SkinScreen West Coast Privacy Policy
1. Purpose of This Policy
At SkinScreen West Coast, we are committed to protecting your personal and health information. We collect, use, and store your information only as necessary to provide high-quality medical care and support services, in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020.
2. What Information We Collect
When you interact with us (e.g. book an appointment, receive care or contact us), we may collect the following types of information:
Full name and contact details (address, phone number, email)
Date of birth and gender
National Health Index (NHI) number or other identifiers
Relevant health and medical history
Images of your skin or lesions
Histology and diagnostic results
Payment or billing information (if applicable)
We may also collect information from third parties such as your GP, referring clinicians, laboratories, or authorised representatives (e.g. parent or caregiver), when needed for your care.
3. How We Use Your Information
Your information is used to:
Provide you with skin checks, diagnosis and treatment
Keep accurate medical records and track your treatment progress
Share relevant medical information with your GP or other health providers involved in your care
Send appointment reminders and updates about your care
Maintain clinical safety and quality standards (e.g. internal audits)
Improve our services (e.g. anonymised data for research, training, or service development)
Comply with legal obligations
With your consent, we may also use anonymised images and health data to train medical staff or assist with research, including the use of AI in clinical support. You can opt out of this at any time.
4. Who Can Access Your Information
Access to your personal health information is strictly limited to:
Medical staff directly involved in your care (e.g. nurses, doctors)
Admin staff who may access your data for essential support tasks (e.g. appointment management, report generation)
Health professionals you authorise us to communicate with (e.g. your GP, specialists)
We may also securely share information with third-party service providers (e.g. IT system providers, laboratories) who support our operations. These parties are required to protect your information.
5. Storage and Security of Your Information
We take all reasonable steps to keep your information safe. This includes:
Secure cloud-based systems hosted in New Zealand
Encryption and password protection
Access controls to limit who can view your records
Regular audits and monitoring of system access
Secure storage or disposal of any paper records
6. HealthOne Participation
As a South Island clinic, SkinScreen West Coast participates in HealthOne, a secure electronic health record system used across the South Island. HealthOne enables registered healthcare professionals involved in your care to access essential health information (e.g. medications, test results, GP notes).
You have the right to opt out of HealthOne at any time by contacting:
📞 0508 837 872
✉️ HealthOne.privacy@pegasus.health.nz
🌐 www.healthone.org.nz
7. Accessing or Correcting Your Information
You have the right to:
Request access to any personal or health information we hold about you
Ask us to correct inaccurate or incomplete information
To make a request, please contact us:
📧 reception@skinscreen.co.nz
📞 020 4010 4469
📍 SkinScreen West Coast, 94 High Street, Greymouth, 7805, New Zealand
We will respond to your request within a reasonable timeframe (usually within 20 working days).
8. Retention and Deletion of Records
We retain your health records for at least 10 years from the date of your last visit, in accordance with standard medical guidelines. If you were under 18 at the time of treatment, your records may be kept until you turn 25.
After this period, we securely delete your information unless:
You request we retain a copy for future use
You have consented to us using your de-identified data for research
9. Your Rights and Choices
You can choose to:
Withhold personal or medical information (though this may affect your care)
Withdraw consent for data sharing or research participation
Opt out of HealthOne or marketing communications
10. Complaints and Concerns
If you have a concern about how we have handled your information:
Please speak to a member of our team — we will try to resolve the issue quickly.
If you’re not satisfied, you may contact the Office of the Privacy Commissioner:
📞 0800 803 909
🌐 www.privacy.org.nz
11. Marketing and Communications
With your consent, we may contact you about services or promotions that may be relevant to your skin health. You can opt out at any time by contacting us or using the unsubscribe option in any email.
We comply with the Unsolicited Electronic Messages Act 2007.
12. Terms of Payment and Trade
All services may attract a fee. Our current fee schedule is available upon request.
Payment is due on the day of your appointment. We accept EFTPOS, credit/debit card, and cash.
Failure to pay within 30 days may result in:
An administration fee
Referral to a debt collection agency
Additional recovery costs and interest
By using our services, you agree to these terms.
13. Contact Us
For any questions about this policy or your information:
📍 SkinScreen West Coast
📞 020 4010 4469
📧 reception@skinscreen.co.nz
📫 94 High Street, Greymouth, 7805, New Zealand
14. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available at reception and on our website.