we are committed to your privacy. We diligently comply with the New Zealand Privacy Act 2020 when dealing with personal information. The Privacy Officer is the Clinical Manager.
The Privacy Policy of Bay Psychology is essential to managing your personal information.
This may be in person, or via https://www.baypsychology.co.nz, which we maintain
(“the Website”), or via email, over the phone, text or other channels.
- Bay Psychology uses a software system called Cliniko for storage of all clinical
information, session notes and schedules. Cliniko is designed with security and
privacy in mind, adhering to various international privacy acts including those in New
Zealand, Australia, and GDPR (The GDPR, or General Data Protection Regulation, is
a European Union law focused on data privacy and security).
- Bay Psychology uses Xero for invoicing and accounting purposes. Xero is
considered safe to use with robust security measures in place to protect user data.
Xero employs multiple layers of security, including encryption, multi-factor
authentication, and secure online storage
- Your clinician may use Heidi or comparable AI software for assistance in transcribing
sessions. Heidi AI is designed with strong privacy and security measures, adhering to
international data security standards and healthcare regulations. It prioritises patient
data protection through anonymisation, secure data storage, and limited data
retention periods
Collection of Personal Information
- We will only collect the information necessary to fulfil your request unless you provide
further information that may be useful in assisting your needs.
- We will advise when information is required or optional.
- Should you require information about the consequences of not providing mandatory
- The Website may collect information such as an email address, contact phone
number, questionnaires, feedback forms and other relevant information.
- Website enquiries will automatically collect information that we may request to assist
you.
- Website data collection may include third-party tools, cookies, and similar
technologies. Please refer to the cookie policy below for further information, including
instructions on turning off these technologies.
- Information gathered may include IP address, browser type, operating system, pages
and links visited, and language preferences.
Personal information is used to:
- Provide relevant services to individuals. These services may include but are not
limited to specialist assessments, supervision and mentoring.
- Verify your identity.
- Provide you with documentation.
- Invoice and receive payments from you.
- Respond to communications, including enquiries and complaints.
- For any other purpose authorised by you or applicable to law.
- Finally, you information may be transferred during a sale, merger, consolidation, liquidation, reorganisation or acquisition.
Disclosure of Personal Information
Bay Psychology may need to disclose your personal information for:
- Providing ACC with mandatory details with your consent.
- Anonymised statistical data.
- Referral to another agency with your consent.
- Products or services that we use for processing payments.
- Any other person authorised by applicable law.
Protecting your Personal Information
As applicable law requires, we will keep your personal information safe from loss, unauthorised activity, or other misuse.
Accessing and Amending Personal Information
Subject to specific grounds for refusal under applicable law, you have the right to request
access to and correct your personal information held by Bay Psychology.
To request or access to or exercise this right, Bay Psychology will require confirmation that you are the person to whom the information relates.
- If a change is requested, it will be subject to reasonability and ease of access to
make such a change.
- Alternatively, Bay Psychology will take all reasonable steps to note the request and subject details of the correction request.
- Such requests can be submitted to admin@baypsychology.co.nz
- Such requests should provide identifying information, evidence, and the details of your proposed correction.
- Subject to applicable law, reasonable costs may be associated with correcting and providing copies of such data.
Internet Use
Whilst all reasonable steps are taken to maintain and operate secure internet connections,
any personal information submitted over the internet is done at your own risk.
- If you follow a link on our Website, be aware that the website's owner will have a
different privacy policy regarding your personal information.
Data Retention Policy
Personal information collected by Bay Psychology is intended to be retained only for the
purposes for which it is collected.
According to the Health (Retention of Health Information) Regulations 1996, all health
agencies and practitioners must retain records of health services for a minimum of ten years,
starting from the day after the most recent treatment. If the records are transferred to
another organisation provider, the obligation transfers with the records.
Contacting Bay Psychology
Should you have any inquiries regarding this Privacy Policy or our private practices, these can be directed to our Data Protection Officer at admin@baypsychology.co.nz
Lawful Basis for Processing Personal Information
Our lawful basis for processing the personal information that we collect, use and disclose
depends on the personal information collected and the context in which it is collected.
- Bay Psychology collects personal information by consent.
- Your consent can be withdrawn anytime if it would undermine fundamental rights and
freedoms.
- However, we may process any personal information where such processing is
necessary for compliance with applicable laws and reporting requirements.
- Any queries regarding the legal basis on which we operate may be directed to:
admin@baypsychology.co.nz
Your Rights
Your rights relating to your personal information include:
- Right of access - at any stage, Bay Psychology will provide the status of processing
personal information and a copy of such information upon request.
- Right to rectification - if personal information held by Bay Psychology is inaccurate
or incomplete, you have the right to have it completed or rectified.
- Right to erasure - once information is no longer required for its provided purposes, it
will be deleted.
- Right to withdraw consent - consent may be revoked for personal information
during processing.
- Right to restrict processing - In certain circumstances, a request may be made to
restrict or block the processing of personal information. If personal information has
already been shared with a third party, that party will be advised to cease.
- Right to object to processing - a request may be made that we stop processing personal information at any time. This will be observed to the extent required by applicable law.
- Right to data portability - You may obtain the personal information from us that you have consented to give us or that is necessary to perform a contract with you. We will transmit your personal information directly to another data controller where technically feasible and at your request.
- You have the right to complain to a supervisory authority. Any concerns about our privacy practices should be reported to Bay Psychology and the local data protection authority, where necessary.
- To exercise any of the above rights, contact: admin@baypsychology.co.nz
