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Privacy Policy

This Privacy Policy outlines how Black Gates Optometrists collects, stores, uses, and shares your personal information. Our policy complies with the Privacy Act 2020 and the Health Information Privacy Code 2020

What Information Do We Collect and Store?

We may collect and store the following information:

  • Generally the type of personal information we would seek to collect include your name, date of birth, contact information, and where relevant to our services on offer, your health information. This type of personal information is necessary and relevant to many aspects of the services we offer – from the booking stage through to the consultation stage and after care.
  • Where possible, our preference is to collect your personal information from you directly. This may be done face to face or by other means, such as online or over the phone. Where we require your health information, we may ask you to authorise the transfer of such health information to us from your current and/or prior health care providers. You are not obliged to provide us with your personal information, however without it, we would be restricted both in what services we can offer to you and the quality of the services we can offer.
  • Comply with our obligations (including reporting obligations) to the Ministry of Health, Te Whatu Ora, the health and Disability Commissioner (HDC) and any other bodies.
  • For administrative purposes, which may include audits, surveys and research.
  • Website Usage Details: Information about your interaction with our website, such as pages visited and frequency of access.
  • Business Systems Data: We use third-party-managed online systems to support our operations. These systems are actively monitored by our administrators to ensure security and integrity. Your personal information in these systems is restricted to authorised personnel and will not be disclosed.
  • Optional Personal Information: You can use the site without providing any personal information but you will be unable to book an appointment.

When You Choose to Share Personal Information

If you disclose personal information to us (e.g., through feedback or submission forms):

  • This information may be accessed by site administrators, certain Black Gates Optometrists staff, and third-party contractors working on our website.
  • Please avoid sharing sensitive personal information in submission forms.
  • We are increasingly sending correspondence to patients by email and text message, as these are the quickest and most cost effective ways of communicating with our patients. If you have changed or have a new email address or mobile phone number please let us know, so we can continue to communicate effectively with you.

How We Hold and Share Information

  • Retention: We retain your personal information as necessary.
  • Limited Sharing: Information may be shared with third-party contractors for administrative purposes but will not be made public without your consent unless required by law.
  • Email Privacy: Email addresses provided to us will not be shared publicly.

How Do We Protect Your Information

All personal information in electronic form is stored by Black Gates Optometrists in a secure, password-protected database and/or server. All employees are required to comply with our privacy policy.

We will take reasonable efforts to protect the personal information we hold from loss, misuse, unauthorised access, disclosure, alteration, or destruction. However, please note that there are some inherent risks associated with internet technologies that are outside our control. We cannot ensure or warrant the security of any information you transmit or receive through the Website. These activities are conducted at your own risk.

Opting in and Opting Out

  1. Changes: If our intended collection, use or disclosure of your personal data is outside the collection, use or disclosure set out in this Privacy Policy we will give you the option to:
  2. opt out and not receive certain services or participate in certain interactive areas; or
  3. opt in to agree to be contacted by us in relation to certain matters such as notification of new features to the Website and/or promotional activities.
  4. Unsubscribe: You may opt out of receiving certain types of communications from us by utilising the unsubscribe function in communications sent to you. Any emails we send will contain a link at the bottom enabling you to edit your email setting or be removed from our general mailing list.

How Do We Use Your Information?

We use your personal information for:

  • Administering, evaluating, and improving our website.
  • Enhancing our services.
  • Communicating with you, including promotional emails, responding to feedback and submission forms.
  • As required or authorised by any law or regulations.

Statistical Information and Cookies

We collect aggregated, non-personal statistical information to improve and secure our website. This may include:

  • Your IP address.
  • Search terms used on our site.
  • Pages visited and links clicked.
  • Date and time of your visit.
  • Referring site (if applicable).
  • Your operating system and web browser.
  • Other technical details like screen resolution and browser language.

This data is used only for analysis and may be accessed by website administrators or authorised Black Gates Optometrists staff.

Cookies:

Our website uses cookies and similar technologies to enhance your experience. By using our site, you consent to the collection of information through these methods.

Accessing and Updating Your Information

You have the right to:

  • Access your personal information.
  • Request corrections to your information.

To do so, please contact us at Black Gates Optometrists admin@blackgates.co.nz

Proof of identity may be required.

Contact Us

If you have concerns about your privacy, feel free to contact us at:

Privacy Officer

Black Gates Optometrists (3 Andrews Avenue, Lower Hutt, 13 Broderick Road Johnsonville)

Email: admin@blackgates.co.nz

Phone: 04 566 3940

 

Feedback

We welcome your feedback. If you have any comments, questions or complaints about this Privacy Statement don’t hesitate to contact us. Alternatively, you also have the right to complain to the Office of the Privacy Commissioner. Information on this process may be found at www.privacy.org.nz/your-rights/complaint-form.

 

Privacy Breach Notification

In accordance with the Privacy Act 2020, if we experience a privacy breach that is likely to cause serious harm, we will notify the affected individuals and report the breach to the Office of the Privacy Commissioner as soon as practicable.

Retention of Health Information

We retain health information for a minimum of 10 years from the last date of treatment, as required by the Health Information Privacy Code 2020. After this period, information will be securely disposed of unless otherwise required by law.

Disclosure Exceptions

We may disclose personal or health information without consent if required by law, or in situations where disclosure is necessary to prevent or lessen a serious threat to someone’s life or health, in accordance with Rule 11 of the Health Information Privacy Code 2020.

Cookie Consent and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience. You will be presented with a cookie consent banner upon visiting our site, allowing you to accept or decline non-essential cookies. You may also manage your cookie preferences at any time through your browser settings.

Third-Party Data Handling

We use third-party systems to manage appointments, communications, and data storage. Where these systems are hosted offshore, we ensure that they comply with New Zealand privacy standards and contractual safeguards are in place to protect your information.