Privacy Policy & Personal Information
Our Promise
Your personal information is never treated as just data. It's part of your healthcare.
When you trust Accent Dental with your smile, you're also trusting us with personal information about your health. We take that responsibility seriously. We'll only collect the information we need, we'll explain why we need it, and we'll protect it with the same care, professionalism and attention to detail that we bring to every aspect of your treatment.
Our commitment is simple:
We'll be open and transparent about how we collect and use your information.
We'll keep your information secure and confidential.
We'll only share it when it's necessary for your care, when you've authorised us to, or when the law requires or permits us to do so.
We'll respect your privacy every step of the way.
This Privacy Policy explains how we collect, use, protect and manage your personal information in accordance with the Privacy Act 2020, the Health Information Privacy Code 2020, and other relevant New Zealand laws and professional standards.
Your Digital Patient Information Journey
Before Your Appointment
Whether you contact us by phone, email, through our website or book online, we collect the information we need to arrange your appointment and prepare for your visit.
This may include your:
Name
Date of birth
Contact details
Address
Emergency contact
NHI number (where applicable)
ACC or health insurance details
Previous dental provider information
Medical history, medications and health questionnaire
If you're referred to us by another healthcare provider, or you ask us to obtain records from another practice, we may receive relevant information to help us provide safe, continuous jjjjjjjjjj care. If we collect information about you from someone else, we'll handle it in accordance with New Zealand privacy law and let you know where appropriate.
2. During Your Visit
Modern dentistry relies on accurate information.
As part of your care, we create and maintain a confidential clinical record that helps us diagnose concerns, monitor changes over time, personalise your treatment, and provide the safest hh possible care.
Depending on your treatment, your clinical record may include:
Medical history updates
Clinical notes
Dental examinations
Digital X-rays
Intraoral scans
Clinical photographs
Dental charts
Treatment plans
Laboratory prescriptions
Consent forms
These records allow our clinical team to provide consistent, well-informed care whenever you visit.
3. Looking After You After Your Visit
Your information continues to support your dental health long after you've left the practice.
We may use your contact details to:
Confirm appointments
Send SMS or email reminders
Provide post-treatment advice
Send treatment plans or quotations
Process payments, ACC or insurance claims
Contact you about your care
Remind you when you're due for your next examination or hygiene appointment
Occasionally, we may also send practice updates, oral health education or information about services that may benefit you. These communications are optional, and you can unsubscribe uu at any time.
Why We Collect Your Information
Every piece of information we collect has a purpose.
We use it to:
Provide safe, personalised dental care
Understand your medical history and individual needs
Diagnose and monitor dental conditions
Create treatment plans tailored to you
Communicate with you about your appointments and treatment
Process payments and insurance claims
Meet our legal and professional responsibilities
Continually improve the quality and safety of our care
We don't collect information simply because we can. We collect what's reasonably necessary to look after you well.
You're Always in Control
We believe privacy works best when it's built on trust, openness and choice.
Some information is essential for us to provide safe dental treatment. Without it, we may not be able to deliver appropriate care.
Other communications - such as newsletters, oral health tips or practice updates - are entirely your choice. If you've opted in, you can opt out again at any time.
Clinical Photographs
Clinical photographs are a valuable part of modern dentistry. They help us diagnose concerns, plan treatment, explain recommendations and monitor your progress over time.
Photographs taken for your treatment form part of your confidential clinical record.
If we'd ever like to use your photographs outside your clinical record - for example on our website, social media or in educational or marketing material—we'll always ask for your separate written permission first.
Your decision won't affect your treatment or the care you receive.
Who We Share Your Information With
Your information remains confidential.
We only share your information when it's necessary to support your care, when you've asked us to, or when we're required or permitted by law to do so.
This may include:
Specialist dentists
Oral surgeons
Orthodontists
Periodontists
Your GP or other healthcare providers
Dental laboratories
Radiology and imaging providers
ACC
Health insurers where you've authorised us
Trusted technology providers who support our practice systems
Payment processing providers
If a complaint, legal matter or regulatory investigation arises, we may also share relevant information with our professional indemnity insurer, defence organisation, legal advisers or regulatory authorities where it's necessary to investigate, respond to or resolve the matter.
Whenever information is shared, we only disclose what's reasonably necessary for that purpose.
Keeping Your Information Safe
We protect your information with the same care we use to protect your health.
Our practice uses secure digital systems, carefully managed processes and ongoing staff training to help safeguard your personal information against unauthorised access, loss, misuse or accidental disclosure.
Our security measures include:
Secure practice management software
Password-protected systems
Role-based staff access
Multi-factor authentication where appropriate
Secure backups
Ongoing software updates
Regular staff privacy and confidentiality training
We also carefully select the technology providers we work with and expect them to meet appropriate privacy and security standards.
While no digital system can ever guarantee absolute security, protecting your information is something we continually review and invest in.
How Long We Keep Your Records
Your dental records are an important part of your ongoing healthcare.
We're required to retain patient records for at least 10 years from your last date of care, and in some circumstances, we may retain them for longer, as required or permitted by law, professional standards, or your ongoing healthcare needs.
When records are no longer required, they're securely destroyed or, where appropriate, permanently de-identified.
Your Rights
Under New Zealand privacy law, you have the right to:
Request access to your personal or health information
Request correction of information you believe is inaccurate or incomplete
Ask how your information has been collected or used
Withdraw your consent for marketing communications
Make a complaint if you believe your privacy hasn't been respected
If we don't agree with a requested correction, we'll explain why and, where required by law, we'll attach your requested correction to your record.
Cookies & Website Information
Like most modern websites, we use cookies and website analytics to help us understand how visitors use our website, such as which pages are most popular and how we can continue improving your online experience.
The information collected through cookies and analytics is generally aggregated or de-identified and isn't intended to identify you personally.
If you choose to contact us through an online enquiry form, the information you provide is used so we can respond to your enquiry.
If you choose to book online, you'll be redirected to our secure online booking system provided by Henry Schein One New Zealand. The information you provide is used to arrange and manage your appointment and is handled in accordance with Henry Schein One New Zealand's Privacy Policy and applicable New Zealand privacy law.
Questions About Your Privacy?
If you have any questions about this Privacy Policy or how your personal information is handled, we'd genuinely like to hear from you.
Privacy Officer
Accent Dental
Phone: (09) 376 4370
Email: info@accentdentists.co.nz
If you're not satisfied with our response, you also have the right to contact the Office of the Privacy Commissioner.
Changes to This Policy
Privacy laws, technology and healthcare continue to evolve. From time to time, we may update this Privacy Policy to reflect changes in legislation, professional standards or how we operate.
The latest version will always be available on our website.
Thank you for placing your trust in Accent Dental. Looking after your privacy is an important part of looking after your health, and we're committed to doing both with care, integrity and respect.