At Colombo Street Dental, we take the privacy of your personal and health information seriously. This policy explains what we collect, why we collect it, how we keep it safe, and how you can see or correct it. It applies to our clinic and to this website.
We follow the Privacy Act 2020 and the Health Information Privacy Code 2020. If you have any questions, call us on 03 337 4596 or email hello@colombostreetdental.co.nz.
Last updated: 3 November 2026
Colombo Street Dental is a dental clinic at 201 Colombo Street, Sydenham, Christchurch 8023. In this policy, "we", "us" and "our" mean Colombo Street Dental.
Our Privacy Officer
We have a Privacy Officer who is responsible for how we handle personal information. You can contact them by emailing hello@colombostreetdental.co.nz or calling 03 337 4596.
Information you give us
We collect information when you book an appointment, fill in a form on this website, contact us, or visit the clinic. This may include:
- your name, date of birth, address, phone number and email address
- your medical and dental history, medications and allergies
- notes, x-rays, scans and photos taken as part of your care
- treatment plans, quotes, invoices and payment details
- information needed for ACC, Work and Income, Combined Dental Agreement (under 18s) or insurance claims
Your medical information form
When you arrive, we’ll ask you to fill in a medical information form. Your dentist needs this information to give you the best and safest treatment possible, and it remains confidential.
We aim to be a safe and inclusive environment for all patients. Please let us know if you have any special requirements that would help you feel more comfortable during your visit.
Information from other people
Sometimes we receive information about you from others, such as a dentist or doctor who refers you to us, your GP, a specialist, ACC, Work and Income, or a parent or guardian. Wherever we can, we collect information directly from you.
Online booking
When you book online, your booking goes straight into EXACT, our dental practice management software, where your patient record is kept.
Why we collect your information
We use your information to:
- provide safe, appropriate dental care and keep accurate clinical records
- manage appointments and send reminders by phone, text or email
- prepare quotes and treatment plans, and process payments
- make claims with ACC, Work and Income, Te Whatu Ora (for under 18s) or your insurer, when you ask us to
- reply to your questions, referrals and form submissions
- meet our legal and professional obligations
- improve our services and this website
We only use your information for the purpose we collected it for, or a directly related purpose, unless you agree or the law allows it.
Who we share it with
We only share your information when it's needed for your care, when you agree, or when the law requires or allows it. This may include:
- your referring dentist, GP or other health professionals involved in your care
- dental laboratories that make crowns, dentures or other appliances for you
- ACC, Work and Income, Te Whatu Ora or your insurer, for claims and funding
- service providers who help us run the clinic and this website, such as our practice management, booking, email and website systems
We never sell your personal information.
How we keep it safe
Your patient records, including your medical and dental history, are stored securely in EXACT, our dental practice management software. Access is limited to staff who need it to do their job, and our team is trained to keep patient information confidential.
Our website system (HubSpot) and Google Analytics store website enquiries and visitor statistics on servers outside New Zealand. They don’t hold your patient records or medical information. We choose providers that protect information to standards comparable to New Zealand privacy law.
How long we keep it
By law, we must keep health records for at least 10 years from the last time we provided care to you (Health (Retention of Health Information) Regulations 1996). After that, we securely destroy or delete them.
Forms on this website
When you send us a form, such as our contact form or Work and Income dental grant form, the contact details and message you send are stored in our website system (HubSpot) and emailed to our team so we can reply. We use this information only to respond to you and arrange your care.
We don’t use website forms to collect or store medical information. Your medical and dental history is collected at the clinic and kept in your patient record in EXACT. Please don’t include detailed health information in a website form. If it’s needed, we’ll ask for it when you visit or call.
Cookies and analytics
This website uses cookies, which are small files stored on your device. Some are needed for the website to work. Others help us understand how visitors use the site, using HubSpot and Google Analytics. This tells us things like which pages are visited and how people found us. It doesn't tell us who you are.
You can choose whether to accept analytics cookies using the cookie banner, and you can clear or block cookies in your browser settings at any time.
Links to other websites
Our website links to other sites, such as our online booking system, Work and Income, and our social media pages. Those sites have their own privacy policies, and we're not responsible for how they handle your information.
Seeing and correcting your information
You have the right to ask for a copy of the personal and health information we hold about you, and to ask us to correct it if you think it's wrong.
To make a request, contact our Privacy Officer. We may need to confirm your identity first. We'll respond as soon as we can, and within 20 working days.
If we decide not to make a correction you've asked for, you can ask us to attach a statement of the correction you wanted to your records.
Contact us
If you have a question or concern about your privacy, please talk to us first. Contact our Privacy Officer:
Email: hello@colombostreetdental.co.nz
Phone: 03 337 4596
Post: 201 Colombo Street, Sydenham, Christchurch 8023
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page.