Privacy policy

Privacy Policy – Whakapakari Ora Wāhine Wellness

At Whakapakari Ora Wāhine Wellness, we are committed to protecting the mana and privacy of those we work with. This Privacy Policy outlines how we collect, use, store, and protect your personal and sensitive information in accordance with the New Zealand Privacy Act 2020, and applicable obligations under the Health Information Privacy Code 2020 and ACC provider standards (especially for Sensitive Claims clients).

1. Collection of Personal and Health Information

We collect personal and sensitive information directly from you when you:

  • Book or attend consultations or mirimiri sessions
  • Engage with us under ACC’s Sensitive Claims pathway
  • Complete pre-screening or intake forms
  • Communicate with us by email, online forms, or in person

This may include:

  • Full name and contact details
  • Date of birth
  • Emergency contact and whānau information
  • Medical history or reproductive health information
  • ACC details (e.g. claim numbers, injury types)
  • Notes from sessions (kept only with informed consent)

We also collect anonymised website and booking data to improve our services.

2. Purpose and Use of Your Information

We only collect what is necessary to:

  • Provide safe, effective Rongoā Māori or hauora care
  • Offer personalised support aligned to your needs and wellbeing goals
  • Submit reports or documentation required by ACC, with your informed consent
  • Communicate with you about your sessions or follow-up care
  • Comply with legal, cultural, and professional standards
  • We do not use your information for any other purpose without your explicit consent.

3. ACC Clients and Sensitive Claims

For clients accessing care under ACC Sensitive Claims:

  • Your data is handled in accordance with ACC’s Code of Conduct and Privacy Guidelines
  • Reports, treatment notes, and assessments are securely stored and only shared with authorised ACC personnel
  • You will be informed of what information is collected, who can access it, and how it is used

You have the right to request access to all ACC-related documents we hold about you at any time.

4. Disclosure of Information

We only share your information with:

  • Practitioners within Whakapakari Ora directly involved in your care
  • Approved ACC personnel (only for ACC claim-related care)
  • Third-party services (e.g. booking systems or payment processors) under strict confidentiality agreements
  • Others only with your written consent or if legally required (e.g. where safety is at risk)

We will never sell, trade, or share your personal information beyond what is necessary for your care.

5. Data Storage & Security

We use secure, encrypted systems to store and manage sensitive information. These safeguards include:

  • Password-protected electronic health records
  • Secure cloud-based systems (e.g. Cliniko, Shopify, or Circle if applicable)
  • Limited access — only authorised personnel may view or edit sensitive data
  • Physical paperwork (if used) is securely stored and disposed of when no longer needed

We retain your information only as long as necessary to fulfil our care and legal obligations.

6. Your Rights

You have the right to:

  • Access and request a copy of your information
  • Request corrections to your personal or health information
  • Withdraw consent for specific uses (where lawful and safe to do so)
  • Request a summary of what data has been shared with ACC or others
  • To exercise these rights, contact us at:

📧 info@whakapakariora.com

We respond to all privacy-related requests within 20 working days.

7. Children and Whānau Privacy

We collect information about tamariki and rangatahi only with the informed consent of their legal guardian or caregiver. All children’s health information is managed with extra care and confidentiality.

8. Updates to this Policy

We review this policy regularly to ensure compliance with best practices and legal standards. Updates will be posted on our website with the revised effective date.

9. Contact Us

If you have any pātai (questions) or concerns about your privacy, or wish to make a complaint, please contact:

📧 info@whakapakariora.com
📍 Based in Ōtautahi | Christchurch, Aotearoa

Effective Date: 11 July 2025
This policy applies to all clients, bookings, ACC services, and online interactions with Whakapakari Ora Wāhine Wellness.