Health Information Policy

Last updated: {12/12/2025}}

This policy explains how Med-Ex Clinic (“we”, “us”) collects, uses, stores, and shares your personal information, including health information, and the circumstances in which we may disclose it.

Who we are. Med-Ex provides clinical exercise physiology services and non-invasive cardiovascular, respiratory, and functional testing. We collect only the information needed to deliver safe, effective care and to run our practice.

Practice management system. Health information may be stored in a secure electronic practice management system (e.g., Splose.com) with encryption and role-based access. Only authorised staff can access your records to provide care and manage bookings and payments.

Your consent. When you register as a patient/client of Med-Ex, you consent to our clinicians and practice staff accessing and using your personal information to provide healthcare and manage our services. If we need to use your information for a different purpose, we will seek your additional consent unless the law permits otherwise.

Why we collect, use, hold and share your information

Our main purpose is to provide and coordinate your care. We also use limited demographic and administrative information for directly related activities such as scheduling, billing, payment processing, quality assurance, and staff training.

What we collect

We may collect:

• Name, date of birth, address, and contact details

• Medical history, medications, referrals, clinical notes, test data and reports

• NHI number and health-insurance details (where relevant).

How we collect information

• From you: when you book, complete our medical history form, email/call us, or attend appointments

• From your referrer/another provider: if a referral or clinical information is provided

• From a guardian/attorney or responsible person (where appropriate)

• From your insurer (where applicable).

Any email correspondence you send to us—or received about you from other providers—may be stored electronically within our practice systems.

When, why and with whom we share information

We may share information:

• When required or authorised by New Zealand law, including to prevent or lessen a serious threat to life or health, or by court order

• For confidential clinical review or complaints resolution

• With other providers involved in your care, where you have given consent (for example, sending a report to your GP).

We do not share your personal information outside New Zealand unless permitted by law and appropriate safeguards are in place, and we do not use your information for direct marketing without your express consent (you can opt out at any time).

How we store and protect information

Your information may be stored as paper records (in locked storage) and/or electronic records (password-protected, encrypted systems). We apply access controls, staff confidentiality obligations, and secure destruction of paper records when no longer required.

Access to and correction of your information

You have the right to access and request correction of your personal information.

• Please email info@med-ex.co.nz with your request.

• We’ll acknowledge and aim to respond within 10 working days wherever practicable.

• We’ll take reasonable steps to ensure your information is accurate, complete, and up to date. You can ask us to correct or add a statement of correction if you believe something is wrong.

Privacy concerns or complaints

We take privacy seriously. If you have a concern:

1. Contact us in writing:
   Practice Manager, Med-Ex Clinic
   Unit 8a / 212 Antigua Street, Christchurch Hospital Precinct, Christchurch 8011, New Zealand
   info@med-ex.co.nz • +64 (0)3 365 1787

2. We will acknowledge your complaint within 5 working days and handle it in accordance with Right 10 of the Code of Health and Disability Services Consumers’ Rights.

3. If you’re not satisfied with our response, you may contact the Office of the Privacy Commissioner (0800 803 909, enquiries@privacy.org.nz).

Privacy and our website

Information you provide. If you submit a website form or email us, we may retain the content and our replies as part of your record.

Cookies & analytics. Our site may use cookies and analytics to understand usage (e.g., pages visited, time on page) so we can improve the site and our services. You can control cookies through your browser settings.

Policy review

This policy is reviewed regularly and updated as required.

Legal basis (NZ). We comply with the Privacy Act 2020 and the Health Information Privacy Code 2020.

Contact
Med-Ex Clinic • info@med-ex.co.nz • +64 (0)3 365 1787
Unit 8a / 212 Antigua Street, Christchurch 8011, New Zealand

Payment & Billing — Med-Ex

Payment timing. Unless otherwise agreed in writing, payment is due at the time of your appointment.

How to pay. We accept credit/debit card (excluding Amex) or cash. Online payment (invoice/bank transfer) can be arranged by prior agreement.

Overdue accounts. Med-Ex may withhold further services where an amount remains outstanding. Overdue accounts may incur a reasonable administration/collection fee. Unpaid accounts may be referred to a debt-collection agency, and you will be liable for reasonable costs of recovery.

Cancellations & Non-attendance

Appointments cancelled with less than 24 hours’ notice or not attended may be charged at up to the full appointment fee.
We understand emergencies happen—please contact us as soon as possible; any waiver of fees is at our discretion.

Limitation of Liability (New Zealand)

Nothing in these Terms limits your rights under New Zealand law, including the Consumer Guarantees Act 1993 (CGA) (if you are acquiring services for personal/household use), the Fair Trading Act 1986, or the Code of Health and Disability Services Consumers’ Rights. To the extent any part of this section conflicts with those rights, your statutory rights prevail.

A) Clinical services (in-person testing and reporting)

To the maximum extent permitted by law, Med-Ex Clinic and our staff are not liable for indirect, special, incidental or consequential loss (including loss of profits, revenue, data or business interruption) arising from our clinical services. For any claim that is not excluded by law, our total aggregate liability for the specific service giving rise to the claim is limited to the amount you paid for that service.

This limitation does not apply where the law prohibits it (for example, to the extent liability cannot be excluded for personal injury caused by negligence, or where the CGA applies and we have not validly contracted out).

B) Website, online content and third-party tools

The website, online content, and third-party systems we use (e.g., scheduling/platform providers) are provided for your convenience. To the maximum extent allowed by law, Med-Ex Clinic is not liable for any indirect, special, incidental or consequential loss arising from your use or inability to use the website or third-party software/hardware used with it. For any claim relating only to website use (and not to paid clinical services), our total aggregate liability is capped at NZD $200.

“AS IS” and “AS AVAILABLE” — Website & Online Services

Our website and online services are provided “as is” and “as available” without any express or implied warranties, except where the law requires otherwise. Without limiting the foregoing, we do not warrant that the website will be uninterrupted or error-free, or that content is current, accurate, or free from harmful components (including viruses, scripts, trojan horses, worms, malware, or time bombs).

This disclaimer does not apply to our clinical services, which are provided with reasonable care and skill and subject to your statutory rights (including the CGA where applicable).

Governing Law

These Terms are governed by the laws of New Zealand. You agree to the non-exclusive jurisdiction of the New Zealand courts in relation to any dispute arising out of or connected with these Terms or your use of our services.