AnaesFlow Privacy Policy

1. Purpose of AnaesFlow

AnaesFlow is anaesthetic practice-management software designed to assist authorised clinicians with clinical documentation, theatre-list management, invoicing, prescriptions, workflow management and quality-improvement activities.

AnaesFlow supports clinical practice but does not replace professional judgement or the clinician’s legal and professional responsibilities.

2. Information processed by the application

Depending on how AnaesFlow is used, the application may process:

• Patient identity and contact details
• National Health Index numbers
• Dates of birth and demographic information
• Clinical assessments, allergies and medical history
• Procedure and anaesthetic information
• Medications and prescriptions
• Healthcare-provider and facility information
• Billing, funding and invoice information
• Clinician account and professional details
• Application activation, version and operational-status information

Only information reasonably required for the selected functions should be entered into AnaesFlow.

3. Storage of clinical information

AnaesFlow is designed primarily as a locally controlled clinical record. Clinical information is stored on devices and in storage locations selected or configured by the authorised clinician or healthcare practice.

Where optional device synchronisation, backup or rapid-transfer features are enabled, information may be securely transferred between the clinician’s authorised devices or storage services. The clinician or practice is responsible for controlling access to those devices and services.

AnaesFlow’s website does not maintain a central copy of the clinician’s complete patient records.

4. Website and account information

The AnaesFlow website may collect and retain information needed to:

• Register and administer user accounts
• Issue and validate activation codes
• Manage subscriptions and software access
• Provide support
• Deliver service and security communications
• Monitor software versions and operational reliability

This may include the user’s name, email address, organisation, subscription status, application version and privacy-limited operational events.

Patient clinical records, clinical notes, medications and other detailed clinical content are not collected for product analytics.

5. Patient experience surveys

Where a clinician chooses to send a patient-experience survey, the patient’s email address is used only to deliver and manage the invitation.

Survey responses are designed to be anonymous and are kept separate from the patient’s clinical record. The questionnaire does not request the patient’s name, NHI number or other direct identifiers. Participation is voluntary and does not affect the patient’s care.

6. How information is used

Information is processed only for legitimate purposes associated with:

• Providing the functions requested by an authorised user
• Maintaining clinical and administrative records
• Supporting device synchronisation and backup where enabled
• Producing invoices, prescriptions and reports
• Operating accounts, subscriptions and software activation
• Maintaining security, reliability and audit history
• Providing anonymous or aggregated quality-improvement information

AnaesFlow does not sell personal or health information.

7. Disclosure

Information may be disclosed only where:

• The authorised clinician directs or enables the disclosure
• It is required for patient care, billing or another authorised healthcare purpose
• It is required by law
• It is necessary to operate a service selected by the user
• A service provider is acting under appropriate privacy and security obligations

Clinicians remain responsible for ensuring that their collection, use and disclosure of patient information is lawful and appropriate.

8. Security

AnaesFlow uses technical and organisational safeguards intended to protect information against unauthorised access, loss, misuse or alteration. Users must also protect their devices, passwords, activation credentials, backups and connected storage accounts.

No electronic system can guarantee absolute security. Suspected privacy or security incidents should be reported promptly.

9. Retention and deletion

Clinical-record retention is controlled by the clinician or healthcare practice and must comply with applicable clinical, legal and professional requirements.

Website account and operational information is retained only for as long as reasonably necessary to provide the service, meet legal obligations, resolve disputes and maintain security and audit records.

10. Access and correction

Individuals may have rights to request access to or correction of their personal or health information.

Requests concerning a patient’s clinical record should normally be directed to the clinician or healthcare practice responsible for that record. Requests concerning information held directly by AnaesFlow may be sent to the contact address below.

11. Changes to this policy

This policy may be updated when AnaesFlow’s functions, legal obligations or information-handling practices change. The current version will be published with its effective date.

12. Contact

You may also contact the Office of the Privacy Commissioner in New Zealand.