Privacy Policy

Effective Date: 1 December 2025
Practive Manager: Angela van Vliet 

Dentures Tauranga is committed to protecting the privacy, confidentiality, and security of all patient information. This Privacy Policy outlines how we collect, use, store, disclose, and protect personal information in accordance with the New Zealand Privacy Act 2020, the Health Information Privacy Code (HIPC) 2020, and other relevant legislation.
 

 

1. Purpose of This Policy

This policy ensures that all patient information held by Dentures Tauranga is managed lawfully, respectfully, and securely. All staff, contractors, and students working with us must comply with this policy.
 

 

2. Information We Collect

We collect health and personal information necessary for diagnosis, clinical care, and administrative purposes, including:

  • Full name, address, and contact details
  • Date of birth and gender
  • Medical and dental history
  • Treatment records and clinical notes
  • Radiographs, photographs, and digital scans
  • Insurance details
  • Payment information
  • Consent forms and correspondence

We only collect information directly from patients unless consent is given to gather information from another provider (e.g., referring dentist, GP, specialist).
 

 

3. How We Use Patient Information

Patient information is used for:

  • Providing safe and effective denture care
  • Treatment planning and coordination
  • Communication regarding appointments and treatment updates
  • Maintaining accurate clinical records
  • Processing payments and issuing invoices
  • Quality improvement and staff training (with identifying details removed where possible)
  • Meeting legal, regulatory, and reporting obligations

We will not use patient information for any other purpose without explicit consent, unless required by law.
 

 

4. Disclosure of Information

We may share relevant information only when necessary for patient care or required by law. This may include:  

  • Dental specialists or laboratories involved in treatment
  • Referring healthcare providers
  • ACC or insurance companies (with patient consent)
  • Government agencies when legally required (e.g., public health services)

We do not sell or provide patient information to third parties for marketing or commercial purposes.
 

 

5. Access and Correction of Records

Patients have the right to:

  • Access their personal health information
  • Request corrections to inaccurate information

Requests can be made in writing to the Practice Manager. Access will be granted unless restricted by law or clinical safety concerns.
 

 

6. Security and Storage of Information

We take all reasonable steps to protect patient information from:

  • Loss or theft
  • Unauthorised access
  • Misuse or modification

Our security measures include:

  • Secure, password-protected practice management systems
  • Encrypted electronic records
  • Locked and restricted-access storage for paper files
  • Locked and restricted-access storage for paper files
  • Minimum-necessary access rights for staff
  • Secure disposal of outdated records in line with retention laws

 

 

7. Retention of Health Records

We retain patient health records for at least 10 years from the date of last contact, in accordance with the
Health (Retention of Health Information) Regulations.
 

 

8. Staff Responsibilities

All staff must:

  • Maintain confidentiality of patient information at all times.
  • Follow clinic protocols for handling patient records
  • Report any privacy breaches immediately to the Practice Manager
  • Maintain confidentiality even after employment ends

 

 

9. Privacy Breaches

In the event of a suspected or actual privacy breach, we will:

  1. Contain the breach immediately
  2. Assess the severity
  3. Notify affected individuals if there is a risk of harm
  4. Report to the Office of the Privacy Commissioner if required
  5. Implement measures to prevent recurrence

 

 

10. Complaints and Questions

Patients may raise concerns or complaints about privacy practices with:

Angela van Vliet, Practice Manager

Dentures Tauranga
213 State Highway 2, Bethlehem, Tauranga 3110

0800 402 402
angela@denturestauranga.co.nz

If the patient is not satisfied with our response, complaints may be lodged with the Office of the Privacy Commissioner.
 

 

11. Policy Review

This Privacy Policy will be reviewed annually or after any significant legislative or operational changes.