Health and Fitness Testing NZ is committed to protecting your privacy. This policy explains how and why we collect, use, hold and disclose your information.
What is personal information?
Personal Information is any information that can be used to identify you as an individual and may include your name, email address, phone number, occupation, company and other information required to provide a service, deliver a product or share marketing content.
What information do we collect and hold?
The most common type of information we collect and hold include: your name, email address, phone, DOB, appointment history, and company.
Other types of information we collect and hold will depend on what type for customer you are - see below.
If you are a Physiotherapy patient we will collect your address, GP details, ACC details, medical and health history etc. This will be collected via a registration form and any verbal/written communication you have with your physiotherapist. This information will be uploaded and stored on our practice manager database, Gensolve Practice Manager.
Health Testing and Body Scans
If you are a health testing/body scan client we will collect and hold test your test results e.g. 3d images of you, posture analysis, diabetes test score, blood pressure, cholesterol rests, mental health questionnaire scores, company name and details, etc
Fit3d Body Scan Machine owners/potential owners
We will collect your name, email address, phone number, and brief details about you and your company.
Why do we collect, hold and use your personal information?
We collect, hold and use your personal information so that we can:
(a) provide you with products and services, and manage our relationship with you;
(b) contact you, for example, to respond to your queries or complaints, or if we need to tell you something important;
(c) identify and tell you about products or services that we think may be of interest to you;
(d) to provide you with a record of health data for future comparison. For example, so you can compare your body scan or health test results over multiple years;
(e) for billing purposes;
(f) for auditing purposes. For example, it is a requirement that we create and store accurate records for all our physiotherapy clients and bill ACC appropriately;
(g) to inform you of upcoming health test/body scan testing dates or availability for our services;
(h) to keep in informed of any promotions we are offering;
(i) to send you any educational material that we believe may be of benefit to you;
(j) to enable us to communicate appropriately with people/organisations that help us provide effective management of your condition/case e.g. doctor, specialist, dietician, personal trainer, medical centre.
(k) To remind you about appointments you have booked with Health and Fitness Testing NZ, Timely OR Gensolve Practice Manager may send you an automated text message or email. This information is captured from Timely/Gensolve when you book an online appointment with Health and Fitness Testing NZ.
When you use any service with us, you will be added to our mailing list. You may unsubscribe from future mailings at any time either by contacting us or clicking unsubscribe in the email. If you do not want to be added to our mailing list, please do not use any of our services.
How do we collect your personal information?
Health and Fitness Testing NZ will collect information about you if you use any service that we provide, including body Scans, physiotherapy, health Tests. We may also collect information through social media interaction, phone/email/text enquiries, competitions that we run, and marketing campaigns that reply on a personal response.
We will collect personal information when you fill out a manual or electronic registration form, when you book an appointment online, when you email or contact us directly, when you enter a competition, when you respond to any marketing campaigns when may run.
Cookies and Tracking technologies
We utilise tracking scripts on our website where we collect information about how you use our website and the device you use to access it. This is in order to administer the site, analyse trends, track users' movements around the site, and gather aggregated information about site visitors as a whole.
How do we store and hold your personal information?
We store most information about you in the computer systems and databases we use.
We use Gensolve Practice Manager to store Physiotherapy notes, personal details, case notes, medical/injury history data, specialist reports, scan results etc. Please see the additional information section below for more details on Gensolve Practice Manager.
Health Tests and Body Scans
We use Gensolve Practice Manager and Timely as our booking systems for health tests/body scans. Please see the additional information section below for more details on Gensolve Practice Manager and Timely.
We will occasionally collect health testing data from you via manually recording it on a form. This will usually be uploaded to our medical notes system.
We occasionally use 3rd party providers to assist us with our Health Tests. For example, we use Otago University to conduct our DEXA Body Scans. Information about your DEXA body scan data and privacy can be obtained by emailing firstname.lastname@example.org
We will store your name, email address, and health test results in excel by Microsoft or Google Forms by Google. These can be stored as individual files or as part of a list at a particular testing location e.g. business or gym lists.
Fit3d Body Scanner owners/potential owners
Your name, email address, phone number, and brief details about you are stored via Forms in our Google account.
We maintain appropriate technical and organisational security measures to prevent unlawful or unauthorised use, access or accidental loss of personal information.
No information storage system can be guaranteed to be 100% secure. If you have reason to believe that your Personal Information held by Health and Fitness Testing NZ is not secure, please contact us immediately.
Who will have access to my information?
Health and Fitness Testing NZ staff may access your Fit3d Body Scan results via the Fit3d 'cloud-based' database by using an approved username and password. We may also view your results using our work or personal phones e.g. in the case the computer breaks down. Your full name, email address and Fit3d Body Scan results are listed on this Fit3d database.
Unless you specifically grant them access, Health and Fitness Testing NZ staff/contractors will NOT have access to your Body Scan 3d image (your 3d "blob"). They will however have access to the outline of your body. Granting someone 'full access' will give them access to your images. Granting 'limited access' will just give them access to your numbers, graphs and the outline of your body. If you ever receive an email from someone asking for 'full' or 'unlimited' access to your results, please do NOT accept unless you know that person. Health and Fitness Testing NZ staff/contractors will NOT routinely want access to your Fit3d images.
Health and Fitness Testing NZ will occasionally provide a workplace or gym/health centre with a summary of health test results for a specific workplace/gym. Your name, DOB, email address will NOT be used for this summary data. The purpose of sharing this summary data is to assist a specific workplace/gym in making better decisions on what to focus on in future health and wellness initiatives and also to assist in monitoring the progress of current wellness initiatives. If you have any concerns about this please contact our director prior to booking your health test email@example.com.
Do we use your personal information for marketing purposes?
We will use your personal information to offer you products and services we believe may interest you, but we will not do so if you tell us not to.
We may use your 3d images, body overlay feature, results comparison tables and graphs to promote our services. We will NOT associate your name, email address or other details with these images without checking with you first.
Where you receive electronic marketing communications from us, you may opt out of receiving further marketing communications by following the opt-out instructions provided in the email.
How to remove or edit personal information
We will provide you with any Personal Information we hold about you upon request. You may request removal or correction of this information by contacting us at firstname.lastname@example.org. Please add “Personal Information” in the subject line to help us manage your request.
If you have any questions or you feel your privacy has been breached please email email@example.com