Sleep Study Service Terms, Conditions & Agreement

Sleep Study Service Terms, Conditions & Agreement

1. Service Overview

This agreement outlines the comprehensive terms and conditions for Sleepco's home sleep study services. Our commitment is to provide professional-grade sleep assessment services in the comfort of your home, using state of the art testing devices and sophisticated analysis systems. Note: Sleepco is not a medical practice and does not provide medical diagnoses or treatment. Our role is to facilitate the collection of sleep data and produce a technical report based on that data, which must be interpreted by a qualified healthcare provider.
By proceeding with a sleep study order, you acknowledge and agree to this agreement.

1.1 Scope of Services

We offer two primary types of at-home sleep studies, each designed to meet different diagnostic needs:
  • Level 3 At-Home Polysomnographic Sleep Study - Comprehensive cardiorespiratory sleep assessment measuring airflow, respiratory effort, blood oxygen levels, heart rate, body position, and snoring. Capable of differentiating obstructive and central apnoea events.
  • Level 4 Oximetry Screening Sleep Study - Blood oxygen and heart rate screening study providing an initial assessment of sleep-disordered breathing patterns.
  • Automated report analysis and technical reporting services - Reports are generated using vendor-developed and Anthropic-powered software systems, with mandatory manual review by a medical technologist.

Study Protocol - Three Consecutive Nights

Each sleep study is conducted over three consecutive nights to ensure accurate and representative data collection. This multiple-night approach accounts for night-to-night variability in sleep patterns, improves diagnostic confidence, and provides more reliable results than single-night recordings.

Important - Technical Report, Not a Diagnosis

Sleepco uses advanced, state of the art software and a structured review process to generate sleep study reports that are designed to meet or exceed Australasian Sleep Association (ASA) technical standards. Sleepco does not employ sleep physicians, sleep specialists, medical doctors, or PSG technologists. Our role is limited to producing a high quality technical report based on your recorded data. The report itself is not a medical diagnosis or prescription and must be interpreted by a qualified doctor or sleep specialist, who remains solely responsible for all clinical decisions and treatment.

1.2 Equipment Provision

Sleepco provides all necessary equipment for your sleep study, including:
  • Professional-grade calibrated recording devices (VentMedLVL3 for Level 3; Viatom O2 Max for Level 4)
  • Required sensors and attachments (nasal cannula, chest belt, and finger sensor as applicable per study type)
  • Comprehensive written setup instructions and sleep diary
  • Sanitisation supplies and protocols
  • Secure return packaging
Note: Equipment photos displayed on the Sleepco website are for demonstration purposes only. The specific hardware provided for your study may vary from images shown.

2. Analysis Methodology & Report Generation

Sleepco's sleep study reports are generated using a combination of vendor-developed automated scoring systems and Anthropic-powered software, applying standardised scoring criteria and advanced pattern recognition to analyse your raw sleep data. All automated analysis undergoes mandatory manual verification by a qualified medical technologist before a report is finalised and released.

Analysis Process Overview

  • Step 1 - Data collection: Raw physiological data is recorded by calibrated clinical-grade monitoring equipment over three consecutive nights.
  • Step 2 - Automated scoring: Vendor-developed software algorithms apply standardised scoring criteria to identify respiratory events, oxygen desaturation episodes, cardiac parameters, body position data, and other clinically relevant findings.
  • Step 3 - Report generation: Anthropic-powered software synthesises the scored data into a structured technical report, including clinical correlations, pattern analysis, and suggested areas for clinical discussion.
  • Step 4 - Technologist review: A qualified medical technologist manually reviews the automated output for accuracy, data quality, and clinical relevance prior to finalisation.
  • Step 5 - Delivery: The finalised technical report is delivered to the client, typically within 24-72 hours of data receipt.

2.1 Software Systems Used

Sleepco utilises the following software systems in report production:
  • Vendor-developed automated scoring software - Applies standardised respiratory event scoring criteria consistent with Australasian Sleep Association (ASA) and AASM guidelines.
  • Anthropic-powered report generation software - Synthesises scored data, identifies patterns, correlates clinical history, and produces the structured narrative report under technologist supervision.
  • Cardiorespiratory ensemble algorithms - Where applicable (Level 3 studies), weighted ensemble methods are used to estimate sleep architecture from cardiorespiratory surrogate markers. These estimates carry known accuracy limitations and are supplementary only (see Section 10).

2.2 Technologist Review

All reports are reviewed prior to delivery by a medical technologist holding at least a Bachelor of Health Science (BHSc). The technologist's review ensures data accuracy and quality, and covers:
  • Signal quality and data integrity assessment across all recording nights
  • Verification of automated event scoring accuracy
  • Review of oxygen saturation data and artefact identification
  • Confirmation that technical findings are consistent with available clinical history
  • Overall report quality assurance prior to finalisation

Important - Scope of Technologist Review

The medical technologist's review is a technical quality assurance process focused on data quality and report accuracy. The technologist verifies that the software generated findings are consistent with recorded signals and applicable standards but does not provide a clinical diagnosis or medical opinion. The technologist does not act as a treating clinician and does not provide medical advice. All clinical interpretation, diagnosis, and treatment decisions must be made by a qualified physician or sleep specialist, who should review this report alongside other clinical information.

3. Equipment and Bond Requirements

To ensure the quality and longevity of our sleep study equipment, we maintain strict equipment handling protocols and bond requirements.

Bond Information

A refundable bond is required for all sleep studies to cover the cost of the monitoring equipment while in your possession:

  • Level 3 Polysomnographic Study: Bond amount specified at the time of booking.
  • Level 4 Oximetry Screening Study: $350.00 NZD.

All bond payments are processed and maintained in New Zealand Dollars (NZD). International customers should be aware that the amount received upon bond return may differ from the original payment amount due to exchange rate fluctuations, regardless of payment method used.

3.1 Bond Waiver Options

Clients may qualify for a bond waiver by providing all of the following identity verification documents:
  • Two current proof of address documents
  • Valid New Zealand passport copy
  • Current New Zealand driver's licence copy

3.2 Equipment Care Requirements

The client is responsible for the safe custody and proper care of all Sleepco equipment from the time of receipt until return. This includes:
  • Following all provided care and handling instructions
  • Maintaining equipment cleanliness using supplied sanitisation materials
  • Reporting any technical issues, malfunctions, or damage to Sleepco promptly
  • Secure storage between nightly uses
  • Returning all components in their original condition

3.3 Damage and Loss Liability

By proceeding with a sleep study order, the client accepts full responsibility for any damage caused to equipment while in their possession. If equipment is damaged or lost, the client agrees to be invoiced and to pay for all resulting costs or losses. Return delivery costs are the responsibility of the client.

4. Financial Terms

Our financial terms are designed to be transparent and fair while protecting both parties' interests. All prices are inclusive of applicable taxes unless otherwise stated.

Payment Processing Fees

Non-refundable merchant processing fees apply to all card-based transactions:

  • Standard credit/debit cards (Visa, Mastercard, Shop Pay): 2.7%
  • Premium cards (American Express): 3.0%
  • International cards: 3.5%
  • Direct bank transfer: No processing fees (preferred method)

Accepted Payment Methods

  • All major credit and debit cards accepted (Visa, Mastercard, AMEX)
  • Direct bank transfer (preferred method - no processing fees)
  • EFTPOS available for in-person payments
  • PayPal for secure online transactions
  • Buy now, pay later options (AfterPay, Laybuy)
  • Cash payments accepted for in-person transactions

Price Match Guarantee

We offer a competitive price match guarantee:
  • 5% better than any in-stock NZ competitor price
  • Must be for an identical service or product
  • Valid for 7 days from quote date

5. Medical Disclaimer and Scope of Services

Important Medical Notice - Please Read Carefully

Sleepco is not a medical practice. Sleepco does not employ sleep physicians, sleep specialists, respiratory physicians, or medical doctors of any kind.

Sleep study reports are technical documents produced by automated analysis software (vendor-developed systems and Anthropic-powered software) and reviewed for accuracy and data quality by a qualified medical technologist. These reports do not constitute a medical diagnosis, clinical assessment, or treatment prescription.

All findings, observations, and considerations contained in a Sleepco report are provided solely to facilitate informed discussions with your healthcare provider. Any and all clinical decisions - including diagnosis of sleep disorders, initiation of treatment, prescription of CPAP/APAP/BiPAP therapy, surgical referral, or other therapeutic interventions - remain the exclusive responsibility of a qualified physician or sleep medicine specialist.

5.1 What Our Reports Provide

Our technical reports provide:
  • Objective measurement data from calibrated monitoring equipment (respiratory events, oxygen saturation, heart rate, body position, and other recorded parameters)
  • Automated analysis and classification of respiratory events using standardised scoring criteria
  • Technical interpretation and clinical correlations based on recorded data and questionnaire responses
  • Suggested areas for clinical discussion with your healthcare provider
  • General information about treatment options relevant to the findings (for general information only and not a treatment prescription)

5.2 What Our Reports Do Not Provide

  • A formal medical diagnosis of any sleep disorder
  • Clinical interpretation equivalent to that provided by a sleep physician or respiratory specialist
  • A prescription or formal recommendation for specific medical treatment
  • A substitute for in-laboratory (Level 1 or Level 2) polysomnography where clinically indicated

5.3 Level 3 Study - Technical Scope and Limitations

The Level 3 at-home polysomnographic study provides comprehensive cardiorespiratory monitoring. Clients should be aware of the following inherent limitations of Level 3 home sleep studies:
  • No EEG sleep staging: AHI is calculated based on total recording time rather than confirmed sleep time, which may underestimate true severity compared to laboratory studies.
  • Cannot detect arousals: Respiratory effort-related arousals (RERAs) detected by the Level 3 device are estimates only; true RERA scoring requires EEG confirmation.
  • Cannot assess non-respiratory sleep disorders: Conditions such as periodic limb movement disorder (PLMD), insomnia, and parasomnia behaviours cannot be formally evaluated without EEG and EMG monitoring.
  • Estimated sleep architecture: Where hypnogram data is included in the report, it is derived from cardiorespiratory surrogate markers using ensemble algorithms. Published accuracy for this method is 70-78% for 3-class staging and is supplementary only - not equivalent to formal EEG-based sleep staging.
  • Home environment variability: Sleep patterns in a home environment may differ from those in a clinical sleep laboratory, and equipment displacement or sensor movement may affect data completeness.
  • False negatives: Some patients with sleep apnoea may record normal or near-normal results on Level 3 testing. A normal Level 3 result does not exclude sleep apnoea; full in-laboratory polysomnography may be required for definitive diagnosis in complex cases.

5.4 Level 4 Study - Technical Scope and Limitations

The Level 4 oximetry screening study primarily monitors blood oxygen levels and heart rate. Clients should be aware of the following limitations:
  • Screening tool only: The Level 4 study is an initial screening assessment and cannot provide the same diagnostic accuracy as Level 1, 2, or 3 studies.
  • Cannot differentiate apnoea types: The Level 4 study cannot reliably distinguish between obstructive, central, and mixed apnoea events.
  • No airflow or respiratory effort measurement: Without nasal airflow and thoracic effort channels, direct measurement of breathing events is not possible.
  • Cannot detect the full range of sleep disorders. Many conditions require additional physiological monitoring beyond oximetry for detection.
  • A Level 3 study is strongly recommended for individuals with a higher clinical suspicion of sleep apnoea, cardiac conditions, or complex symptom presentations.

5.5 PAP Device Guidance

Where study findings are consistent with obstructive sleep apnoea, Sleepco's technical report may include general information about PAP therapy options. This information is for general guidance only and is not a prescription or personalised treatment plan. It may include:
  • General device type information (CPAP, APAP, BiPAP, ASV) relevant to recorded findings
  • General mask style considerations
  • General comfort and usage information
PAP therapy prescriptions and formal pressure settings must be determined by a qualified physician or sleep specialist. Sleepco does not prescribe or formally recommend specific PAP therapy settings.

6. Client Responsibilities

The accuracy and clinical value of your sleep study depends significantly on proper preparation, honest reporting, and compliance with study guidelines.

Study Preparation Requirements

  • Follow all pre-study setup instructions carefully and completely
  • Maintain your regular sleep schedule throughout the study period
  • Complete all questionnaires and the sleep diary accurately and thoroughly each night
  • Report any relevant medical conditions, recent illness, or changes in health status
  • Avoid caffeine and alcohol before each study night
  • Charge all device components before each night's recording
  • Ensure all sensors are securely attached using the supplied taping materials

6.1 Required Disclosures

To ensure your report is clinically meaningful, clients must accurately disclose:
  • All current medications (including prescription, over-the-counter, and as-needed medications)
  • All supplements currently in use
  • Sleep aids and their frequency of use
  • Typical alcohol and caffeine consumption patterns
  • Any substances that might affect sleep architecture or breathing
  • Any sleep dependencies (e.g., specific medications or environmental conditions required for sleep)
  • Known cardiac conditions, respiratory conditions, or neurological conditions

Sleep Diary Compliance

The sleep diary is an essential component of the study. It enables the technologist to contextualise the recorded data and identify potential artefacts caused by equipment displacement, unusual sleep behaviour, or environmental disturbances. Please complete the diary for each night, noting:

  • Estimated time of getting into bed and lights out
  • Estimated sleep onset and wake times
  • Number and approximate timing of overnight awakenings
  • Any sensor displacement events and the time they occurred
  • Any unusual events, discomfort, or disturbances during the night

7. Data and Privacy Protection

Sleepco maintains strict data protection protocols to ensure the security and confidentiality of your personal and health information. All data is handled in accordance with the New Zealand Privacy Act and applicable health information privacy standards.

Data Security Measures

  • Enterprise-grade encryption for all stored and transmitted data
  • Secure data transmission protocols during software analysis
  • Access restricted to authorised clinical and technical staff only
  • Regular security review and updates

7.1 Video and Audio Recording (Level 3 + Video Channel)

For studies that include the optional synchronised video and audio channel:
  • All recordings are encrypted and stored securely in accordance with applicable privacy legislation
  • Recordings are accessible only to authorised Sleepco clinical and technical staff
  • Recordings are used solely for diagnostic and quality assurance purposes
  • Recordings are managed and retained in accordance with Sleepco's data retention and privacy policy
  • Clients may request information about their recordings in accordance with their rights under the New Zealand Privacy Act

7.2 Privacy Compliance

Our privacy practices comply with:
  • New Zealand Privacy Act requirements
  • Health information privacy codes
  • International data protection standards as applicable

7.3 Use of Automated Analysis Software

By proceeding with a sleep study, clients acknowledge and consent to their raw sleep data and clinical history being processed by Sleepco's vendor-developed automated scoring software and Anthropic-powered report generation software for the purpose of producing the sleep study report. This processing is performed under the supervision of a qualified medical technologist and in accordance with Sleepco's privacy policy.

8. Cancellation and Refunds

Cancellation Policy

We understand that circumstances may change. Our cancellation policy is designed to be fair while reflecting the costs incurred in study preparation and equipment dispatch:

  • For card payments (credit/debit), refunds exclude non-refundable merchant processing fees (2.7-3.5%)
  • Full refund of the service fee is available for direct bank transfer payments where equipment has not yet been dispatched
  • Bond is fully refunded upon cancellation (provided equipment is returned in original condition) regardless of payment method
  • Written cancellation notice is required
  • Cancellations after equipment dispatch may be subject to return shipping costs

Payment Processing Fees Summary

Non-refundable merchant processing fees apply to card payments:

  • Shop Pay / Visa / Mastercard: 2.7%
  • Premium cards (AMEX): 3.0%
  • International cards: 3.5%
  • Direct bank transfer: No processing fees

8.1 Study Interruptions

If your study is interrupted due to equipment malfunction, illness, or other circumstances:
  • Contact Sleepco as soon as possible
  • Document the reason for interruption in your sleep diary
  • The study period may be extended if clinically necessary and operationally feasible
  • Alternative arrangements can be discussed on a case-by-case basis

Bond Refund Processing

Bond refund amounts are determined by:

  • Equipment condition upon return - damage or missing components will be deducted
  • Timeliness of return following study completion
  • Completeness of the equipment set returned
  • Outcome of damage assessment

9. Quality Assurance

Our quality assurance programme ensures reliable and accurate sleep study results through multiple layers of validation, combining automated analysis with manual technologist review.

Quality Control Process

  • Three-night recordings to capture night-to-night variability and maximise data reliability
  • Automated data quality checks applied by vendor software during initial processing
  • Signal quality scoring with identification and documentation of artefact periods and sensor displacement events
  • Mandatory manual review by a qualified medical technologist prior to report finalisation
  • Regular equipment calibration and maintenance to ensure accurate recordings
  • ASA 2024 compliance - Report structure follows Australasian Sleep Association 2024 guidelines for Level 3 home sleep study reporting

9.1 Data Quality Reporting

Each report includes a data quality assessment, documenting the percentage of usable recording time across each study night, any technical issues identified, and the overall confidence level of the findings. Clients are informed if data quality is insufficient for reliable analysis and options are discussed.

9.2 Technical Support

We provide support throughout your study:
  • Technical setup guidance and troubleshooting
  • Support for equipment issues during the study period
  • Post-study report walk-through available on request
  • Assistance with preparing findings to discuss with your healthcare provider

10. Service Limitations and Disclaimers

ASA 2024 Level 3 Study Limitations Statement

In accordance with Australasian Sleep Association (ASA) 2024 guidelines, the following limitations of Level 3 home sleep studies are disclosed to all clients:

  • AHI is calculated based on total recording time, not confirmed sleep time - this may underestimate true AHI compared to laboratory studies where sleep is confirmed by EEG.
  • No EEG monitoring is available on Level 3 devices. Sleep staging is estimated only, not confirmed.
  • The study cannot detect arousals or assess upper airway resistance syndrome (UARS) with full accuracy.
  • The study cannot assess non-respiratory sleep disorders, including periodic limb movement disorder (PLMD), parasomnias, or nocturnal seizure activity (unless the optional video/audio channel is used).
  • Equipment displacement in the home environment may affect data completeness and may cause underestimation of event severity.
  • False negative results may occur. A normal Level 3 result does not exclude the possibility of sleep apnoea or other sleep disorders. Level 1 or Level 2 in-laboratory polysomnography remains the gold standard for diagnosis.

10.1 Automated Analysis Limitations

Automated analysis systems, while sophisticated, have inherent limitations that clients should understand:
  • Automated scoring algorithms may misclassify events in the presence of movement artefact, signal noise, or atypical physiological patterns.
  • Anthropic-powered software may have limitations in identifying rare sleep conditions or highly complex respiratory patterns.
  • Estimated sleep architecture derived from cardiorespiratory surrogate markers has a published accuracy of approximately 70-78% for 3-class staging and should not be used as a sole basis for clinical decisions.
  • All automated output is subject to manual technologist review, but technologist review does not eliminate all potential inaccuracies in automated scoring.

10.2 Geographic Service Areas

Service availability may depend on:
  • Equipment availability and dispatch logistics in your region
  • Shipping accessibility and transit times
  • Local regulatory requirements applicable to home sleep study services
  • Technical support coverage in your area

Legal Framework

  • All services governed by New Zealand law
  • Liability limited to the cost of the service purchased
  • Force majeure conditions apply
  • Disputes to be resolved through New Zealand dispute resolution processes

11. Agreement Acceptance

Binding Agreement

By proceeding with the purchase and use of a Sleepco sleep study, you acknowledge and agree to all of the following:

  • All terms and conditions outlined in this document
  • That Sleepco does not employ sleep physicians or medical doctors, and that all reports are generated by automated software systems (vendor-developed and Anthropic-powered) and reviewed by a qualified medical technologist
  • That the sleep study report is a technical document only and does not constitute a medical diagnosis
  • That all clinical interpretation, diagnosis, and treatment decisions must be made by a qualified healthcare professional
  • That you consent to your sleep data and clinical history being processed by Sleepco's automated analysis software for the purpose of report generation
  • Financial obligations and bond responsibilities as outlined in Sections 3 and 4
  • Full responsibility for care of equipment while in your possession
  • The inherent technical limitations of home sleep studies as described in Sections 5 and 10

11.1 Terms Modification

Sleepco reserves the right to:
  • Update these terms with appropriate advance notice
  • Modify service offerings and study protocols
  • Adjust pricing structures
  • Update or replace the software systems used for analysis, provided that quality and accuracy standards are maintained

Contact Information

For any questions or concerns regarding these terms, or for enquiries about sleep study services, please contact us:
  • Technical Support: 0800 SLEEPCO (0800 753 3726)
  • Email: support@sleepco.co.nz
  • Website: www.sleepco.nz
  • Business Hours: Monday to Friday, 8:30 AM - 5:30 PM NZST

This document represents the complete agreement between Sleepco and the client regarding sleep study services. These terms are effective from the date of service booking and remain in effect until study completion, report delivery, and equipment return.

Last Updated: March 2026

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