Introduction
This Privacy Statement applies to Valentia Technologies (NZ) Limited (“Valentia”, “we” or “us”) and our operations in New Zealand including our website located at www.indici.co.nz www.indici.co.nz (“Website”) and software applications including (but not limited to)our indici electronic health record and practice management system, GP companion app and AI Copilot, which we refer to as our (“Software Applications”) and related services.
Scope
This Privacy Statement explains how we collect, use, disclose, store, and safeguard your personal information in accordance with New Zealand’s Privacy Act 2020 (“Privacy Act”).
It is not intended to cover categories of personal information that are not covered by the Privacy Act unless stated otherwise. This Privacy Statement does not cover the myindici portal located at www.myindici.co.nz, which is covered by a separate privacy statement.
By using our products and services (including the Website and Software Applications), you consent to the collection, use, and disclosure of your personal information as described in this Privacy Statement.
Collecting personal information
We collect personal information from customers, suppliers, employees, contractors, and other relevant parties to support our business operations. We collect information through direct interactions - such as completing forms, face-to-face meetings, email correspondence, and telephone conversations - as well as from publicly available sources and trusted third parties. The information we collect may include contact details, identification data, health and medical information, financial information, usage data, and other related information.
Use of personal information
We use your personal information to enable us to effectively supply and support our products and services, including:
Marketing materials include unsubscribe functions, allowing you to opt out at any time.
Please note that if you do not provide or allow us to process your personal information, we may be unable to carry out some or all of these activities.
We will only use your personal information for the purposes for which it was originally collected, unless we reasonably determine that a different use is necessary and compatible with that purpose. If we collect, hold, or process your personal information in any manner not described in this Privacy Statement, we will do so in accordance with the requirements of the Privacy Act.
Data Quality and Retention
We take reasonable steps to ensure that your personal information is accurate, complete, and up-to-date. You are encouraged to notify us of any inaccuracies in your data. Your personal information will be retained only for as long as is necessary to fulfil the purposes outlined in this Privacy Statement, unless a longer retention period is required or permitted by law. Once the retention period expires, your data will be securely destroyed or anonymised.
Security of Information
We implement appropriate administrative, technical, and physical security measures to protect your personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are regularly reviewed and updated in line with technological advancements and regulatory requirements.
Disclosing Personal Information
Your personal information may be disclosed to:
If we sell or transfer part or all of our business, we may share your information with potential buyers. Similarly, if we reorganise our business, we might transfer your information to another company in our group so that we can continue providing our products and services to you.
Overseas Disclosures
Where your information is transferred overseas by us or on our behalf, we will ensure that appropriate safeguards are in place to protect your personal information in accordance with New Zealand law. This may involve using standard contractual clauses or other legal instruments as necessary. However, for AI engines or other third party services integrated into our Software Applications, the provider's own terms and privacy policies may apply, and separate rules may govern the processing of your data. In the event you are using those third party services, we encourage you to review their policies to understand how your information may be handled.
Third Party Links
If our Website or Software Applications include links to third-party websites or services, you should be aware that these links are provided for your convenience. We do not control these external sites, and their privacy practices and documentation may differ from ours. We encourage you to review the privacy statements and terms of use on these third-party sites before providing any personal information. Your interactions with these sites are governed by their own policies and conditions. We are not responsible for the privacy practices or content of these external sites.
Your Rights
Access and Correction
You have the right to request access to, and correction of, your personal information that we hold. Requests can be made in writing to our Privacy Officer (contact details below).
Withdrawal of Consent
Where you have provided consent for the collection, use, or disclosure of your personal information, you may withdraw that consent at any time. Please note that withdrawal may affect our ability to provide you with certain services.
Complaints and Inquiries
If you have any concerns about our handling of your personal information or wish to make a complaint, please contact us using the details provided below. We will respond to your concerns promptly and work to resolve any issues.
Please note that you may be asked to provide reasonable proof of your identity. This is to ensure that we are discussing or providing your personal information only with you, or, if someone is making a request on your behalf, to verify that they have the proper authority to do so.
Cookies
We may use cookies on our Website and Software Applications to enhance your browsing experience, provide personalised content, and analyse how our technology is used. Cookies are small text files stored on your device that help us deliver a more personalised and efficient service. By continuing to use our site, you consent to our use of cookies. You may manage or disable cookies through your browser settings, but please note that this could affect the functionality of our services.
Changes to This Privacy Statement
We may update this Privacy Statement from time to time to reflect changes in our practices or legal requirements. The revised statement will be posted on our Website or communicated directly to you via email or through other channels.
Contact Information
If you have any questions, requests, or complaints regarding this Privacy Statement or our handling of your personal information, please contact our Privacy Officer at [email protected].
If you are not satisfied with our handling of your query, then you can contact the Office of the Privacy Commissioner at www.privacy.org.nz