Privacy Policy
Dr JC Coetzee Clinical Psychologist
Last updated: November 2025
1. Purpose of this Policy
This Privacy Policy outlines how Dr JC Coetzee, Clinical Psychologist (“we,” “us,” or “our”) collects, uses, stores, and protects your personal and health information in accordance with the New Zealand Privacy Act 2020, the Health Information Privacy Code 2020, and the Psychologists Board Code of Ethics.
By engaging our services, you consent to the collection and use of your information as described in this policy.
2. Collection of Personal and Health Information
We collect information directly from you, and where appropriate, from third parties (e.g., referrers, ACC, GPs, or other health professionals) for the purposes of providing psychological services.
Information collected may include:
Full name, date of birth, and contact details
Emergency contact information
GP or referrer details
Relevant medical and mental health history
Session notes and treatment records
Assessment data and psychometric test results
Billing and payment details
Communication records (emails, portal messages, texts)
Information is typically collected via:
Intake forms and consent documents
The Zanda Health client management system
Verbal discussions during therapy
Referral documents and reports
3. Purpose of Information Use
Your personal and health information is used for the following purposes:
To provide and manage psychological assessment and therapy services
To communicate regarding appointments, progress, and administrative matters
To liaise with other health professionals involved in your care (with consent)
For supervision, training, and audit (in de-identified form where possible)
To meet professional, ethical, and legal obligations
To process payments and manage accounts
For service improvement and practice management purposes
4. Use of the Zanda Health System
All client information is securely stored and managed using the Zanda Health practice management platform.
Zanda Health is a New Zealand-based, privacy-compliant system that meets standards under the Privacy Act 2020 and the Health Information Privacy Code 2020.
Through Zanda Health, clients can:
Book, cancel, or reschedule appointments
View invoices and receipts
Communicate securely with the practitioner
Access telehealth sessions where applicable
All communications and stored information through Zanda Health are encrypted and password-protected.
5. Disclosure of Information
We take confidentiality seriously. Your information will not be shared with others except as permitted or required by law, or with your explicit consent.
Disclosures may occur when:
You provide written consent for information sharing (e.g., to a GP, psychiatrist, or case manager).
Required by ACC, courts, or regulatory authorities.
There is a serious and imminent risk to your safety or the safety of others.
Required for professional supervision (in de-identified form).
Required under the Health Practitioners Competence Assurance Act 2003.
All disclosures are made in line with ethical and legal standards of confidentiality.
6. Storage and Security of Information
All information is stored securely in electronic format through Zanda Health and encrypted cloud servers that comply with New Zealand privacy and health data standards.
Paper records (where used) are stored in locked cabinets in secure premises.
We take all reasonable steps to prevent:
Unauthorised access or disclosure
Data loss or misuse
Damage or alteration of records
Records are retained for a minimum of 10 years after the last contact, in accordance with New Zealand health record retention laws. After this period, records are securely deleted or destroyed.
7. Access and Correction
You have the right to:
Request access to your personal or health information
Request correction of any inaccurate or incomplete information
We will respond to requests within 20 working days, as required by the Privacy Act.
In some cases, access may be limited (e.g., if releasing information poses a serious risk to your safety or privacy). In such cases, you will be informed of the reason and your right to lodge a complaint.
8. ACC and Third-Party Funding
If you are receiving therapy funded by ACC or another third party:
Only information relevant to the claim, assessment, or treatment plan will be shared with ACC.
ACC may request progress reports or outcome measures as part of ongoing funding requirements.
Any release of information to ACC follows their privacy and reporting guidelines.
You may request copies of reports provided to ACC.
9. Electronic Communication and Telehealth
Emails, portal messages, and text communications are used primarily for scheduling, administrative updates, or brief clinical matters.
Electronic communications are protected with encryption and secure transmission systems, but no system can be guaranteed as completely secure.
Telehealth (online therapy) sessions are conducted using secure video platforms integrated with Zanda Health like Zoom or Bilateral Base for online EMDR therapy sessions.
By engaging in telehealth, you consent to the electronic transmission of personal health information.
10. Use of AI and Digital Tools
AI-assisted tools or software may be used to support administrative functions such as drafting clinical notes or templates.
These tools operate under strict confidentiality, and identifiable client information is never shared with external AI systems.
Clients may opt out of any AI-assisted documentation process at any time by written request.
11. Website and Online Data
Our website, drjccoetzee.nz, may collect non-identifiable information (e.g., browser type, device, or visit statistics) to improve user experience.
We may use cookies and analytics tools; however, these do not collect personal or health data.
You can adjust your browser settings to decline cookies if preferred.
12. Retention and Disposal
Health records are retained for 10 years following your last contact, unless otherwise required by law or professional guidelines.
After this period, all digital data is permanently deleted, and paper records are securely shredded.
13. Complaints
If you believe your privacy has been breached, please contact:
📧 Privacy Policy
If unresolved, you may contact the Office of the Privacy Commissioner:
📞 0800 803 909
🌐 https://www.privacy.org.nz
14. Updates to this Policy
This Privacy Policy may be updated periodically to reflect legislative or operational changes.
The most current version will always be available on drjccoetzee.nz and through the Zanda Health client portal.
15. Contact Information