Privacy policy
Cube Clinic is committed to protecting client privacy and handling personal and health information carefully, securely, and lawfully. This Privacy Policy explains how Cube Clinic collects, uses, stores, and shares personal information. Cube Clinic operates in New Zealand and handles personal information in accordance with the Privacy Act 2020 and the Health Information Privacy Code 2020.
Information we collect
Cube Clinic collects name, date of birth, address, email address, phone number, gender, booking information, payment information, health information, mental health information, assessment responses, questionnaire responses, informant responses, uploaded documents, clinical interview information, telehealth attendance information, report information, and communication records. Cube Clinic collects only the information needed to provide the ADHD assessment service, manage bookings, communicate with clients, complete clinical documentation, prepare reports, process payment, manage cancellation and non-attendance processes, and meet legal and professional obligations.
Why we collect information
Cube Clinic collects information to assess suitability for the service, manage bookings and appointments, send questionnaires and reminders, complete ADHD assessment, consider differential diagnosis and co-occurring factors, prepare clinical reports, communicate with clients, process payment, manage cancellation and non-attendance processes, maintain clinical records, meet legal, ethical, and professional requirements, and improve service systems and workflow.
How information is stored
Client information is stored securely using professional digital systems for practice management, assessment, clinical documentation, secure communication, cloud storage and payment processing. Access is limited to authorised personnel who need the information for their role.
Use of digital systems and AI-assisted documentation
Cube Clinic uses secure digital systems to support booking, assessment, documentation, workflow and report preparation. AI-assisted documentation tools may support clinical note-taking and report drafting where consent is provided. The purpose of AI-assisted documentation is to support accurate clinical records and allow the clinician to focus more fully on communication, the assessment and the client rather than manual note-taking. Where used, assessment session audio is processed into a temporary transcript and clinical summary. Audio is not stored. Transcripts are temporary and are typically deleted. The clinical summary may be saved as part of the clinical record. Cube Clinic uses providers that employ secure encrypted systems and appropriate privacy and security safeguards. AI-assisted documentation does not make clinical decisions. The psychologist remains responsible for clinical interpretation, diagnosis, report content and final sign off. Clients may decline or withdraw consent for AI-assisted documentation.
Who may access information
Information may be accessed by the Clinical Director, Dr Clare Richardson, authorised clinical staff, authorised administrative staff, contracted support staff where required for service delivery, professional supervisors or consultants where clinically appropriate, and digital service providers used to operate the service. Administrative access is limited to what is required for booking, workflow, document handling, and communication.
When information may be shared
Cube Clinic keeps client information confidential except where sharing is authorised by the client, required for the assessment process, required for payment or administration, required by law, necessary to prevent serious risk of harm, required by a court order or legal obligation, needed for professional supervision or consultation, or needed to communicate with another health professional involved in the client’s care where appropriate and permitted. If Cube Clinic becomes concerned about a serious and immediate risk to the safety of the client or another identifiable person, information may need to be shared with appropriate support services, emergency services, or relevant professionals in accordance with legal, ethical, and professional obligations. Cube Clinic does not sell client information.
GP and other health professional communication
Cube Clinic may provide assessment information to a GP, psychiatrist, or other health professional if requested or authorised by the client, or where clinically appropriate and legally permitted. If the client does not want information shared with a GP or other provider, they should advise Cube Clinic in writing.
Informant information
Informant information is collected for assessment purposes. Informants are told that their information will be considered as part of the assessment. Informant responses may be summarised in the clinical report where relevant.
Uploaded documents
Clients may upload supporting documents such as school reports, previous assessments, medical letters, workplace documentation, medical records, or other relevant records. Uploaded documents are optional unless specifically requested by the clinician. These records are stored securely and reviewed where clinically relevant.
Access and correction
Clients have the right to request access to their personal information and to request correction of information they believe is inaccurate. Requests should be made in writing.
Website and cookies
Cube Clinic may collect basic website analytics to understand website use and improve the service. If cookies or tracking tools are used, this should be disclosed on the website.
Questions or concerns
Questions about privacy can be directed to Cube Clinic using the contact details on the website.