Patient data

What happens to the health information your clinic keeps in ManaNotes: who can see it, where it's stored, which services process it, and what's recorded when someone opens or changes it.

Last reviewed: October 2026

Your clinic's records

Clinics use ManaNotes to keep patient contact details, appointments, injuries and ACC claims, treatment notes, forms, attached files and invoices. The clinic decides what it records and who on its team can sign in.

Under the Health Information Privacy Code 2020, patients can ask a health provider to see the health information it holds about them and to have it corrected. If you're a patient, ask your clinic: it can find and export your records from ManaNotes.

Who can see patient records

Everyone who uses ManaNotes signs in to their own account, and what they can see is limited:

  • Staff see only the patients of their own clinic. A practitioner working on their own sees only their own patients.
  • A clinic with more than one location can limit staff to the patients of the locations they work at.
  • Sign-in is handled by Auth0, a dedicated identity provider.

A record of who did what

ManaNotes keeps an activity log for patients, appointments and injuries, and for clinic setup such as staff, locations, services and forms. Each entry records:

  • who made the change, and when.
  • where it came from: the practitioner app, a patient booking online, the in-app AI assistant, a connected system using the ManaNotes API, or an automatic process such as an ACC status update.
  • what changed, field by field. For long clinical text the log notes that the field changed but doesn't copy the text, so clinical narrative isn't duplicated into the log.
  • exports: downloading patients, appointments, injuries or treatments as a spreadsheet is logged with the number of records.

Opening or downloading a file attached to a patient is logged separately, with who opened it, when, and from which network address.

Attached files

Letters, referrals, PDFs and ACC forms attached to a patient are stored privately in Google Cloud Storage and never get a public link. Each time a file is opened, ManaNotes checks that the person asking belongs to the patient's clinic before sending it.

Encryption

Every connection to ManaNotes (the practitioner app, the online booking pages and the API) uses HTTPS, and plain HTTP is redirected to it. Our servers reach the database over an encrypted connection too.

The database (MongoDB Atlas) and file storage (Google Cloud Storage) are encrypted at rest: both providers encrypt all stored data by default.

Where data is stored and processed

ManaNotes is built on established cloud services. These are the ones that store or process patient information:

  • Google Cloud: the ManaNotes servers run in Google's Sydney, Australia region, and attached files are kept in Google Cloud Storage in the same region.
  • MongoDB Atlas: the database that holds patient records.
  • Auth0: staff sign-in, hosted in Auth0's Australian region.
  • Vercel: serves the web pages of the practitioner app and the booking site.
  • SendGrid (email) and ClickSend (text messages): confirmations, reminders and other messages a clinic sends its patients.
  • OpenAI: when a practitioner uses an AI feature, such as drafting notes or letters or asking the in-app assistant, the text that request needs is sent to OpenAI to produce the result.
  • TypeSafe: suggests ACC Read codes from the injury description a practitioner enters.
  • Sentry: error monitoring. When something fails, details of the failed request can be included so we can find and fix the fault.
  • ACC: claims, invoices and their status are exchanged with ACC when a clinic lodges or checks them.
  • Integrations a clinic chooses to turn on, such as Physitrack or Finger-Ink, exchange what that integration needs to work.

When our team can see your data

ManaNotes administrators can sign in as one of your practitioners, with that practitioner's access, to help with setup or a support request. Starting and stopping is logged under the administrator's own name, and every change made in the meantime records which administrator made it. In your clinic's activity history those changes show as made by “Mana Admin Team”.

Deleting, exporting and closing an account

  • Deleting a patient, appointment, injury, treatment or ACC invoice moves it to a bin rather than erasing it, so a mistake can be undone. Ask us and we'll restore it.
  • Clinics can export their patient, appointment, injury and treatment data as CSV files from Settings at any time.
  • Closing an account is done by our team rather than automatically, because New Zealand health records have to be kept and a clinic's ACC claims settled first.

Questions

If you have a question about how ManaNotes handles patient data, get in touch. If you're a patient, your clinic is the best place to start.