Who we are

PHYSIOFit – Clinical Exercise Physiology Services
Effective Date: January 2025.

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Purpose

At PHYSIOFit, we are committed to protecting your privacy. This policy outlines how we collect, use, and protect your personal and health information in accordance with the Privacy Act 2020, the Health Information Privacy Code 2020, and professional obligations under Clinical Exercise Physiology New Zealand (CEPNZ) and Sport and Exercise Science New Zealand (SESNZ).

Scope

This policy applies to all clients and individuals engaging with PHYSIOFit services, particularly within our focus area of high-risk clinical populations (e.g. cardiac, metabolic, oncological, neurological, or other chronic and complex health conditions).

Information We Collect

To provide safe, evidence-based care, we collect the following types of information:

  • Personal details (name, DOB, gender, ethnicity, NHI number)
  • Contact details (address, phone, email)
  • Medical history, diagnoses, and medications
  • Relevant investigations, pathology, and specialist reports
  • Assessment findings and clinical notes
  • Exercise prescriptions and progress records
  • Emergency contact and referrer details
  • ACC, insurance, or funding-related information

All information is collected with informed consent unless otherwise required by law.

How We Collect Your Information

We collect your information:

  • Directly from you via Cliniko’s secure forms, intake processes, and consultations
  • From other healthcare providers (GPs, specialists, allied health) with your permission
  • From ACC, insurance providers, or clinical case managers when relevant
  • From monitoring tools and fitness technologies (if used as part of your program)

 Why We Collect This Information

We use your personal and health data to:

  • Perform clinical assessments and design tailored exercise programs
  • Monitor your progress and adapt your treatment
  • Collaborate with your health team to ensure continuity of care
  • Comply with legal and professional standards for clinical record-keeping
  • Communicate appointment and treatment information via Cliniko
  • Maintain safety and quality in the delivery of services to high-risk clients
  • Meet obligations under CEPNZ, SESNZ, and the Code of Health and Disability Services Consumers’ Rights

Storage and Security of Information

All client information is stored securely within Cliniko, a health-industry-compliant practice management platform. Cliniko provides:

  • Encrypted data transmission and storage
  • Secure user authentication and access logging
  • Hosting within ISO27001-certified data centers

Only authorised PHYSIOFit staff can access your information, and we follow strict protocols to protect confidentiality.

Sharing Your Information

We may share your information only when:

  • You provide explicit, informed consent
  • It is necessary to coordinate care with another health professional
  • Required by law (e.g. serious safety concerns or court orders)
  • Required for ACC or insurance reporting with your agreement
  • De-identified data is used for service evaluation or research with appropriate ethical oversight

We never sell or disclose your data for commercial purposes.

Retention and Disposal

We retain your records for at least 10 years from your last contact, as required under New Zealand health record guidelines. Records are then securely deleted or destroyed.

Your Rights

Under the Privacy Act and the Health and Disability Code, you have the right to:

  • Access your personal information
  • Request corrections to inaccurate or incomplete data
  • Be informed of how your information is used
  • Withdraw consent (with some limitations in healthcare contexts)
  • Receive services that respect your cultural values, dignity, and privacy

Requests for access or correction can be made directly to our team.

Concerns or Complaints

If you have questions or concerns about your privacy:

Contact:
PHYSIOFit
📧 Carrie Aspin
📞 0274630089
📍 29a Albert St, Cambridge

You may also contact the Office of the Privacy Commissioner:
📄 www.privacy.org.nz

Policy Updates

This policy is reviewed regularly and may be updated to reflect changes in legal, clinical, or technological standards. The latest version is always available at our clinic and on our website.