Your privacy matters to us. We only collect your health information to care for you and your whaanau. This page tells you what we collect, how we use it, and what you can do if you have questions.
What we collect
To care for you, we may collect:
- Your name, date of birth, gender, and contact details.
- Your National Health Index (NHI) number and health history.
- Whaanau and emergency contact details.
- Notes from your appointments and support visits.
Sometimes we get information about you from someone else — like a whaanau member or another health provider. When this happens, we will let you know.
Health Information Privacy Code 2020 (as amended), Rules 1–3A • Privacy Act 2020
How we use your information
We use your information to:
- Book and manage your appointments.
- Keep accurate health records.
- Share your care with other health providers — but only with your permission.
- Report to Health New Zealand | Te Whatu Ora using information that cannot identify you.
We will not share your information for any other reason without telling you first.
Pae Ora (Healthy Futures) Act 2022 • Health Information Privacy Code 2020, Rules 10–11
Keeping your information safe
We take your security seriously. We:
- Store your records in secure, password-protected systems.
- Keep paper records locked away.
- Only give staff access to what they need for your care.
- Keep your health records for at least 10 years, as the law requires.
We follow the Health Information Security Framework (HISO 10029:2023) set by Health New Zealand | Te Whatu Ora.
HISO 10029:2023 • Health (Retention of Health Information) Regulations 1996
If something goes wrong
Sometimes information can be accessed or shared by accident. This is called a privacy breach.
If a breach could seriously harm you, we must tell you and the Privacy Commissioner as soon as we can. We will always be open with you if this happens.
Privacy Act 2020, Part 6 • Health Information Privacy Code 2020, Rule 5
Your rights
You have the right to:
- See any information we hold about you.
- Ask us to fix information that is wrong.
- Know why we are collecting your information and how we will use it.
- Make a complaint to the Privacy Commissioner if you feel your rights have not been upheld.
Privacy Act 2020, Part 4 • Health Information Privacy Code 2020, Rules 6–7
Ngaa Tikanga Raraunga Maaori – How we look after Maaori health information
Maaori health information is taonga — a treasure. We have a responsibility to keep it safe and use it well. This section explains how we do that, in line with our commitments under Te Tiriti o Waitangi and the principles of Te Mana Raraunga.
Tino Rangatiratanga — Your authority over your information
You and your whaanau have rights over your health information. We honour those rights. We only collect Maaori health information for clear health care reasons. We get your consent before we collect or share it. We use ethnicity information to help identify and address health inequities for Maaori. We will not use your information in ways that could harm you, your whaanau, or your community.
Te Tiriti o Waitangi • WAI 2575 • HIPC 2020, Rules 1–3A • UNDRIP Article 18
Kaitiakitanga — Guardianship of your information
We hold Maaori health information as kaitiaki — guardians, not owners. We treat it with care. We store Maaori health information in Aotearoa New Zealand wherever possible. Only staff with the right role and cultural understanding can access it. Before we change how we use Maaori data, we think carefully about the impact on whaanau and community. When we no longer need your information, we dispose of it safely and respectfully.
HISO 10029:2023 • Te Mana Raraunga: Kaitiakitanga • Manaakitanga • WAI 2575
Whanaungatanga — Our responsibilities extend to others
When other organisations work with us and handle your information, they must meet the same standards we do. Any contractor who handles Maaori health information must protect it the same way we do.We check that contractors are meeting these standards.If a contractor does the wrong thing with your information, we treat it as seriously as if we had done it ourselves.We report on how we look after Maaori health information each year.
HIPC 2020, Rule 11 • HISO 10029:2023 • Te Mana Raraunga: Whanaungatanga • Te Whatu Ora CSA
We are committed to growing our Maaori data practice in partnership with our communities. We review these commitments every year.
Contact us
If you have questions about this policy, or want to use any of your rights, please contact our Privacy Officer at adminaccount@wharetiakihauora.org.nz.
You can also contact the Office of the Privacy Commissioner directly at any time: privacy.org.nz
Last updated: June 2026