Privacy policy

GenNotify is operated from New Zealand. We provide an automated patient communications service for healthcare clinics using Gensolve practice management software. Contact us at hello@gennotify.co.nz.

• Clinic information: name, timezone, branding preferences, and notification settings.
• User accounts: name and email of clinic administrators.
• PMS credentials: encrypted at rest, never stored in plaintext.
• Appointment data: retrieved from your PMS to generate emails. Only appointment IDs and send timestamps are retained to prevent duplicate sends.

GenNotify connects to your practice management system to detect appointment changes. Patient details (name, appointment time, clinician) are used to generate branded emails, which are delivered via a trusted transactional email provider with TLS encryption. Only appointment IDs and send timestamps are stored to prevent duplicates. Patient names, contact details, and clinical data are not retained.

When a patient submits an intake form, GenNotify validates the submission, matches it to an existing patient in your PMS, and syncs the data back. Submission records are retained for audit purposes.

Appointment tracking records and clinic data are retained while your account is active. You can request deletion of all your data at any time by emailing hello@gennotify.co.nz or by deleting your account in the app settings.

We use trusted third-party providers for practice management system integration, transactional email delivery, intake form processing, and payment processing. These providers are selected for their security practices and appropriate data handling. We do not sell or share your data with third parties for marketing purposes.

We use functional session cookies only (login and CSRF protection). We do not use tracking cookies, advertising pixels, or third-party analytics cookies.

We comply with the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020 (HIPC).

You have the right to access, correct, or delete the personal information we hold about you. You can also lodge a complaint with the NZ Privacy Commissioner. Email hello@gennotify.co.nz to exercise any of these rights.

We use encryption in transit (TLS) and at rest for sensitive data. PMS credentials are encrypted and only decrypted at the point of use. Access is restricted to authorised systems.

We may update this policy from time to time. Material changes will be notified via email. For any questions about this policy or your data, contact hello@gennotify.co.nz.