This statement explains how we collect, use, store and share your personal and health information.

We take your privacy seriously and handle your information in accordance with applicable privacy laws, including the Privacy Act 2020 and the Health Information Privacy Code 2020 in New Zealand, and where applicable the Privacy Act 1988 (Cth) and the Australian Privacy Principles in Australia.

What information we collect

We may collect personal and health information that is relevant to your care, support, recovery, service delivery, and related administration. This may include:

• your name and contact details
• date of birth
• details of your injury or condition
• symptoms, assessment information, treatment information, and recovery progress
• correspondence and follow-up survey responses
• information about your use of our website, forms, and related services.

We only collect information that is reasonably necessary for our functions and activities, or that you choose to provide to us.

Why we collect your information

We collect and use your information to:

• provide health care, support, and related services
• create and maintain an accurate health record
• communicate with you about your care, follow-up, and recovery
• support quality improvement, service planning, education, and administration
• meet our legal and professional obligations
• undertake or support future research, where appropriate and where consent or other lawful authority exists.

Follow-up after concussion

If you register an injury through our website, we may contact you by email at set times after your injury and invite you to complete optional follow-up surveys about your symptoms and recovery. You do not have to complete those surveys.

Research use of information

With your consent, information collected through our registration forms and follow-up surveys may be used in future research into concussion injury and recovery. Where information is used for research, we will take reasonable steps to de-identify it before analysis, reporting, publication, or presentation, unless identifiable information is temporarily required for approved data handling, linkage, audit, or ethics processes.

Your decision about research participation will not affect your access to care, support, or services.

How we hold and protect your information

We store personal and health information securely and take reasonable steps to protect it from loss, misuse, interference, unauthorised access, modification, or disclosure. Access is restricted to authorised people who need the information for legitimate clinical, operational, legal, or approved research purposes. Privacy and security safeguards are required under both NZ and Australian frameworks.

How long we keep your information

We retain health information for as long as required by law and professional record-keeping obligations. In New Zealand, providers are generally required to retain health information for at least 10 years from the last patient encounter, unless an exception applies.

Who we may share your information with

We may share your information:

• with clinicians and others directly involved in your care
• with service providers who assist with our systems, website, email communications, storage, and survey tools
• where disclosure is required or authorised by law
• for approved audit, accreditation, quality assurance, or complaint management purposes
• with researchers, in de-identified form where practicable and appropriate.

We do not sell your personal or health information.

Overseas disclosure or storage

Some of our service providers may store or process information outside New Zealand or Australia. Where this occurs, we will take reasonable steps to ensure appropriate privacy protections are in place before disclosing or storing your information overseas. Both NZ and Australian privacy frameworks address offshore handling of personal information.

Your rights

You have the right to:

• ask whether we hold personal or health information about you
• request access to your information
• request correction of your information if it is inaccurate, incomplete, out of date, or misleading
• withdraw consent to future follow-up contact
• withdraw consent to future research use, subject to practical and legal limits.

In New Zealand, rights of access and correction are reflected in Rules 6 and 7 of the Health Information Privacy Code. In Australia, these rights are reflected in APPs 12 and 13.

Access requests

If you would like access to your health information, please contact us using the details below. We may ask you to verify your identity before releasing information. We may charge a reasonable administrative fee only where permitted by law.

Correction requests

If you believe the information we hold about you is wrong or incomplete, please ask us to correct it. If we do not make a requested correction, you may ask us to attach a statement of correction to the record, where applicable.

Complaints

If you have a privacy concern or complaint, please contact us first so we can try to resolve it.

If you are not satisfied, you may contact:

• the Office of the Privacy Commissioner in New Zealand
• the Office of the Australian Information Commissioner in Australia, where applicable.

   

Contact us

HIT Kit

support@hit-kit.com

Phone: 0800 432 322

Address: 98 Yarrow St, Invercargill, New Zealand 9810