Your privacy

Who this is about

This covers the Milk Orthodontics patient app, and the forms and online smile assessments you may fill in on this site. It is written for the families who use them.

The app runs on Hey32, the software Milk Orthodontics uses to run the practice. Your clinic decides what goes into it and what happens to it. Hey32 holds it for the clinic and uses it for nothing of its own.

What the app holds

Only what is needed to run your child’s care with your clinic.

• Your name, and the mobile number or email address your clinic has for you. That is what you sign in with.
• Your child’s name, and the treatment information your clinic already holds for them: where they are up to, when they are next in, and the documents the clinic has sent you.
• Anything you write to the clinic in the app, and any photo, video or voice note you send with it.
• Requests to move an appointment: which days would suit you, and whether you would rather morning or afternoon.
• Photos you send for a Smile Check between visits, and photos you send with an online smile assessment before you are a patient.
• Which phones and tablets are signed in, a short name for each, and when each was last used.
• Whether you have turned notifications on for a device.
• The internet address and browser a sign-in came from, kept as part of the security trail so the clinic can see an account being used from somewhere it should not be. It is not used to work out where you are.

What it does not hold

• No card or bank details. Payments never run through the app, and card details are only ever typed on the payment provider’s own page, never on ours.
• No advertising, and no tracking for advertising. Nothing here is sold, rented or passed to anybody for marketing.
• No location, no address book, and no use of your camera or microphone beyond a photo or a recording you choose to send.

What it is used for

Running your child’s care with your clinic, and nothing else: showing you what the clinic has recorded, carrying messages between you and the team, telling you when something is waiting, and letting you ask to move an appointment.

Every decision about your child’s treatment is made by the clinical team. Nothing here decides anything about their care.

Who can see it

You, and the staff at Milk Orthodontics. That is the whole list.

Another clinic using the same software cannot see any of it. Every record carries the clinic it belongs to and every read is limited to that clinic, so there is no view in which two practices’ families appear together.

What you write to the clinic is encrypted before it is stored, under a key held for your clinic alone. A copy of the database, or a backup of it, carries your message as an unreadable block rather than as words.

A small number of technology suppliers hold this information for us, for hosting the app, sending texts and sending email. They act only on our instructions and may not use it for anything of their own.

How long it is kept

• Messages between you and the clinic stay on your child’s record, along with anything you sent with them. They are part of the care record, so they are not deleted.
• Photos sent with an online smile assessment, before anybody becomes a patient, are deleted 30 days after you send them. The date is fixed when you send them, so a later change to the clinic’s settings cannot quietly extend it.
• A Smile Check the clinic has asked for and you have not sent stops working after 30 days.
• A sign-in code lasts 10 minutes. An invitation link lasts 7 days.
• A signed-in device stays signed in for up to 180 days and then asks for a new code. Signing out, or your clinic revoking a device, ends it at once and deletes that device’s notification settings.
• Health records are kept for as long as New Zealand law requires us to keep them, counted from the last time your child was seen. We can tell you what that period is if you ask.

Seeing it, correcting it, or having it deleted

You can ask to see what your clinic holds about you and your child, ask for anything wrong to be put right, and ask for it to be deleted.

You can start deletion yourself from inside the app, under Your account, or by contacting the clinic. There is a page setting out exactly what is removed and what a clinic has to keep.

How to reach us

Ring or email Milk Orthodontics on (09) 520 1880 or hello@milkorthodontics.co.nz.

If you are not happy with how your information has been handled, tell the clinic first. If that does not settle it, you can take it to the Office of the Privacy Commissioner. The practice trades as Smile Logic Limited.

Deleting your information

How to have your information deleted