Privacy
Policy

Purpose of this Policy

This Privacy Policy outlines how Dr JC Coetzee, Clinical Psychologist, trading as The EMDR Therapy Clinic, collects, uses, stores, and protects your personal and health information in accordance with the New Zealand Privacy Act 2020, the Health Information Privacy Code 2020, and the Psychologists Board Code of Ethics.

Information We Collect

We collect information directly from you, and where appropriate, from third parties such as referrers, ACC, GPs, or other health professionals, for the purposes of providing psychological services. Information collected may include:

• Full name, date of birth, and contact details
• Emergency contact information
• GP or referrer details
• Relevant medical and mental health history
• Session notes and treatment records
• Assessment data and psychometric test results
• Billing and payment details
• Communication records, including emails, portal messages, and texts

Information is typically collected via intake forms and consent documents, the Zanda Health client management system, verbal discussions during therapy, and referral documents and reports.

Purpose of Information Use

Your personal and health information is used for the following purposes:

• To provide and manage psychological assessment and therapy services
• To communicate regarding appointments, progress, and administrative matters
• To liaise with other health professionals involved in your care, with your consent
• For supervision, training, and audit, in de-identified form where possible
• To meet professional, ethical, and legal obligations
• To process payments and manage accounts
• For service improvement and practice management purposes

Use of the Zanda Health System

All client information is securely stored and managed using the Zanda Health practice management platform. Zanda Health is a New Zealand-based, privacy-compliant system that meets the standards of the Privacy Act 2020 and the Health Information Privacy Code 2020.

Through Zanda Health, clients are able to book, cancel, or reschedule appointments; view invoices and receipts; communicate securely with the practitioner; and access telehealth sessions where applicable. All communications and stored information are encrypted and password-protected.

Disclosure of Information

We take confidentiality seriously. Your information will not be shared with others except as permitted or required by law, or with your explicit consent. Disclosures may occur in the following circumstances:

• You provide written consent for information sharing, such as to a GP, psychiatrist, or case manager
• Required by ACC, courts, or regulatory authorities
• There is a serious and imminent risk to your safety or the safety of others
• Required for professional supervision, in de-identified form
• Required under the Health Practitioners Competence Assurance Act 2003

All disclosures are made in line with ethical and legal standards of confidentiality.

Storage & Security of Information

All information is stored securely in electronic format through Zanda Health and encrypted cloud servers that comply with New Zealand privacy and health data standards. Paper records, where used, are stored in locked cabinets in secure premises. We take all reasonable steps to prevent unauthorised access or disclosure, data loss or misuse, and damage or alteration of records.

Records are retained for a minimum of ten years after the last contact, in accordance with New Zealand health record retention requirements. After this period, records are securely deleted or destroyed.

Access & Correction

You have the right to request access to your personal or health information and to request correction of any inaccurate or incomplete information. We will respond to requests within 20 working days, as required by the Privacy Act. In some cases, access may be limited where releasing information poses a serious risk to your safety or privacy. In such cases, you will be informed of the reason and your right to lodge a complaint.

ACC & Third-Party Funding

If you are receiving therapy funded by ACC or another third party, only information relevant to the claim, assessment, or treatment plan will be shared. ACC may request progress reports or outcome measures as part of ongoing funding requirements. Any release of information to ACC follows their privacy and reporting guidelines. You may request copies of any reports provided to ACC.

Electronic Communication & Telehealth

Emails, portal messages, and text communications are used primarily for scheduling, administrative updates, or brief clinical matters. Electronic communications are protected with encryption and secure transmission systems; however, no system can be guaranteed as completely secure.

Telehealth sessions are conducted using secure video platforms integrated with Zanda Health, including Zoom and Bilateral Base for online EMDR therapy sessions. By engaging in telehealth, you consent to the electronic transmission of your personal health information.

Use of AI & Digital Tools

AI-assisted tools or software are used to support administrative functions such as transcribing session content, drafting clinical notes or creating templates. These tools operate under strict confidentiality, and identifiable client information is never shared with external AI systems. Clients may request to not have session recorded and may opt out of any AI-assisted documentation process at any time by written request.

Website & Online Data

Our website, emdrclinic.nz, may collect non-identifiable information such as browser type, device, or visit statistics to improve user experience. We may use cookies and analytics tools; however, these do not collect personal or health data. You can adjust your browser settings to decline cookies at any time.

Retention & Disposal

Health records are retained for ten years following your last contact, unless otherwise required by law or professional guidelines. After this period, all digital data is permanently deleted and paper records are securely shredded.

Complaints

If you believe your privacy has been breached, please contact us in the first instance so that we can work to resolve the matter promptly.

Updates to this Policy

This Privacy Policy may be updated periodically to reflect legislative or operational changes. The most current version will always be available on emdrclinic.nz and through the Zanda Health client portal.

Contact Information