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VIRTUAL BLUE PRIVACY STATEMENT

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Last updated: August 2025

 

Privacy Snapshot

We value your privacy and collect only the personal information needed to provide our services, such as healthcare bookings, AI tools, and process automation. We protect your data with strong security measures, share it only with necessary service providers (like healthcare providers), and never sell it. Booking data is securely deleted after appointments are confirmed. For details, read our full Privacy Statement below.

 

We are committed to protecting the privacy and security of personal information entrusted to us. Our philosophy prioritises minimal data collection and we do not monetise your data. This Privacy Statement outlines how we collect, use, share, and safeguard your personal information across our services, ensuring clarity and compliance with applicable privacy laws, including New Zealand’s Privacy Act 2020.

 

About Our Services

We provide technology-driven services, enabling efficient solutions such as appointment scheduling, automated communications, data analytics, and process automation. This Privacy Statement applies to all users of our services, including individuals and organisations.

 

 

Information We Collect

We collect personal information only when necessary to provide our services or meet legal obligations. The types of information depend on the nature of your interaction with us.

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For Individuals

To deliver our services, we may collect:

  • Name and contact details (e.g., email address, mobile number): To facilitate service delivery and communications, such as appointment reminders or AI interactions.

  • Demographic information (e.g., date of birth, postcode): To personalise services, such as recommending nearby facilities.

  • Service-specific data: For example, health-related details for appointments (e.g., referral forms, procedure details, safety screening responses) or user preferences for automated processes.

  • Usage data: Information on how you interact with our services (e.g., website navigation or AI query patterns) to improve functionality. We do not use cookies or similar technologies for this purpose.

  • Non-personal data: Data such as IP addresses or approximate location (e.g., city/area) collected through website requests to monitor traffic and improve user experience.

 

If you provide information on behalf of someone else, you must confirm you have their consent.

 

For Organisations

For organisations using our services, we may collect:

  • Contact details (e.g., name, email, phone number): To manage relationships and deliver services.

  • Operational data: Information needed to integrate our services with your systems (e.g., process automation configurations or datasets for analytics).

  • Contractual and billing information: To manage agreements and payments.

 

We do not collect sensitive personal information from organisation representatives unless directly relevant to the services provided.

 

How We Use Your Information

We use the information we collect to:

  • Deliver services, such as processing bookings, powering AI interactions, generating analytics, or automating processes.

  • Communicate with users, including sending reminders, updates, or feedback requests.

  • Analyse data to improve our services and optimise performance, using anonymised data where possible.

  • Support organisations by integrating our technologies into their operations.

  • Comply with legal and regulatory obligations, including those under New Zealand’s Privacy Act 2020.

 

When We Share Your Information

 

We only share personal information when necessary to deliver our services or comply with legal requirements. 

 

For Individuals

  • Personal information may be shared with service providers (e.g., healthcare providers for appointments) to fulfil service requests. Their use of your information is governed by their own privacy policy.

  • Data may be processed by secure third-party platforms (e.g., Microsoft Azure for storage) to enable functionality, under strict confidentiality agreements.

  • Anonymised or aggregated data may be used for analytics or service improvement, ensuring no individual can be identified.

 

For Organisations

  • We share operational data with your organisation as needed to deliver contracted services.

  • We may engage third-party service providers (e.g., cloud hosting or payment processors) to support service delivery, under strict confidentiality agreements.

 

We do not sell or disclose personal information to third parties for marketing purposes.

 

Storing and Safeguarding Your Information

We store all data on secure, industry-standard cloud platforms (e.g., Microsoft Azure) with robust security measures, including:

  • Data encryption: Personal information is encrypted during storage and transmission.

  • Secure systems: Firewalls and access controls protect against unauthorised access.

  • Access management: Only authorised personnel and approved third parties can access personal information, subject to strict validation.

  • Data minimisation: We retain personal information only for as long as necessary to deliver services or meet legal requirements. For example, booking data is securely deleted after appointments are confirmed, though anonymised data may be retained for statistical analysis. Any exceptions (e.g., legal compliance) are clearly documented.

 

Your Rights and Choices

Under New Zealand’s Privacy Act 2020, you have the right to:

  • Access your personal information.

  • Request correction of inaccurate data.

  • Request deletion or restriction of data processing, subject to legal obligations.

  • Object to certain data uses or request data portability.

 

To exercise these rights:

  • Individuals: Contact the relevant service provider (e.g., healthcare provider) directly for post-service data, or contact us as outlined below.

  • Organisations: Contact us to review or update your organisation’s information.

 

Handling Complaints

If you have concerns about our privacy practices or suspect a data breach, please contact us as outlined below. We will respond within 20 working days. You may also escalate complaints to the New Zealand Office of the Privacy Commissioner (https://www.privacy.org.nz).

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Contacting Us

For questions about our privacy practices or to exercise your rights, please:

  • Email: privacy@virtualblue.co.nz

  • Write to: The Privacy Officer, Virtual Blue Limited, Level 9, 45 Queen Street, Auckland 1010, New Zealand

 

Updates to This Privacy Statement

We may update this Privacy Statement to reflect changes in our operations or legal requirements. Updates will be posted on our website, with the “Last updated” date revised accordingly.

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