1. Purpose
Ascend Sport Rehab & Performance, (“we”, “us”, “our”) is committed to protecting your privacy and complying with the New Zealand Privacy Act 2020, the Health Information Privacy Code 2020, and other applicable laws.
This Privacy Policy explains how we collect, use, store, and share your personal and health information.
2. What information we collect
We may collect and hold personal information about you, including:
- Your name, date of birth, address, contact details.
- Your medical and treatment history.
- ACC claim numbers and related information.
- Payment and billing information.
- Notes from consultations, assessments, and treatment sessions.
- Information you provide through our website, online booking system, or communication channels (e.g. emails, phone calls).
3. How we collect your information
We usually collect your information directly from you when you:
- Complete our patient intake or consent forms.
- Attend an in-clinic, Telehealth, or home visit appointment.
- Communicate with us by phone, email, or online.
- Use our online strength & conditioning programs or membership services.
We may also collect information from third parties, such as:
- Other healthcare providers involved in your care.
- ACC or your health insurer.
- Family members or carers (with your consent).
4. How we use your information
We use your information to:
- Provide physiotherapy, rehabilitation, coaching, and related services.
- Lodge, manage, and invoice ACC claims on your behalf.
- Communicate with you about appointments, treatment plans, and follow-up care.
- Process payments and manage billing.
- Maintain our clinical and business records.
- Meet our legal, regulatory, and contractual obligations.
- Improve our services (e.g. anonymised data for internal quality review or marketing with your consent).
5. Who we share your information with
We may share your information with:
- ACC for the purpose of lodging and managing claims.
- Other healthcare providers or specialists, with your consent or where legally required.
- Our administrative or billing providers (e.g. Xero, payment processors).
- Third-party services used for secure data storage and practice management (e.g. Cliniko, SubmitKit).
- Where required by law (e.g. if there is a serious risk to your safety or someone else’s).
We will never sell your information to third parties.
6. Storing and protecting your information
We take reasonable steps to keep your information safe, including:
- Using secure practice management and invoicing systems.
- Restricting access to authorised staff and contractors only.
- Complying with professional and legal requirements for health records storage.
Health information is stored securely for at least 10 years after your last contact with us, as required by law.
7. Social Media, Educational Content & Public Reviews
We may take photos or videos of clients for educational, demonstration, or professional purposes (for example, exercise demonstrations or technique illustrations).
- Any content will be used for educational purposes only and will not be presented as a testimonial or personal endorsement of the clinic.
- Clients may choose whether their image or video is used, and consent can be withdrawn at any time without affecting treatment.
- Faces may be blurred or cropped to protect client privacy.
- Clients are welcome to leave reviews on public platforms (e.g., Google), but reviews will not be republished as testimonials in social media or advertising.
8. Your rights
You have the right to:
- Access and request a copy of your personal information.
- Ask us to correct any inaccurate or incomplete information.
- Withdraw your consent for certain uses of your information (where lawful).
To make a request, please contact us (see details below).
9. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website or by request.
10. How to contact us
If you have any questions about this policy or how we handle your information, please contact us:
Privacy Officer: Ed Leung
Email: ed@ascendsports.co.nz
Phone: 0800 454 882
Address: 33 Silkwood Way
Effective date: 09/07/2025