Last Updated: May 20, 2026

The Ultrasound Clinic Limited ("we," "us," "our," or "the Clinic"), located at 440 Anglesea Street, Hamilton 3204, New Zealand, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you visit our website (the "Website"), use our online Appointment Management service (secure appointment links sent by the Clinic), submit forms, book appointments, purchase gift vouchers, or use our services.

We comply with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020 (HIPC), which provide special protections for health information due to its sensitive nature. Personal information includes any information about an identifiable individual, and health information includes details about your health, disabilities, or requested services.

By using the Website, the Appointment Management service, or providing information to us, you consent to the practices described in this Policy.

1. Information We Collect

We collect information in the following ways:

Through Website Forms

• Contact form: Name, email, phone, and message.
• Booking request form: Name, contact details, preferred appointment times, scan requirements, and any uploaded referral documents or health details.
• E-referral form (for medical practitioners only): Patient details (name, date of birth, contact info, NHI number if applicable), clinical information, referrer details, and examination requirements.
• Gift voucher purchases: Name, email, payment details (processed via Stripe), and recipient information if applicable.

Through the Appointment Management Portal (Secure Appointment Links)

When we send you a personalised link to manage an existing appointment (hosted on our client services site, e.g. via a link such as services.tuc.nz or an equivalent Clinic domain), we may collect and process:

• Link access: Use of your unique appointment token (the link itself), including when the page is opened (for operational and audit purposes).
• Appointment information displayed: Your name, appointment date and time, location, booked services, and preparation instructions already held by the Clinic.
• Attendance confirmation: Your confirmation that you intend to attend, recorded against your appointment.
• Cancellation: Your request to cancel and the reason you select (including free-text detail if you choose "Other").
• Referral documents: Files you upload (e.g. PDF, Word, or images) or your declaration that you will bring a referral to your appointment.
• Consent waivers: Your agreement to service-specific waivers, including the name and email you provide when signing electronically.
• Community Services Card (optional): CSC number and expiry date, where applicable to your booking, to assess eligibility for a reduced fee and stored on your customer record for future visits unless updated.
• Email verification: Email address you enter so we can verify it (via a one-time link) before enabling digital image delivery.
• Digital images preference: Whether you wish to receive digital images for that appointment via our myScans service (myscans.tuc.nz), after your email is verified.

This portal does not require you to create a username or password; access is controlled by your private link. Do not share your appointment link with anyone who should not manage your booking.

Automatically via Cookies and Analytics

• We use cookies for user experience, security, authentication, and analytics (e.g. to understand site usage and improve functionality).
• Information collected may include IP address, browser type, device information, and pages visited.
• No personal identification is typically collected via cookies unless linked to form submissions.

From Other Sources

• Referrals from medical practitioners, GPs, specialists, or insurers (e.g. ACC, Southern Cross).
• During in-clinic appointments (e.g. scan results, images via My Scans app).

We only collect information necessary for providing our services, such as scheduling appointments, performing ultrasounds, processing payments, or complying with legal obligations.

2. How We Use Your Information

• Contact and booking forms: Solely for internal purposes, such as contacting you to confirm or discuss appointments, or processing your inquiry. This information is not shared with third parties except as required by law.
• Appointment Management portal: To show your appointment details, remind you of preparation requirements, confirm or cancel your booking, receive referrals and waivers before your visit, verify your email for digital images, record CSC details where relevant, and maintain an accurate clinical and administrative record. Actions you take are logged in our appointment history for quality and accountability.
• E-referrals and health information: To schedule appointments, understand required services, provide care, and generate reports. We may disclose health information to parties directly involved in your care (e.g. your GP, specialists, or insurers like ACC/Southern Cross for eligibility or claims).
• Purchases: To process payments securely via Stripe and issue gift vouchers.
• General: To improve our Website and services, comply with legal requirements, or protect our rights.

Health information is used and disclosed only for the primary purpose it was collected (e.g. providing ultrasound services) or related purposes you would reasonably expect, in line with the HIPC.

3. Disclosure of Your Information

We do not sell or rent your personal information. We may disclose it:

• To healthcare providers involved in your care (e.g. referring practitioners or specialists).
• To insurers or funders (e.g. ACC, Southern Cross) for claims or eligibility.
• To service providers who assist us (e.g. IT and cloud hosting providers used to operate the Website and Appointment Management portal, payment processors like Stripe), under strict confidentiality and appropriate security measures.
• As required by law (e.g. to the Ministry of Health or in response to court orders).
• In anonymised form for research or statistics (no identifiable information).

For health information, disclosures follow HIPC rules, which allow sharing for continuity of care without additional consent in many cases.

4. Security of Your Information

• Your connection to the Website and Appointment Management portal is encrypted using TLS (e.g. TLS 1.2 or higher).
• Form submissions and portal actions (including referral uploads) are encrypted during transmission.
• Appointment links use unique tokens; links may expire or be deactivated when an appointment is closed or replaced.
• We store information securely on protected servers and use reasonable measures to prevent unauthorised access, loss, or misuse.
• Access is limited to authorised staff who need it for their roles.
• Payment details are handled by Stripe and not stored by us.

Despite these measures, no online transmission is 100% secure. We cannot guarantee absolute security. If you believe your appointment link has been compromised, contact us promptly.

5. Data Retention

We retain personal information only as long as necessary:

• Contact/booking inquiries: Typically 12 months, unless needed longer for follow-up.
• Appointment Management activity (confirmations, cancellations, uploads, waivers, CSC, digital image preferences): As part of your appointment and customer records, aligned with health record retention below.
• Health records (e.g. scan reports): At least 10 years from the last appointment, as required for health agencies under New Zealand law.
• Financial records: As required for tax and auditing purposes (usually 7 years).

After this, information is securely deleted or anonymised.

6. Cookies and Tracking

We use cookies for essential functions (e.g. security), user experience, and anonymised analytics. You can manage cookies via your browser settings. For more information on disabling cookies, visit www.aboutcookies.org.

We do not use cookies for targeted advertising.

7. Your Privacy Rights

Under the Privacy Act 2020, you have the right to:

• Request access to your personal information we hold.
• Request correction of inaccurate information.
• Complain about how we handle your information.

For health information, these rights apply with some limitations (e.g. to protect others' privacy).

To exercise your rights, contact our Privacy Officer (details below). We will respond promptly, usually within 20 working days, and may require proof of identity.

You can also complain to the Office of the Privacy Commissioner at www.privacy.org.nz.

8. Data Breaches

If a privacy breach occurs that may cause serious harm, we will notify you and the Privacy Commissioner as required by law.

9. Children's Privacy

Our services involve pregnancy ultrasounds, but we do not knowingly collect information from children under 16 without appropriate consent (e.g. from a parent/guardian).

10. Changes to This Policy

We may update this Policy from time to time. Changes will be posted on the Website with the updated date. Material changes will be notified via email (if we have your contact details) or a prominent notice on the Website. Continued use of the Website, the Appointment Management service, or other services after changes constitutes acceptance.

11. Contact Us

For questions, access/correction requests, or complaints:

Privacy Officer
The Ultrasound Clinic
440 Anglesea Street
Hamilton 3204, New Zealand
Phone: (07) 929 4151
Email: [email protected]

We take your privacy seriously and welcome your feedback.