Privacy Policy

Who this policy covers

OMS Specialists is a health agency under New Zealand law. We handle your personal and health information in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020. This policy explains what we collect, why, who we share it with, how we keep it safe, and your rights. It applies to information we collect through this website, through our forms, and in the course of providing surgical care.

Information we collect

To provide safe surgical care we collect personal and health information. This includes your contact and identifying details; your relevant medical and dental history; the reason for your referral or visit; diagnostic imaging such as CBCT scans, radiographs and clinical photographs; correspondence with you and the clinicians involved in your care; and records of the treatment we provide.

When you use this website we also collect limited, non-identifying technical information that is needed to keep the site working and secure.

How and where we collect it

We collect most information directly from you: through our appointment, referral, registration and imaging request forms, in consultation, and when you contact us.

We also receive information about you from others involved in your care. This includes referral letters and clinical summaries from your dentist, doctor or another specialist; discharge summaries and reports from hospitals; imaging and pathology from radiology and laboratory providers; and information from ACC or your insurer where it is relevant. Where we collect your information from someone other than you, we take reasonable steps to make sure you are aware that we have done so and why, in line with our obligations under the Privacy Act 2020.

Why we collect it

We use your information to assess, plan and provide your surgical care; to manage your appointments, referrals and imaging; to communicate with you and the clinicians involved in your treatment; to manage billing and payment; and to meet our legal and professional obligations as registered surgeons in New Zealand.

Whether you have to provide it

Providing your information is voluntary. However, if you do not give us the information we need, we may be unable to assess your condition, plan your treatment safely, or provide care.

Who we share it with

We share your health information only with those who need it for your care, or where the law requires or permits it. This may include the clinicians involved in your treatment, such as your referring dentist or doctor, your anaesthetist, and any orthodontist or specialist working alongside us; laboratories and radiology providers; ACC or your insurer where you have asked us to, or where it is relevant to your claim; and regulatory or oversight bodies where we are required to respond, such as the Health and Disability Commissioner, the Medical or Dental Council of New Zealand, or the Privacy Commissioner.

We do not sell your information or use it for advertising.

Communications and marketing

We may contact you about your care, including appointment reminders. We send marketing communications only where you have agreed to receive them, and you can opt out at any time using the unsubscribe option or by contacting us.

Cookies and this website

This website uses only the cookies it needs to function and basic, aggregated analytics to understand how the site is used. It does not use advertising or cross-site tracking cookies. New Zealand law does not require a cookie consent banner; we simply set out here what we collect. You can block or delete cookies in your browser settings, and the site will still work.

Storing and protecting your information

Your information is held securely, and access is limited to those who need it to care for you or to run the practice. We use electronic, operational and physical safeguards appropriate to the sensitivity of health information.

Some of the services we use to run the practice and this website may store information on secure servers, which in some cases are located outside New Zealand. Where that happens, we take reasonable steps to ensure your information is protected to a standard comparable to New Zealand privacy law.

If something goes wrong

If a privacy breach occurs that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and the people affected as soon as we reasonably can, as required by the Privacy Act 2020.

Accessing and correcting your information

You have the right to ask for a copy of the information we hold about you, and to ask us to correct it if it is wrong. We will respond as soon as reasonably practicable, and within 20 working days. If we do not agree to a correction, you can ask us to attach a statement of the correction you requested. Contact us using the details below to make a request.

How long we keep it

We keep your health records for at least 10 years from the day after we last provided you with care, as required by the Health (Retention of Health Information) Regulations 1996. We may keep them longer where there is a clinical or legal reason to do so. When records are no longer needed, we dispose of them securely.

Contact us

To ask about this policy, to access or correct your information, or to make a complaint, contact our Privacy Officer at OMS Specialists, 121 Carlton Gore Road, Newmarket, Auckland 1023. You can email manager@oms.nz or call +64 9 477 0058.

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at privacy.org.nz or on 0800 803 909.