Privacy policy

Last updated: March 17, 2025

At Dental Holistix, we are committed to protecting your privacy and handling your personal information in compliance with New Zealand’s Privacy Act 2020, the Health Information Privacy Code 2020 (HIPC), and the Dental Council of New Zealand (DCNZ) "Patient Records and Privacy of Health Information Practice Standard".

This Privacy Policy explains how we collect, use, store, and protect your data—including when you interact with us through Meta Lead Ads (Facebook & Instagram forms), website inquiry forms, and in-person marketing events.

1. Information We Collect

We collect personal information in the following ways:

A. Patient and General Data

• Personal details: Name, address, date of birth, phone number, and email.
• Health information: Medical history, dental records, treatment plans, clinical notes, X-rays, and any relevant health conditions.
• Financial details: Payment details for billing purposes.
• Communication records: Emails, texts, and call logs.

Important: If you have submitted a medical history or patient intake form, it is securely stored and used only for patient care. This data is encrypted and kept confidential in accordance with NZ health privacy laws. Medical history forms are NOT used for marketing purposes. (See Section B for marketing-related forms.)

B. Marketing and Promotional Forms

We collect contact details from patients and potential patients who express interest in our services through various marketing channels. These details are used to provide information about our services, promotions, and updates.

Important: Some of our marketing forms may ask about general dental concerns (e.g., bleeding gums, missing teeth, or tooth sensitivity) to determine whether a service may be suitable for you.

• These forms are not medical records and are used solely for marketing purposes.
• Marketing form responses are NOT used for diagnosis, treatment, or clinical decision-making.
• If you proceed with treatment, you will be required to complete a full medical history form, which will be securely stored as part of your patient record.

Note:
Marketing forms do NOT collect or store health records.
We do NOT use symptom-based responses to diagnose or treat any conditions.
We do NOT share or sell your personal data to third parties.

2. How We Use Your Information

A. Patient Care and Clinic Operations

We use your information to:

• Provide dental care, treatment, and consultations.
• Contact you for appointment reminders, follow-ups, and billing.
• Process payments and insurance claims.
• Maintain legal medical records.
• Ensure safe and effective treatment by keeping accurate patient history.

B. Marketing

We use patient contact details collected through various marketing channels to provide information about our services, promotions, and updates.

1. Online Marketing (Meta, Google & Website Inquiry Forms)

• If you fill out a Meta Lead Ad Form (Facebook or Instagram) or a Google Ads Lead Form, we may use your details to contact you via phone, SMS, or email to discuss the treatments you are interested in, including scheduling an appointment.
• If you submit a treatment inquiry form on our website (e.g., interest in teeth whitening or orthodontics), we may follow up with details about that service.
• If a form asks about symptoms (e.g., bleeding gums, tooth pain), it is only used to assess suitability for marketing follow-ups and not stored as part of a medical record.
• We use Meta Pixel, Google Ads Tracking, and Google Analytics to measure ad effectiveness, improve marketing outreach, and track visitor behavior.
• We may also use Google Remarketing to show targeted ads to users who have previously visited our website.

Google and Meta may collect and process your information when you interact with our ads. You can manage your ad preferences in Google Ad Settings or Meta Ad Preferences.‍

Event-Based and In-Person Marketing

• If you attend a dental event, health expo, or community promotion, we may collect your contact details if you opt in via a sign-up form.
• You will always have the choice to opt in or decline marketing communications at these events.‍

Other Digital & Print Marketing

• If you contact us via our website chat, email, or phone inquiry, we may use your details to provide follow-up information.
• Some promotional materials may include QR codes or physical forms where you can opt-in to receive updates.

3. How We Store and Protect Your Data

We implement the following safeguards:
✔ Secure digital storage: Encrypted patient records stored securely.
✔ Access control: Only authorised clinic personnel can access your records.
✔ Data breach protocol: If a breach occurs, we will notify affected individuals and report it to the NZ Privacy Commissioner.

4. Disclosure of Health Information

We may disclose your health information to third parties involved in your care, including:

• Laboratories: For processing diagnostic tests (e.g., X-rays, crowns, or biopsies).
• Specialists or Referring Dentists: When a referral is necessary for specialised treatment.
• Other Healthcare Providers: To coordinate comprehensive care.

We ensure that any third parties receiving your information uphold confidentiality and use it solely for healthcare purposes.

Note: We do NOT share your health information for marketing or advertising purposes.

5. Your Rights Over Your Health Information

You have the right to:
✔ Access Your Information: Request copies of your health records.
✔ Correct Inaccuracies: Ask for corrections to any incorrect or incomplete information.
✔ Withdraw Consent: Revoke consent for specific uses of your information, where applicable.

6. Retention of Health Information

We retain health records in compliance with New Zealand's Health (Retention of Health Information) Regulations 1996:
✔ Health records are kept for at least 10 years after your last treatment date.
✔ Marketing data is stored until you opt out.

7. Cookies and Online Tracking

✔ Our website may use Meta Pixel, Google Analytics, and other tools to:

• Improve your browsing experience.
• Track visitor behavior for website optimization.
• Measure the effectiveness of online ads.

✔ You can adjust your browser settings to block cookies at any time.

If you have any questions about this Privacy Policy or how your information is handled, please contact us at:

Email: hello@dentalholistix.co.nz
Phone 07 858 0750