Privacy Policy

Effective Date: July 28, 2025

This Privacy Policy describes how Sona Speech Therapy (“we,” “our,” or “us”) collects, uses, protects, and discloses your personal information and health information when you use our speech therapy services.

We are committed to protecting your privacy and complying with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020.

Definitions

Company refers to Sona Speech Therapy, a speech therapy practice located at 4 Normanby Street, Newtown, Wellington, New Zealand.

Health Information means any information about your physical, mental health, disability, or health services provided to you.

Personal Information means information about an identifiable individual, including health information.

Services refers to our speech therapy services, including assessments, treatments, consultations, and related healthcare services provided in-person or via telehealth.

You or Patient means the individual receiving our services or their authorized representative.

Information We Collect

Health Information

As a registered speech-language therapist, we collect health information necessary for providing professional speech therapy services, including:

• Clinical Information: Speech, language, voice, and swallowing assessment results
• Medical History: Relevant medical conditions, medications, and previous treatments
• Treatment Records: Therapy notes, progress reports, and outcome measures
• Referral Information: Details from referring healthcare providers

Personal Information

We collect personal information necessary for service delivery:

• Contact Details: Name, address, phone number, email address
• Appointment Information: Booking details, scheduling preferences
• Payment Information: Billing details, payment method preferences
• Emergency Contacts: Next of kin or emergency contact information

Technical Information

When you use our website or telehealth services, we may collect:

• Website Usage: Basic website functionality data
• Telehealth Data: Video/audio connection information for session quality

Third-Party Services

We use these essential service providers:

• Cal.com - appointment booking and scheduling
• Stripe - secure online payment processing
• Square - in-person payment processing
• Zoom/Google Meet - telehealth video sessions

All providers maintain appropriate security standards and data protection measures.

Cookies and Website Technology

Our website uses essential cookies required for appointment booking and basic website function. You can disable cookies in your browser settings, though this may affect booking functionality.

How We Use Your Information

We use your information solely for legitimate healthcare and business purposes:

• Clinical Care: Conducting assessments, developing treatment plans, monitoring progress
• Treatment Delivery: Providing speech therapy services in-person and via telehealth
• Professional Communication: Reporting to referring healthcare providers
• Appointment Management: Scheduling, confirmations, reminders, and rescheduling
• Payment Processing: Billing, invoicing, and payment collection
• Legal Compliance: Meeting professional registration and healthcare standards

Information Sharing and Disclosure

We maintain strict confidentiality and only share your information in limited circumstances:

Healthcare Providers

• Referring Doctors: Clinical reports and progress updates as requested
• Other Healthcare Professionals: With your written consent for coordinated care
• Emergency Situations: When necessary to prevent serious harm to health or safety

Service Providers

• Booking Platform: Cal.com processes scheduling information
• Payment Processors: Stripe and Square handle payment transactions securely
• Technology Providers: Video platforms for telehealth sessions (data is not stored)

Legal Requirements

We may disclose information when required by court orders, professional registration body investigations, health and safety authorities, or other legal obligations under New Zealand law.

International Data Transfers

Some service providers (Cal.com, Stripe) may process data internationally. We ensure all international transfers comply with New Zealand privacy law requirements and use providers with adequate privacy protections.

Data Retention

• Health Records: Retained for minimum 10 years after last treatment (New Zealand standard)
• Child Records: Retained until age 26 (if applicable)
• Payment Records: 7 years for tax and accounting purposes
• Website Data: 2 years maximum for operational purposes

Data Security

We implement appropriate measures to protect your information:

• Physical Security: Secure premises and locked filing systems
• Technical Security: Encrypted data transmission and secure password policies
• Access Controls: Limited access on a need-to-know basis
• Staff Training: Regular privacy and security training

Your Rights

Under New Zealand privacy law, you have the right to:

• Access: Request copies of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of information (subject to legal retention requirements)
• Restriction: Request limits on how we use your information
• Portability: Request transfer of your information to another provider
• Complaint: Lodge a complaint with the Privacy Commissioner

Contact Information

For privacy-related enquiries or to exercise your rights:

Sona Speech Therapy
4 Normanby Street, Newtown, Wellington 6021
Phone: 021 169 3694
Email: sacha@sonaspeech.co.nz

For complaints about our privacy practices:
Office of the Privacy Commissioner
Website: privacy.org.nz
Phone: 0800 803 909

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by posting the updated policy on our website and, where appropriate, through direct communication.

This policy was last updated on July 28, 2025.