DermaLink NZ Privacy Policy

Effective Date: September 2025

Reviewed: September 2025

This Privacy Policy explains how our DermaLink NZ teledermatology service (“we”, “our”, “the Service”) collects, uses, stores, and discloses personal and health information. We are committed to protecting your privacy in accordance with the Privacy Act 2020, the Health Information Privacy Code 2020, the Medical Council of New Zealand (MCNZ) and Royal Australasian College of Physicians (RACP) guidelines on telemedicine, and the New Zealand Dermatological Society Incorporated (NZDSI) standards.

1. Purpose of Collecting Information

We collect personal and health information to:
- Provide store-and-forward dermatology consultations
- Communicate with patients and their general practitioners (GPs)
- Prepare and deliver dermatology reports
- Manage billing and payments
- Meet our legal, regulatory, and professional obligations

2. Information We Collect

The information we may collect includes:
- Personal details: name, date of birth, address, phone, email
- Health information: referral details, clinical history, photographs of skin conditions, GP notes, and any additional information supplied
- Administrative information: payment records, consent documentation, and correspondence

3. How Information is Collected

- From GPs: through secure referral upload (via SR Referrals)
- From Patients: directly when confirming consent, providing history, or making payment
- Automatically: limited technical information (e.g., IP address) to ensure website security and performance

4. How Information is Used

We will only use health information for the purpose of providing dermatology care and related administrative processes. Specific uses include:
- Preparing and issuing dermatology reports
- Sharing reports with the referring GP and patient
- Quality assurance and clinical governance
- Financial management and record-keeping
- Service improvement and future research (de-identified data only, with ethics approval where required)

5. Disclosure of Information

We may disclose information to:
- Referring GPs, for continuity of care
- The patient, with consent
- Other health professionals, if clinically necessary and authorised
- Regulatory or legal authorities, where required by law

We will not sell or share identifiable health information with third parties for marketing purposes.

6. Storage and Security

- All health information is stored securely in our Patient Management System (Elixir) and protected by encryption, password protection, and access controls
- Access to information is limited to authorised staff and dermatologists involved in your care
- Website transmissions are secured with SSL encryption
- Records are retained in accordance with the Health (Retention of Health Information) Regulations 1996 (minimum 10 years)

7. Patient Rights

Under the Privacy Act and the Health Information Privacy Code, patients have the right to:
- Access their personal health information
- Request correction of any inaccurate information
- Withdraw consent for non-essential data use
- Make a complaint about privacy concerns

Requests can be made by contacting our Privacy Officer (details below).

8. Consent

Before a teledermatology consultation proceeds, patients will:
- Receive information about the service, its limitations, and alternatives
- Be asked to provide informed consent for collection, storage, and use of their information, including photographs
- Be informed of their right to decline or withdraw consent

9. Website Privacy

Our website uses cookies only for essential functionality and security. We do not track or profile users for advertising purposes.

10. Compliance

This service complies with:
- MCNZ telemedicine guidance – ensuring safe, effective, and patient-centred telehealth care
- NZDSI standards – maintaining dermatology practice quality
- NZ Privacy Act 2020 and Health Information Privacy Code 2020 – governing use of health information

11. Contact and Complaints

If you are not satisfied with how we manage your privacy concerns, you may contact the Office of the Privacy Commissioner at www.privacy.org.nz