Vital Balance Polices

Health Intake Forms - Before Your Appointment

To make sure your treatment is safe, effective, and truly tailored to you, we ask all clients to complete a health intake form before their appointment.

New clients

If you’re visiting us for the first time, you’ll need to fill out a health intake form before your treatment begins. This gives us a clear understanding of your current health, so we can support your body in the best possible way. Keeping your information up to date
We ask that your health information is updated every two years, or sooner if anything changes. If you’ve had any new injuries, diagnoses, or changes in how your body is feeling, please let us know — even if it seems small. It all helps us take better care of you.

Pregnancy

If you are pregnant, we’ll ask you to complete a specific pregnancy form at the start of your treatment journey with us. This ensures your care is appropriate for each stage of pregnancy.

Cancer care / oncology treatments

If you have a current or recent cancer diagnosis, we’ll provide a specialised oncology form prior to treatment. This allows us to tailor your session safely and respectfully to where you’re at.

A gentle note

We’re here to support you, not to overwhelm you with paperwork. These forms simply help us understand what your body needs, so you can relax knowing you’re in safe hands.

Our Commitment to Your Privacy

At Vital Balance, we are committed to protecting your privacy and handling your personal information with care, respect, and transparency.

This Privacy Policy explains how we collect, use, store, and share personal information when you interact with us. This includes when you:

• Visit our website

• Book or receive treatments at Vital Balance

• Purchase products or services

• Contact us via phone, email, social media, or online forms

• Interact with our digital platforms

We collect and manage personal information in accordance with the Privacy Act 2020 and guidance from the Privacy Commissioner of New Zealand.

By using our website, booking treatments, purchasing products, or communicating with us, you acknowledge and accept the practices described in this Privacy Policy.

If you do not agree with this policy, you should not use our website or services.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or privacy practices.

When updates occur, we will publish the updated version on our website and revise the Effective Date.

Information We Collect

We collect personal information that is necessary to provide safe and effective treatments and to operate our business.
This information may include:

Contact Information

• Name

• Email address

• Phone number

• Postal address

Health Information

For massage, bodywork, and skin treatments we may collect relevant health information such as:

• Medical history relevant to treatment

• Current injuries or conditions

• Medications

• Physical limitations or sensitivities

• Treatment notes recorded by our therapists

This information allows our therapists to provide treatments safely and appropriately.

Demographic Information

• Age

• Gender (if voluntarily provided)

Booking and Payment Information

• Appointment history

• Billing information

• Payment records

Note: Vital Balance does not store full credit card details.

Website and Device Information

When visiting our website we may collect:

• IP address

• Browser type

• Device information

• Website usage data

• Cookies and similar technologies

Other Information

Any additional information you voluntarily provide through:

• Client consultation forms

• Surveys

• Emails or messages

• Conversations with our therapists or staff

How We Use Your Information

We use personal information to:

• Provide massage, bodywork, facial, and wellbeing services

• Maintain accurate treatment records

• Communicate with you about appointments

• Process payments

• Improve our services and client experience

• Send appointment reminders or important service updates

• Send marketing communications (only if you have consented)

• Maintain clinic safety and professional standards

Sharing Your Information

Vital Balance respects your privacy and only shares personal information when necessary.

Your information may be shared with:

Service Providers

We may use trusted third-party providers who help operate our business, such as:

• Booking systems

• Payment processors

• Website platforms

• Email communication tools

These providers only receive the information necessary to perform their services and are required to protect your information.

Health Professionals

If necessary and with your consent, we may share relevant information with other health practitioners involved in your care.

Legal Requirements

We may disclose personal information if required by law, such as:

• Court orders

• Legal investigations

• Compliance with regulatory obligations

Your Privacy Rights

Under the Privacy Act 2020, you have the right to:

• Request access to the personal information we hold about you

• Request correction of inaccurate information

• Withdraw consent for certain uses of your information

• Opt out of marketing communications

You may unsubscribe from marketing emails at any time using the unsubscribe link or by contacting us.

Cookies and Website Tracking

Our website may use cookies and similar technologies to:

• Improve website performance

• Understand how visitors use our site

• Personalise your browsing experience

• Support advertising or marketing campaigns

Most browsers allow you to control or disable cookies through your browser settings. Disabling cookies may affect how some parts of our website function.

Protecting Your Information

We take reasonable steps to protect your personal information from:

• Loss

• Misuse

• Unauthorised access

• Disclosure or alteration

This includes secure digital systems and restricted access to client records.

Contact Us

If you have questions about this Privacy Policy or how your personal information is handled, please contact us.

Vital Balance
Email: info@vitalbalance.co.nz
Phone: 07 8552665
Address:

Unit 12 9 Lynden Court
Chartwell
Hamilton - NZ

If you believe your privacy rights have been breached, you may also contact the Privacy Commissioner of New Zealand.