Privacy Policy
Precision AOD Solutions Ltd is committed to protecting your personal information in accordance with New Zealand law. This policy outlines how we collect, use, store, and safeguard the information entrusted to us.
Introduction
Precision AOD Solutions Ltd is committed to protecting the privacy and confidentiality of all personal information we collect, use, and hold in the course of providing our services. This privacy policy applies to all our services, including pre-sentence reports, parole reports, cultural reports, and risk assessments.
We comply with the Privacy Act 2020 and the Health Information Privacy Code 2020 (HIPC). As an agency registered under the Privacy Act, we are bound by the Information Privacy Principles and take our obligations seriously. This policy explains how we manage personal information and the rights individuals have in relation to their information.
"An agency that holds personal information must ensure that the information is protected, by such security safeguards as it is reasonable in the circumstances to take, against loss, access, use, modification, or disclosure, and against other misuse."
Information Privacy Principles (IPPs)
The Privacy Act 2020 establishes 13 Information Privacy Principles that govern how agencies collect, use, and disclose personal information. Below is how each principle applies to our practice at Precision AOD Solutions.
1 Purpose of Collection
We collect personal information only for lawful purposes connected to our functions, including forensic assessment, court reporting, and treatment planning. We collect directly from the individual where practicable and inform them of the purpose at the time of collection.
2 Source of Information
We collect personal information from the individual directly, or with their informed consent, or from authorized referrers such as Corrections, legal counsel, or the courts. We do not collect information from unauthorized or unlawful sources.
3 Collection of Information
We collect information by lawful and fair means. We inform individuals of the purpose of collection, the intended recipients of the information, and their rights under the Privacy Act, including the right to access and correct their information.
4 Manner of Collection
Information is collected through clinical interviews, psychometric testing, collateral interviews with consent, and review of relevant records. Our collection methods are not intrusive or unfair and respect the dignity and cultural background of the individual.
5 Storage and Security
We store information securely with access controls, encryption, and physical security measures. Only authorized staff who have a legitimate need to access personal information for their professional duties may do so. We regularly review our security practices.
6 Access
Individuals have the right to access their personal information under the Privacy Act. Requests can be made in writing to our Privacy Officer. We respond within 20 working days, or we will inform you if an extension is necessary under the Act.
7 Correction
Individuals can request correction of their personal information if they believe it is inaccurate, out-of-date, or misleading. If we disagree with the correction requested, we will note the request on the file and provide the individual with a statement of the correction sought.
8 Accuracy
We take reasonable steps to ensure personal information is accurate, up-to-date, complete, and not misleading before it is used or disclosed. This includes verifying information with the individual and, where appropriate, with collateral sources.
9 Retention
We retain personal information only as long as necessary for the purpose collected, or as required by law. Clinical records are retained in accordance with professional standards, typically for a period of 10 years, after which they are securely destroyed.
10 Use
We use personal information only for the purpose for which it was collected, or for a directly related purpose, or with the individual's consent, or as authorized by law. We do not use information for unrelated purposes without consent.
11 Disclosure
We disclose personal information only to authorized recipients, such as courts, the Parole Board, legal representatives, and Corrections, with appropriate protections. We do not disclose information to third parties without consent unless required or authorized by law.
12 Disclosure Outside NZ
We do not transfer personal information outside New Zealand unless the recipient is subject to privacy safeguards comparable to those under the Privacy Act 2020. Any such transfer would only occur with appropriate contractual protections in place.
13 Unique Identifiers
We do not assign unique identifiers to individuals except where necessary for our functions. Where applicable, we may use identifiers provided by other agencies, such as Corrections PRN numbers, but only in the manner in which they were provided.
Health Information Privacy Code 2020
As a health service provider, Precision AOD Solutions also complies with the Health Information Privacy Code 2020 (HIPC). The HIPC provides additional protections for health information, recognizing its sensitive nature and the importance of maintaining trust in the health sector.
The HIPC establishes rules that align with the IPPs but include specific provisions relevant to health information, such as:
- Additional safeguards for the collection and use of health information
- Specific rules for disclosure to health practitioners and support services
- Provisions for sharing information within a healthcare team for treatment purposes
- Requirements for authorizations and consent in relation to health information
We ensure that all health information collected during assessments is handled in accordance with both the Privacy Act and the HIPC, providing the highest level of protection for our clients.
"A health agency that holds health information must ensure that the information is protected, by such security safeguards as it is reasonable in the circumstances to take, against loss, access, use, modification, or disclosure, and against other misuse."
Specific Practices
Clinical Records
All clinical records are stored in secure, access-controlled systems. Electronic records are encrypted and backed up regularly. Physical records, where they exist, are kept in locked storage with restricted access. Access to clinical records is limited to authorized staff directly involved in the assessment and reporting process.
Court Reports
Our court reports contain personal information gathered during the assessment process. These reports are disclosed to the court and authorized legal representatives only. We ensure that reports are transmitted securely and that recipients understand the confidential nature of the information contained within.
AVL Assessments
Where assessments are conducted via Audio Visual Link (AVL), we take additional precautions to ensure the security of the connection and the privacy of the discussion. Recordings, if made, are stored securely and only retained for as long as necessary for the assessment purpose. Transmission of any recorded material is conducted through secure channels.
Third-Party Information
We may receive information from third parties, such as family members, employers, or treatment providers, with the consent of the individual. This information is handled with the same level of care and protection as information collected directly. We inform third-party providers of the purpose for which their information will be used.
Destruction of Records
When the retention period for records has ended, we securely destroy them to prevent unauthorized access or recovery. Electronic records are permanently deleted using secure deletion methods. Physical records are shredded or otherwise destroyed in a manner that ensures the information cannot be reconstructed.
Your Rights
Under the Privacy Act 2020, you have the following rights in relation to your personal information:
- Right to access: You have the right to request access to the personal information we hold about you. We will provide this access within 20 working days, subject to any lawful grounds for refusal.
- Right to correction: You have the right to request correction of your personal information if you believe it is inaccurate, misleading, or out-of-date.
- Right to complain: You have the right to complain to the Privacy Commissioner if you believe we have breached your privacy.
To make a privacy request, please contact our Privacy Officer using the details provided below. We will guide you through the process and respond promptly.
Privacy Officer
Precision AOD Solutions has appointed a Privacy Officer to oversee our privacy practices and handle privacy-related inquiries and requests.
Contact Our Privacy Officer
Role: Privacy Officer at Precision AOD Solutions
Email: info@precisionaodsolutions.co.nz
Phone: 021 910 007
Address: Rotorua, New Zealand
Cookies and Website Analytics
Our website does not use cookies for tracking purposes. We do not employ third-party analytics services that collect personal information about visitors. We respect your privacy while browsing our site.
Our contact form submissions are handled via Formspree, an external service provider. When you submit a form on our website, the information you provide is transmitted to Formspree for delivery to us. We encourage you to review Formspree's privacy policy to understand how they handle form submission data.
Updates to This Policy
We review this privacy policy regularly to ensure it remains accurate and compliant with current legislation. We may update this policy from time to time to reflect changes in our practices or changes in the law.
Policy Review Schedule
This privacy policy was last updated on 25 April 2026. We conduct a comprehensive review of this policy at least annually, or sooner if there are significant changes to privacy legislation or our business practices.
Making a Privacy Complaint
If you believe that we have breached your privacy rights, we encourage you to contact our Privacy Officer in the first instance. We take all complaints seriously and will investigate and respond to your concerns promptly.
If you are not satisfied with our response, you have the right to complain to the Office of the Privacy Commissioner. The Privacy Commissioner is an independent authority that investigates complaints about breaches of privacy.
Office of the Privacy Commissioner
Website: www.privacy.org.nz
Enquiries Line: 0800 803 909 (NZ only)
Address: PO Box 10-094, Wellington 6143, New Zealand
Contact Our Privacy Officer
If you have any questions about this privacy policy or wish to make a privacy request, please get in touch. We are here to help.
Contact Privacy Officer →