FAQ | Frequently Asked Questions

Privacy Policy

At Vocality, we are committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our speech language therapy services, both online and offline.

1. Information We Collect

We collect personal information that is necessary for the provision of our Speech-language Therapy services. This may include:

Personal Identification Information: Name, contact details (email, phone number), date of birth, and gender.
Health Information: Medical history, therapy progress notes, assessments, treatment plans, and other health-related details.

We may also collect information through forms, surveys, and other communication channels with our clients.

2. How We Use Your Information

We use the information we collect for the following purposes:

To provide and manage our speech language therapy services.
To maintain patient records and therapy notes.
To communicate with you regarding appointments, treatment plans, and other relevant matters.
To comply with legal and regulatory requirements.

3. How We Store and Share Your Information

Your personal information is stored securely. We do not sell, rent, or trade your personal information to third parties. However, we may share your data in the following situations:

With your consent: If you authorize us to share your information with other healthcare professionals or agencies involved in your care.
Legal and Regulatory Obligations: We may be required to disclose your information to comply with laws, regulations, or court orders.
Service Providers: We may use third-party service providers (like Splose or Heidi) to help us operate our services. These service providers are contractually obligated to protect your data and only use it for the purpose of providing services to us. Specifically:

Splose: Splose is a secure platform used to store patient files and notes. All personal information, health details, and other sensitive data are securely stored in Splose, which complies with New Zealand’s privacy and security regulations. Splose uses encryption for data transmission and storage, and implements Multi-Factor Authentication (MFA) to ensure that only authorized personnel can access your data. Splose is committed to protecting your information and adheres to strict privacy standards. For more details on how Splose handles your data, please refer to Splose’s privacy policy (available through their website).

Heidi Platform: Heidi is an AI-powered transcription service used for recording and transcribing consultations. When you engage in a consultation, your voice may be transcribed by Heidi. The transcripts are stored securely, and access is restricted to authorized personnel only. Heidi follows strict data protection protocols and is compliant with relevant privacy laws. Your personal data is anonymized to the best extent possible during the transcription process, and the service provider ensures that all transcriptions are encrypted during transmission and storage. For more information on how Heidi handles data, please refer to Heidi's privacy policy (available through their website).

Google Meet: Google Meet is used for video consultations. Any personal data shared during video calls may be processed by Google in accordance with their Privacy Policy. Google Meet encrypts communications in transit, and we ensure that meetings are scheduled securely. Please note that Google may collect metadata related to the video conferencing service (e.g., the time, date, and duration of the meeting) to improve its services. For more information on how Google handles your data, please refer to Google’s Privacy Policy.

Google Drive: We use Google Drive for storing and sharing documents, predominantly exercise handouts and patient questionnaires. Patient notes are stored via Splose. Google Drive employs encryption to protect files both in transit and at rest. While we use Google Drive to store and share your data, it is important to note that Google may have access to certain usage data in accordance with their Privacy Policy. We take steps to ensure that access to your documents is restricted to authorized personnel only. For more information on how Google handles your data, please refer to Google’s Privacy Policy.

5. Your Rights

You have the following rights regarding your personal data:

Access: You can request access to the personal information we hold about you.
Correction: You can request corrections to any inaccurate or incomplete personal information.
Deletion: You can request that we delete your personal information, subject to certain legal obligations.
Data Portability: You can request a copy of your data in a commonly used format.

To exercise any of these rights, please contact us at the details provided below.

6. Security of Your Information

We take reasonable precautions to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These include:

Using secure platforms like Splose, which offer encryption and Multi-Factor Authentication (MFA) to further secure access to your data.
Implementing internal security protocols to restrict access to sensitive data.
Regularly reviewing our practices and ensuring compliance with privacy laws.

7. Retention of Your Information

We will retain your personal information for as long as it is necessary for the purposes outlined in this policy or as required by law. If you request the deletion of your data, we will comply unless retention is required for legal or regulatory reasons.

8. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time. Any changes will be communicated to you, and the updated policy will be posted on our website with an updated effective date.

9. Contact Us

If you have any questions, concerns, or requests regarding your privacy and data protection, please contact us.

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