Privacy policy

Who we are

Bay Orthodontics is a specialist orthodontic practice operating in Tauranga, Whakatāne and Rotorua. This policy explains how we collect, use, store and disclose your personal and health information, in line with the Privacy Act 2020 and the Health Information Privacy Code.

Information we collect

We collect the information we need to provide safe orthodontic care and to run the practice: your name and contact details, date of birth, medical and dental history, clinical photographs, scans and x-rays, treatment records, appointment history, and billing and payment information. Where you contact us through our website, we also collect the details you enter into our enquiry and self-referral forms.

How we use your information

Your information is used to assess, plan and deliver your treatment, to communicate with you about appointments and accounts, to process payments and insurance claims, and to meet our professional and legal obligations. We may use de-identified clinical images for training and quality review. Identifiable photographs are only used publicly, such as in our Smile Gallery, where you have given specific written consent — and you can withdraw that consent at any time.

Who we share it with

We share information with your referring or regular dentist and other treating health practitioners where it is relevant to your care, with laboratories that manufacture your appliances, and with insurers or funding bodies where you have asked us to claim. We do not sell your information or share it for marketing purposes.

Storage and security

Records are held in secure practice management systems with access limited to staff who need it. Health records are retained for at least ten years after your last visit, as required by New Zealand health regulations, and are securely destroyed after that.

Your rights

You can ask to see the information we hold about you and request corrections if anything is wrong. Requests are answered within 20 working days. If you are unhappy with how we have handled your information, please contact the practice manager first — you can also raise the matter with the Office of the Privacy Commissioner.

Website, cookies and analytics

Our website uses cookies and standard analytics to understand how visitors use the site and to improve it. You can disable cookies in your browser settings without affecting your ability to contact us.

Contact

Questions about this policy can be directed to the practice manager at 178 Fourteenth Avenue, Tauranga 3112, or by phone on 07 577 0916.