Privacy Policy

Soma Naturopathy Limited Privacy Policy

Soma Naturopathy Limited is committed to protecting your privacy and ensuring your personal information is handled in a safe and responsible manner. This Privacy Policy outlines how we collect, use, store, and disclose your Personal Information and Sensitive Information.

This policy applies to all clients and patients of Soma Naturopathy Limited.

Privacy Law

We comply with the New Zealand Privacy Act 2020 and the Information Privacy Principles (IPPs), which govern how we collect, use, disclose, store, and protect personal information.

A copy of the Information Privacy Principles can be obtained from the Office of the Privacy Commissioner at www.privacy.org.nz

What is Personal Information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. This may include:

  • Name

  • Date of birth

  • Address

  • Email address

  • Phone number

  • Emergency contact details

We collect Personal Information for the primary purpose of providing naturopathic care, managing your appointments, maintaining clinical records, communicating with you, and processing payments.

Personal Information is collected when you:

  • Book an appointment

  • Complete intake or consent forms

  • Attend a consultation

  • Communicate with us via email, phone, or online platforms

  • Make payments or receive invoices

Sensitive Information

Sensitive Information includes health and medical information necessary for providing naturopathic care. This may include:

  • Health history

  • Symptoms and diagnoses

  • Medications and supplements

  • Test results

  • Treatment notes and care plans

Sensitive Information is collected only with your consent and is used solely for the purpose of providing safe and appropriate care.

Use of Practice Management Software

Soma Naturopathy Limited uses practice management software (currently SimpleClinic) to manage appointments, clinical notes, forms, and invoicing.

Information entered into this system is used only for practice administration and clinical care. It is not used for marketing or advertising purposes by Soma Naturopathy Limited.

Technical information (such as device type, browser, or operating system) may be collected automatically by the software provider for system performance and security. This information is anonymised and not linked to your clinical record.

Disclosure of Personal and Sensitive Information

Your information may be disclosed only in the following circumstances:

  • With your consent

  • To third-party service providers necessary for practice operations, such as:

    • Payment processors

    • Accounting software (e.g. Xero)

    • Email or SMS communication services

  • Where required or authorised by law

  • To other healthcare providers, with your consent, to support your care

We do not sell or share your information for marketing purposes.

Security of Your Information

We take reasonable steps to protect your Personal Information and Sensitive Information from misuse, loss, unauthorised access, modification, or disclosure.

Security measures include:

  • Password-protected access to systems

  • Encrypted storage of sensitive data

  • Secure cloud-based storage with restricted access

Access and Correction

You have the right to request access to, and correction of, your Personal Information and Sensitive Information held by Soma Naturopathy Limited.

To request access or correction, please contact:

Julia Neville
Soma Naturopathy Limited
Email: julia@somanaturopathy.com

Retention and Disposal of Information

Your information is retained only for as long as necessary to provide care and meet legal and professional obligations.

When information is no longer required, we take reasonable steps to securely destroy or permanently de-identify it.

Clinical record retention periods may be subject to professional or legal requirements (7 years).

Cookies and Online Services

If you use online booking or forms, cookies may be used to:

  • Enable core functionality (appointments, forms, payments)

  • Monitor website performance

Cookies are not used for advertising or marketing purposes.

Policy Updates

This Privacy Policy may be updated from time to time. The most current version will be available upon request.

Privacy Enquiries and Complaints

If you have any questions, concerns, or complaints regarding your privacy or this policy, please contact:

Soma Naturopathy Limited
Contact person: Julia Neville
Email: julia@somanaturopathy.com

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner (New Zealand).