No patient data is ever stored on our servers.
Every piece of information entered during a MyVaak session - patient name, date of birth, triage responses, and the generated clinical note - exists only in your device's sessionStorage. It is automatically erased when you close the browser tab. Nothing is transmitted to or recoverable from MyVaak's servers.
1. About Us
MyMate Limited | NZBN: 9429052964442 | Registered with the New Zealand Companies Office
Website: www.myvaak.co.nz | www.mymate.co.nz
Contact: info@myvaak.co.nz | 021 034 8850
Privacy Officer: Ajit Kumar Nair, Director, MyMate Limited
MyVaak is a free, browser-based clinical communication aid for healthcare professionals in New Zealand. It enables structured clinical assessments with patients who cannot communicate in English, using text-to-speech in the patient's native language across GP, ED, pharmacy, and specialist settings.
2. Our Commitment to Privacy
MyVaak was designed with privacy as a structural constraint, not an afterthought. Because the tool is used in clinical settings involving vulnerable patients, we made a deliberate architectural decision: patient data never touches our servers. We comply with the Privacy Act 2020, Health Information Privacy Code 2020, Consumer Guarantees Act 1993, and Fair Trading Act 1986.
3. What Data MyVaak Handles and Where
| Data Category | Examples | Where It Lives | Sent to Server? | Cleared When? |
|---|---|---|---|---|
| Patient identifiers | Name, date of birth | Device sessionStorage only | NEVER | Browser tab closed |
| Clinician name | Entered at intake screen | Device sessionStorage only | NEVER | Browser tab closed |
| Triage responses | Yes/No answers | Device sessionStorage only | NEVER | Browser tab closed |
| Generated clinical note | ABCDE summary text | Device sessionStorage only | NEVER | Browser tab closed |
| Body diagram selections | Pain location markers | Device sessionStorage only | NEVER | Browser tab closed |
| Anonymous usage stats | Language selected, timestamp | Server log (anonymised) | ANON ONLY | Retained for analytics |
| Admin credentials | Admin panel login (bcrypt hashed) | Server config (hashed) | ADMIN USE | Persistent - admin only |
4. Session Data - Your Device Only
All data entered during a MyVaak session is stored exclusively in the browser's sessionStorage. This is a browser-native, device-local store. Data is accessible only within the same browser tab that created it, is automatically and permanently deleted when that tab is closed, is never written to the device's hard drive, and is never transmitted to any external server. It cannot be recovered after the tab is closed - not by MyMate Limited, not by anyone.
For clinicians: If you need to retain the clinical note, print it or copy it before closing the browser tab. Once the tab is closed, the session data is gone. This is by design.
5. Anonymous Usage Logging
To understand how MyVaak is being used and improve the service, our server logs anonymous, aggregate data: which language was selected, whether an assessment was completed or abandoned, the session timestamp, and the numerical clinician rating submitted at the end of a session. This log does not record patient name, date of birth, any triage responses, the clinical note text, clinician name, or any identifying information. It is structurally impossible to link an anonymous log entry to a specific patient or clinician.
6. What We Do Not Collect
- Patient names, dates of birth, or any patient identifiers
- Triage responses or clinical note content
- Clinician names or staff identifiers
- IP addresses linked to clinical sessions
- Analytics platform data, advertising trackers, or third-party monitoring
- Any account-level personal data (no accounts exist)
7. Cookies and Tracking
MyVaak does not use cookies. SessionStorage (not cookies) is used for within-session state management. No persistent client-side storage of patient or clinician data is used. The admin panel uses a PHP session cookie for authentication of authorised admin users only. We do not use Google Analytics, Facebook Pixel, or any third-party tracking on any MyVaak page.
8. Third-Party Services
Web hosting: Application files are hosted on a server operated by Hostpapa Inc. (Canada). The server stores application code and anonymous usage logs only - never patient data.
Web Speech API: Text-to-speech is rendered entirely on your device using the browser's built-in speech synthesis engine. No audio or text is sent to any external API. No data leaves your device during speech playback.
There are no payment processors, email marketing platforms, CRM systems, or third-party analytics services connected to MyVaak.
9. Children and Vulnerable Patients
MyVaak may be used in clinical assessments involving children and other vulnerable patients. Because no patient data is stored on our servers, the privacy risks associated with data retention are eliminated at the architectural level. Clinicians remain responsible for complying with all applicable clinical protocols, consent requirements, and professional standards.
10. Clinical Notes - Clinician Responsibility
The clinical note generated by a MyVaak session is the responsibility of the clinician who conducted the assessment. If a clinician prints, copies, or otherwise retains a MyVaak clinical note, the clinician and their employing organisation become the data custodians of that document and are responsible for handling it in accordance with applicable privacy law, the Health Information Privacy Code 2020, and their organisation's policies. MyMate Limited has no visibility into, and no responsibility for, clinical notes once they leave the device on which they were generated.
See our Disclaimer for full details on the limitations of MyVaak as a clinical communication tool.
11. Your Rights Under the Privacy Act 2020
Because MyVaak does not retain any patient or clinician personal information on its servers, there is no personal information held by MyMate Limited that could be the subject of an access, correction, or deletion request arising from a clinical session. We hold no patient records.
If you believe MyMate Limited holds personal information about you in another capacity, contact our Privacy Officer at info@myvaak.co.nz. For privacy complaints, contact the Office of the Privacy Commissioner at www.privacy.org.nz or 0800 803 909.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. Any material change that would result in patient data being transmitted to or stored on external servers would represent a fundamental change and would be communicated clearly before taking effect.
13. Contact Us
MyMate Limited - Privacy Officer: Ajit Kumar Nair, Director
NZBN: 9429052964442
Email: info@myvaak.co.nz
Phone: 021 034 8850
See also: Terms of Service | Disclaimer
This Privacy Policy complies with the Privacy Act 2020, Health Information Privacy Code 2020, Consumer Guarantees Act 1993, and Fair Trading Act 1986 (New Zealand).
MyMate Limited | NZBN: 9429052964442