At CARE Waitākere, we respect your privacy and are committed to protecting the confidentiality and security of your personal information. This policy explains how we collect, use, store, and protect your information in accordance with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020.

 

1. Collection and Use of Information

We collect personal information when it is necessary to provide counselling and support services, understand your needs, coordinate care, and meet our professional, contractual, and legal obligations.
The information we collect may include:

•  Contact details and personal information

•  Background information and relevant personal history

•  Information relating to your counselling, support needs, assessment, or treatment

•  Session notes and client records

•  Information relevant to culturally responsive practice, family circumstances, safety, or eligibility for funded services (where applicable)

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We use your information to provide appropriate services, maintain continuity of care, manage service delivery, meet funding and reporting requirements, and maintain appropriate client records. Where relevant, information may be used to assess eligibility for funded services. With your consent, we may share relevant information with external funders or organisations involved in supporting your care.

We will not disclose your information without your consent, except where required or permitted by law, including situations involving serious risk or safety concerns.

We may also receive information about you from referrers or other services involved in your support where appropriate and permitted.

 

2. Storage and Protection of Information

Your information is stored securely in our client management system, Splose, and is accessible only to authorised CARE Waitākere staff and contractors who require access to provide or support services.

From time to time, client records may be reviewed as part of quality assurance activities, audits, service evaluations, or compliance reviews. These reviews help ensure CARE Waitākere meets professional, contractual, and regulatory requirements. Access to information is limited to what is
necessary for these purposes, and confidentiality is maintained.

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We take reasonable steps to protect your information from unauthorised access, loss, misuse, or disclosure. Your information is retained in accordance with the Health Information Privacy Code 2020 and other relevant professional and legal requirements.

 

3. Access by Administrators and Management

Administrators and management at CARE Waitākere may need to access your information for specific purposes, such as scheduling, administrative support, quality assurance, and oversight of service delivery. Access is restricted to only what is necessary for these tasks, and all personnel follow strict confidentiality agreements and privacy practices.

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4. Auditing and Quality Assurance

Occasionally, our records and processes may be audited to ensure compliance with legal requirements, quality standards, and ethical practices. During these audits, auditors will review records to verify that CARE Waitākere is providing high-quality, compliant services. These audits are conducted by external or internal qualified auditors bound by confidentiality agreements, and they only access data required for the audit. All auditing processes align with New Zealand’s privacy laws, and auditors do not retain personal data beyond the audit’s needs.

 

5. Your Rights

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

• Request access to the personal information we hold about you

• Request correction of information that is inaccurate

• Withdraw consent where consent has been provided, understanding that this may affect the services we can provide

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If you have any questions or concerns about how your information is handled, please contact CARE Waitākere’s Privacy Officer.
Email: management@carewaitakere.org.nz
Phone: 09 834 6480