Body Bequest Programme Privacy Statement

The University needs to collect the following types of personal information to assess eligibility and process registrations under the Body Bequest Programme, including to maintain contact with you (or your legal representatives) and your nominated immediate family member:

• Full name and signature
• Contact details
• Age
• NHI number (with your consent)
• Name and contact details of nominated immediate family member
• Relationship to donor
• Whether you have lived in the UK/France/Republic of Ireland between 1980 and 1996
• Name and details of your GP
• Name and details of your Dental Practitioner
• Name and details of your Hospital Specialist
• Other details that may be needed in relation to the bequest

In addition, following the death of a registered donor, the University needs to collect the following health information to assess how the donated body will be used for research and teaching purposes:

• Medical and dental information relevant to the suitability of the bequest including relating to the most recent or major medical/dental conditions, and medical/dental images (e.g. MRI, scans, x-rays)
• Medication list
• Discharge summary
• Specialist reports
• Height and weight or BMI
• Ethnicity
• Occupation

We are required to collect some of this information under the Human Tissue Act 2008. We may not be able to process or accept a bequest if we do not receive all of this information.

Human Tissue Act 2008

Health information is anonymised at the time of a donor’s death.

We collect this information directly from prospective donors / registered donors (or their legal representatives) and their nominated immediate family members when they enquire about or register for our Body Bequest Programme.

We may also collect information from third parties such as the donor’s doctor, dentist, or hospital specialist where this has been consented to (by signing Bequest Form E), and also from family members where necessary.

We will only use and process your personal and health information for the purposes of the Body Bequest Programme. This may include:

• For the administration of the Body Bequest Programme
• Maintaining and updating your records
• Communicating with you and your nominated family member, the approved funeral directors or other relevant third party (e.g. regarding cremation arrangements)
• Maintaining records to comply with the Human Tissue Act
• Assessing suitability and use of a bequest for research and teaching purposes

We may disclose your information to the following, including for the purposes of organising cremation:

• New Zealand Police, including as the Inspector of Anatomy (responsible for auditing the Body Bequest Programme)
• Funeral directors
• Births, Deaths & Marriages
• Te Whatu Ora
• Dunedin City Council
• Medical referee
• Your GP and dentist

We will not disclose your information to any other third party without your (or your legal representative’s) consent unless required to or permitted by law.

The information relating to the Body Bequest Programme is stored in a secure cloud-based data storage platform. The University has contracted HealthRFID to manage this information.

HealthRFID uses a web-based supply chain management tool called ControlPoint, which is hosted on Amazon Web Services. All steps will be taken to prevent unauthorised access to this information – for example by having restricted access and individual passwords.

Information will be retained only as long as necessary for the purposes stated above and in accordance with the University’s retention policies and applicable legislation.

In compliance with the Human Tissue Act 2008, Health (Retention of Health Information) Regulations 1996, the Public Records Act 2005 and the University of Otago’s Disposal Authority, we are required to retain some of your health information for at least 25 years.

Once there is no longer a need or obligation for the University to retain this information, we will ensure that the information is deleted, securely destroyed or de-identified.

You have the right to request a copy of the information that we hold about you. You may also ask us to correct or remove any personal or health information if you think it is incorrect.