01
Personal Information
When you book an appointment, enquire about our services, or visit our clinic, we may collect:
- Your name and contact details (phone number, email address, postal address)
- Date of birth
- Payment and billing information
- Communication preferences
- Information you provide via our website, email, or in person
02
Health Information
To provide safe and effective treatments, we collect health-related information including:
- Medical history relevant to your treatment (skin conditions, medications, allergies)
- Treatment records and clinical notes
- Before and after photographs (with your consent)
- Skin type and sensitivity assessments
- Previous treatment history
03
Technical Information
When you visit our website, we may automatically collect:
- IP address and browser type
- Pages visited and time spent on our site
- Referring website information
- Device and operating system details
04
How We Use Your Information
We use your personal and health information to:
- Provide and manage your treatments safely and effectively
- Communicate with you about appointments, treatment plans, and aftercare
- Process payments and manage your account
- Send appointment reminders and follow-up communications
- Improve our services and client experience
- Comply with legal and professional obligations
- Send marketing communications (only with your consent)
05
Legal Basis for Processing
We process your information based on:
- Your consent — for health information collection and marketing communications
- Contractual necessity — to provide the services you have requested
- Legal obligations — to comply with health and safety regulations, tax requirements, and other applicable laws
- Legitimate interests — to improve our services and communicate with you about your care
06
How We Store and Protect Your Information
We take the security of your information seriously and implement appropriate safeguards including:
Your health records are retained in accordance with New Zealand health record retention requirements (minimum 10 years from the date of your last treatment, or longer if required by law).
- Secure electronic storage systems with restricted access
- Password protection and encryption for sensitive data
- Physical security measures at our clinic
- Staff training on privacy and confidentiality obligations
- Regular review of our security practices
07
Sharing Your Information
We do not sell your personal information. We may share your information with:
If you have provided consent for before and after photographs to be used for marketing purposes, these may be shared on our website or social media channels. You may withdraw this consent at any time.
- Service providers — who assist us in operating our business (such as payment processors, appointment booking systems, and IT support), under strict confidentiality agreements
- Health professionals — if a referral or consultation is required for your care (with your consent)
- Legal authorities — if required by law or to protect our legal rights
08
Your Rights
Under the Privacy Act 2020, you have the right to:
To exercise any of these rights, please contact us using the details below.
- Access — your personal and health information held by us
- Request correction — of any inaccurate or incomplete information
- Withdraw consent — for marketing communications at any time
- Request deletion — of your personal information (subject to our legal obligations to retain certain records)
- Make a complaint — if you believe your privacy has been breached
09
Cookies and Website Tracking
Our website uses cookies and similar technologies to enhance your browsing experience. These may include:
You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect website functionality.
- Essential cookies — required for the website to function properly
- Analytics cookies — to understand how visitors use our site and improve our services
- Marketing cookies — to deliver relevant advertisements (with your consent)
10
Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
11
Marketing Communications
We may send you marketing communications about our services, promotions, and special offers if you have opted in to receive them. You can unsubscribe at any time by clicking the unsubscribe link in any marketing email or contacting us directly to update your preferences.
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Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the revised date. We encourage you to review this policy periodically.
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Contact Us
If you have any questions about this Privacy Policy, wish to access or correct your information, or have a privacy concern, please contact us:
- GROOM Laser & Skin Clinic
- 9 St Andrew Street, City Centre, Dunedin
- Phone — 03 477 0808
- Email — hello@groomclinic.co.nz
Thank you for trusting GROOM Laser & Skin Clinic with your care. Your privacy matters to us.