Privacy Policy
Background
In this Privacy Statement, “we” and “us” refer to Sports Physicians Limited, trading as Axis Sports Medicine Specialists.
We are a multidisciplinary team of specialist doctors and healthcare professionals focused on the prevention, management, and treatment of injuries, as well as chronic conditions that can impact physical performance.
This statement explains:
Our obligations under the Privacy Act
The types of personal information we collect and how we collect it
How we store, manage, and share your information
The role and responsibilities of the Privacy Commissioner
Purpose
The main reason we collect personal information about you is to support your healthcare and wellbeing. This includes:
Managing and administering treatment services
Checking health insurance eligibility
Invoicing and billing
Maintaining and improving our business systems and infrastructure
Enhancing the quality of the services we provide
Information We Collect
We collect personal details such as:
Name, address, phone numbers, and email addresses
National Health Index (NHI) number
Date of birth
Consents given
Next of kin or preferred contact person
Any other information that helps us manage your healthcare and wellbeing
We also collect health-related information, including:
Your medical history
Information provided by your referring doctor, GP, or other healthcare professionals
Insurance details
Records of your interactions with us
In the course of providing treatment, we may collect information from third-party sources, such as laboratories, radiology providers, and other specialist medical service providers.
When you use our website or online services, we may also automatically collect information like your IP address and device type. Some of this data may be gathered using cookies or similar tracking technologies.
Providing personal information is voluntary. However, if you choose not to provide the requested information or do not consent to us collecting it from third parties, we may be unable to provide appropriate treatment or care depending on the type of information withheld.
Communicating with You
By providing your personal information, you consent to us contacting you via mail, email, SMS, or telephone regarding services you are receiving or have requested. Each time you book services with us, we may send you a confirmation via email or SMS, or contact you by phone to discuss your booking and related services. These messages are essential for your care and cannot be unsubscribed from.
From time to time, we may also send you administrative, technical, or legal notices related to our services. You may choose to unsubscribe from these by replying with the word “unsubscribe” in the subject line, or by contacting our Privacy Officer (details below).
Information We Give to Others
We may use or share your personal information only for purposes directly related to your treatment and in ways you would reasonably expect as part of your ongoing care, or as outlined in this Privacy Statement. Examples include sharing relevant information with:
Your nominated GP
Other treating health professionals, services, or hospitals
Specialists for referrals
Providers of pathology tests or X-rays
Your Consent
By starting or continuing your relationship with us, you authorise us to collect and share your personal and health information with third parties as described in this Privacy Statement. This includes information exchanged between us and other healthcare providers as needed for your treatment and care.
How We Collect and Hold Personal Information
We collect personal information through various methods, including both paper and electronic formats. All employees, practitioners, and contractors are bound by strict confidentiality obligations regarding the use of this information.
Our patient management system is protected by an encrypted, secure network. Access to personal information is controlled through identity and access management protocols. Data is backed up daily, and we use firewalls, intrusion detection systems, and virus scanning tools to prevent unauthorized access.
In certain circumstances, we are legally required to disclose information to government agencies, such as for reporting notifiable diseases or statistics. Personal information may also be required as evidence in court if subpoenaed. If there is a break in the continuity of your care, we may need to obtain your consent before sharing personal information with a new doctor or healthcare professional. In emergency situations, consent is not required.
We cannot use your personal information for direct marketing unless you have provided explicit written consent. In line with accepted medical practice, our staff may share general information about your condition with your next of kin or a close family member, unless you have requested otherwise.
Our policies and procedures ensure that all staff handle your personal information confidentially, discreetly, and respectfully.
Accessing and Correcting Your Personal Information
You have the right to request access to the personal information we hold about you. You can also ask us to correct information that you believe is inaccurate.
To do so, please submit a written request to our Privacy Officer (contact details below). We will review your request as soon as reasonably possible and in accordance with the Privacy Act. All requests must include:
Proof of your identity or authority
Details of the correction required
It is your responsibility to ensure that the personal information you provide us is accurate, complete, and up to date.
International Data Transfers
By using our services, you consent to us disclosing personal information to recipients outside New Zealand if we reasonably believe they are required to protect your data with safeguards comparable to those under New Zealand privacy laws.
If we cannot confirm that an overseas recipient will adequately protect your information, we will only share it with your explicit authorisation. You can also request in advance not to be contacted by our research company by contacting our Privacy Officer.
If we are unable to contact you, we will exercise judgment in deciding whether international transfer is appropriate. Information will only be disclosed overseas if we are satisfied that the receiving organisation has safeguards similar to those required by the Privacy Act.
Retention
We will retain your personal information for as long as we have an ongoing relationship with you and for a period afterward in accordance with the Health (Retention of Information) Regulations 1996.
Privacy Officer
We take your privacy concerns seriously. If you have questions about the collection, use, or management of your personal information, or wish to request corrections, restrictions, or cessation of use, please contact us. We aim to respond as quickly as possible, with a target timeframe of 20 days, and handle all complaints fairly and consistently according to our internal privacy procedures.
If we believe there has been a privacy breach causing serious harm, we will immediately notify both the Office of the Privacy Commissioner and anyone affected. If a breach may affect you, we will inform you promptly and outline the next steps. The Privacy Commissioner can issue compliance notices requiring us to take, or cease, actions to comply with the Act.
Changes to This Privacy Statement
We may update or revise this Privacy Statement from time to time. Any changes will be published on our website to keep you informed.