Privacy policy

Eat Nutrition Limited (trading as Essential Dietetics) is committed to keeping your information safe and to ensuring compliance with its legal obligations under the Privacy Act 2020 and the Health Information Privacy Code 2020.

This Privacy Policy sets out how we will collect, store, use, disclose and protect your personal information. If you have any questions or concerns about this privacy policy, please contact us at info@essentialdietetics.co.nz.

Personal information collected

We collect personal information that you voluntarily provide to us through this website. Personal information is any information that relates to an identifiable person. This may include:

• Name and contact details

• Any other information you provide to us via our contact form or enquiries

We may collect personal information from you directly by email, phone, or through our website.

Information automatically collected

In short, some information, such as your Internet Protocol (IP) address and browser and device characteristics, is collected automatically when you visit our website.

This information does not reveal your specific identity but may include device and usage information, such as your browser and device characteristics, operating system, language preferences, and information about how and when you use our website. This is primarily used to maintain the security and operation of our website, and for internal analytics purposes.

Use of Artificial Intelligence (AI) scribes and clinical documentation.

We are committed to providing you with the highest standard of care while protecting your privacy. To assist us in maintaining accurate, thorough, and high quality clinical records, our practice utlises an automated, secure, Artificial Intelligence (AI) clinical scribe tool; Halaxy AI Scribe.

Below is an overview of how this technology processes, stores and protects your sensitive health information, in accordance with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020.

1.Purpose and collection of information

During your consult, and only with your verbal consent, your dietetian may activate Halaxy AI Scribe. The tool securely records the audio of our conversation and transcribes the spoken words into text, and summarise clinical themes.

This is captured, and used, solely to assist the dietitian in drafting your clinical records, notes, treatment plan and letters, to you and any other healthcare professionals you allow us to share your information with. Allowing us to focus fully on you during the appointment.

2.Human oversight and professional accountability

The Halaxy AI Scribe acts strictly as a drafting assistant and does not make clinical decisions, diagnoses or treatment plans. Your dietitian retains oversight and accountability. Every summary is rigorously reviewed, edited and verified by your dietitian before being finalized into your official medical records in our practicemanagement platform; Halaxy.

3.Data security, storage, and processing

We take the security of your health data extremely serious and enforce strict boundaries regarding how the AI tool manages your information:

Your voice recordings, transcripts and final notes are not used to train, improve or develop the AI vendor’s technology or any public AI models. Your data remains your own.

The audio is deleted immediateley after the clinical summary of the appointment is created (typically within minutes).

Our AI vendor (Halaxy) stores data on highly secure servers hosted in Australia. The platform complies with stringent gloabl and local data protection laws, using industry-standard encryption both while your data is being sent and while at rest.

4.Your rights and choices

You have the absolute right to say no to the use of AI scribe. Declining will not impact the quality of your care or your relationship with your dietitian in any way.

You maintain full rights under the Privacy Act 2020 to request a copy of your finalised clinical records, or to ask for corrections to be made if you notice any inaccuracies.

Storage and security

We will take all reasonable steps to ensure your personal information is safe from loss, unauthorised use, modification, disclosure, and any other misuse. Information collected through this website is stored electronically, requiring logins and passwords, and only authorised persons are permitted to access it. We will use, disclose or retain your personal information for as long as necessary to fulfil the purpose for which it was collected, and as otherwise permitted or required by law.

How can you review, update, or delete data that we collect from you?

To request, review, update, or delete your personal information, please contact us at info@essentialdietetics.co.nz.

This Privacy Policy may be updated at any time.