Te Awa Community Foundation Privacy Statement
At Te Awa Community Foundation we recognise the importance of privacy protection. We have created this Privacy Statement to demonstrate our commitment to you, your privacy and to secure and trustworthy Internet commerce.
- Types of personal information we collect
- Te Awa Community Foundation’s compliance commitment
- Removal from Te Awa Community Foundation mailing lists
- Complaints management
- Access to personal information held by Te Awa Community Foundation
- Protection and use of information collected online
- What information do we collect online and why?
- Links to other sites
- Professional Development Limited Use of Information
Types of Personal Information we collect
Generally, the only personal information we collect is contact details of representatives of:
- prospective customers,
- partners, and
- other individuals interested in receiving information from Te Awa Community Foundation.
This includes details such as their names, addresses, telephone numbers and email addresses. We also record information concerning transactions that individuals make or wish to make with Te Awa Community Foundation and as well as information concerning customer preferences and satisfaction with Te Awa Community Foundation’s products and services.
For more information, see below: What information do we collect online and why?
Te Awa Community Foundation’s Compliance Commitment
Generally, Te Awa Community Foundation will only collect personal information when necessary to provide a specific service or function. This includes Te Awa Community Foundation product and event information and software upgrade information.
Where practicable, when this personal information is collected it is done so directly from the individual, either by phone, over the Internet or in person. We may also collect personal information indirectly such as where one customer representative gives us details of another customer representative.
Collection of personal information
Te Awa Community Foundation will take reasonable steps to ensure that the individual is aware of:
- Te Awa Community Foundation’s identity and how to contact us,
- their ability to gain access to their personal information,
- the purposes for which the information is collected,
- the organisations (or the types of organisations) to which Te Awa Community Foundation usually discloses information of that kind,
- any law that requires the particular information to be collected, and
- the main consequences (if any) for the individual if all or part of the information is not provided.
If Te Awa Community Foundation collects personal information about an individual from someone else, Te Awa Community Foundation will take reasonable steps to ensure that the individual is or has been made aware of the matters listed above.
Use and Disclosure
Generally Te Awa Community Foundation will only use and disclose personal information for the primary purpose for which it was collected. For example, personal information may be used to provide a specific service or function to individuals, to process requests and transactions, and to communicate marketing offers and information to individuals.
This may include providing personal information to external organisations or to our related companies where they are assisting us to provide a service or function. Where we do provide third parties with personal information, we have measures in place to ensure they do not use the personal information for any purpose other than providing the relevant service or function.
Te Awa Community Foundation will only use or disclose personal information about an individual for a purpose other than the primary purpose (the secondary purpose) of collection if:
- The secondary purpose is related to the primary purpose of collection; and
- The individual would reasonably expect Te Awa Community Foundation to use or disclose the information for the secondary purpose; or
- The individual has consented to the use or disclosure; or
If the information is not sensitive information and the use of the information is for the secondary purpose of direct marketing: it is impracticable for Te Awa Community Foundation to seek the individual’s consent before that particular use; and
- Te Awa Community Foundation will not charge the individual for requesting to not receive direct marketing communications; and
- the individual has not made a request to Te Awa Community Foundation not to receive direct marketing communications; and
- in each direct marketing communication with the individual, Te Awa Community Foundation directly advises the individual, or prominently displays a notice, that he or she may express their desire not to receive any further direct marketing communications; and
- each written direct marketing communication by Te Awa Community Foundation with the individual (up to and including the communication that involves the use) sets out Te Awa Community Foundation’s business address and telephone number and, if the communication with the individual is made by fax, telex or other electronic means, a number or address at which Te Awa Community Foundation can be directly contacted electronically; or
- Te Awa Community Foundation has reason to suspect that unlawful activity has been, is being or may be engaged in, and uses or discloses the personal information as a necessary part of its investigation of the matter or in reporting its concerns to relevant persons or authorities; or
- the use or disclosure is required or authorised by or under law; or
- Te Awa Community Foundation reasonably believes that the use or disclosure is reasonably necessary for one or more of the following by or on behalf of an enforcement body:
- the prevention, detection, investigation, prosecution or punishment of criminal offences, breaches of a law imposing a penalty or sanction or breaches of a prescribed law;
- the enforcement of laws relating to the confiscation of the proceeds of crime;
- the protection of the public revenue;
- the prevention, detection, investigation or remedying of seriously improper conduct or prescribed conduct;
- the preparation for, or conduct of, proceedings before any court or tribunal, or implementation of the orders of a court or tribunal.
Te Awa Community Foundation will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. If you believe that the information held is inaccurate please do not hesitate to contact the Privacy Officer below.
Te Awa Community Foundation will take reasonable steps to protect the personal information we hold from misuse and loss and from unauthorised access, modification or disclosure. Te Awa Community Foundation stores personal information in various secure electronic storage facilities and paper-based files.Te Awa Community Foundation will also take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed for any purpose for which the information may be used or disclosed.
Te Awa Community Foundation policy on our management of personal information is set out in this document, as may be amended by Te Awa Community Foundation from time to time. To ensure you have a copy of the most current version of Te Awa Community Foundation’s privacy statement, please refer to Te Awa Community Foundation’s website: https://www.teawafoundation.org.nz/.
Access and Correction
If Te Awa Community Foundation holds personal information about an individual, we will provide the individual with access to the information on request by the individual, except to the extent that:
- in the case of personal information other than health information-providing access would pose a serious and imminent threat to the life or health of any individual; or
- providing access would have an unreasonable impact upon the privacy of other individuals; or
- the request for access is frivolous or vexatious; or
- the information relates to existing or anticipated legal proceedings between the organisation and the individual, and the information would not be accessible by the process of discovery in those proceedings; or
- providing access would reveal the intentions of Te Awa Community Foundation in relation to negotiations with the individual in such a way as to prejudice those negotiations; or
- providing access would be unlawful; or
- denying access is required or authorised by or under law; or
providing access would be likely to prejudice
- an investigation of possible unlawful activity; or
- the prevention, detection, investigation, prosecution or punishment of criminal offences, breaches of a law imposing a penalty or sanction or breaches of a prescribed law; or
- the enforcement of laws relating to the confiscation of the proceeds of crime; or
- the protection of the public revenue; or
- the prevention, detection, investigation or remedying of seriously improper conduct or prescribed conduct; or
- the preparation for, or conduct of, proceedings before any court or tribunal, or implementation of its orders;by or on behalf of an enforcement body; or
- an enforcement body performing a lawful security function asks Te Awa Community Foundation not to provide access to the information on the basis that providing access would be likely to cause damage to the security of the country.
However, where providing access would reveal evaluative information generated within Te Awa Community Foundation in connection with a commercially sensitive decision making process, Te Awa Community Foundation may give the individual an explanation for the commercially sensitive decision rather than direct access to the information.
If Te Awa Community Foundation is not required to provide the individual with access to the information because of one or more of the above paragraphs Te Awa Community Foundation will, if reasonable, consider whether the use of mutually agreed intermediaries would allow sufficient access to meet the needs of both parties.
If Te Awa Community Foundation charges for providing access to personal information, those charges:
- will not be excessive; and
- will not apply to lodging a request for access.
If Te Awa Community Foundation holds personal information about an individual and the individual is able to establish that the information is not accurate, complete and up-to-date, Te Awa Community Foundation will take reasonable steps to correct the information so that it is accurate, complete and up-to-date.
If the individual and Te Awa Community Foundation disagree about whether the information is accurate, complete and up-to-date, and the individual asks Te Awa Community Foundation to associate with the information a statement claiming that the information is not accurate, complete or up-to-date, Te Awa Community Foundation will reasonable steps to do so.
Te Awa Community Foundation is obliged to provide reasons for denial or refusal of access to correct personal information. If you would like to access any personal information held by Te Awa Community Foundation about you, please do not hesitate to contact the Privacy Officer below.
Te Awa Community Foundation does not use identifiers such as Tax File Numbers to identify individuals.
Where lawful and practicable, Te Awa Community Foundation will provide individuals with the option of not identifying themselves when providing personal information.
Transborder Data Flows
Te Awa Community Foundation may transfer personal information about an individual to someone (other than Te Awa Community Foundation or the individual) who is in a foreign country only if:
- Te Awa Community Foundation reasonably believes that the recipient of the information is subject to a law, binding scheme or contract which effectively upholds principles for fair handling of the information; or
- the individual consents to the transfer; or
- the transfer is necessary for the performance of a contract between the individual and Te Awa Community Foundation, or for the implementation of pre-contractual measures taken in response to the individual’s request; or
- the transfer is necessary for the conclusion or performance of a contract concluded in the interest of the individual between Te Awa Community Foundation and a third party; or
all of the following apply:
- the transfer is for the benefit of the individual;
- it is impracticable to obtain the consent of the individual to that transfer;
- if it were practicable to obtain such consent, the individual would be likely to give it; or
- Te Awa Community Foundation has taken reasonable steps to ensure that the information that it has transferred will not be held, used or disclosed by the recipient of the information inconsistently with this Privacy Statement.
Generally Te Awa Community Foundation does not collect sensitive information. In the event Te Awa Community Foundation does wish to collect sensitive information however, we will not do so unless:
- the individual has consented; or
- the collection is required by law; or
the collection is necessary to prevent or lessen a serious and imminent threat to the life or health of any individual, where the individual whom the information concerns
- is physically or legally incapable of giving consent to the collection;
- physically cannot communicate consent to the collection; or
- the collection is necessary for the establishment, exercise or defence of a legal or equitable claim.
Removal from Te Awa Community Foundation Mailing Lists
Should you decide that you no longer wish to receive promotional and marketing material from Te Awa Community Foundation, please advise as directed on the material you have been sent or via email, fax or letter being sure to include your name, address and contact details.
Individuals are to direct all complaints to Te Awa Community Foundation’s privacy officer.
To be removed from a distribution list:
- Te Awa Community Foundation requires this request to be advised in writing via email, letter or fax.
- Te Awa Community Foundation will notify all departments within Te Awa Community Foundation to remove the individual from distribution lists.
- Te Awa Community Foundation will advise the individual in writing that this request has been actioned.
To access information held by Te Awa Community Foundation:
The individual is to advise Te Awa Community Foundation in writing via email, fax or letter. (See below, Access to Personal Information held by Te Awa Community Foundation)
Access to Personal Information held by Te Awa Community Foundation
When an individual requests access to their personal information, Te Awa Community Foundation will:
- take all reasonable endeavors to take action within 30 days of receipt of notification from the individual;
- require individuals to provide written notification to access personal information held by Te Awa Community Foundation;
- evaluate the request for access to determine motivation for requesting access: e.g. is the request frivolous or vexatious?
For a valid request, Te Awa Community Foundation’s privacy officer will:
- inform all relevant departments that this individual has requested to access the information held;
- consolidate all of the information;
discuss with the individual how they would like to view this information:
- If personally, Te Awa Community Foundation’s privacy officer and the individual will arrange a meeting time and place;
- If via letter / photocopies, Te Awa Community Foundation’s privacy officer will prepare and send these to the individual.
If you require any further information or confirmation about this Privacy Statement or if you are concerned that Te Awa Community Foundation is not complying with its privacy obligations in respect of your personal information, please contact:
In addition, please find below our statement relating to personal information collected online.
Protection and use of information collected on-line
Use and purpose of collected personal data
On our Web sites we only collect information relating to you with your permission. You may choose to reveal information to us if, for example, you register or complete a survey. Companies in the Te Awa Community Foundation group may use the information internationally in connection with processing your inquiries and orders or to help improve our products and services. We would only share such information with third parties outside the Te Awa Community Foundation group with your express permission or as required by law. It is used solely for the purposes described below.
Te Awa Community Foundation supports secure online shopping using secure server technology, because we want your shopping experience to be simple and safe. There are state-of-the art security arrangements and facilities on Te Awa Community Foundation sites to prevent security abuse. The secure server technology used on Te Awa Community Foundation Store encrypts your personal financial information before it is transmitted over the Internet. This technology works best when the store site is viewed using a browser that supports secure server technology.
Privacy across the entire Te Awa Community Foundation network
As a global company, Te Awa Community Foundation operates a number of Web sites around the world. Any information that you submit to one of our sites in any one country or language may be sent electronically to a server for one of these sites in another country. As such, the information may be used, stored, or processed outside the country where it was recorded. We safeguard your privacy interests around the world by ensuring that the Te Awa Community Foundation site adheres to our policies described in this statement.We bind our employees to observe your privacy and confidentiality rights.
By using our Web sites, you consent to the collection and use of the information as described here. If we decide to make changes to this privacy statement, we will post the changes on this page so that you will always know what information we collect, and how we use it.
What information do we collect on-line and why?
We may use your IP address to help diagnose problems, to administer our Web site, or to gather general demographic information.
You may choose to fill out a registration form on our Web site with contact information. This information is used to send you requested information or products, to contact you with other product information, news, or promotions, and to learn more about our Web visitors.
If you give us your e-mail address, we may communicate with you via e-mail. However, we will not share your e-mail address with others outside the Te Awa Community Foundation group of companies without your consent. You can choose not to receive e-mails at any time - for more details, read the Choice/Opt-out section below. Depending how your e-mail application is set up, information about you may be transmitted automatically when you send e-mail to Te Awa Community Foundation.
Registration for third-party services at Te Awa Community Foundation
"Send this to a friend" service
You can choose to forward information, a Web page, or link to someone else using our "Send this to a friend" e-mail service. In order to do that, you provide us with your e-mail address, as well as that of the recipient. This information is used only in the case of transmission errors and, of course, to let the recipient know who sent the e-mail. The information is not used for any other purpose.
Our site includes order forms that you fill out to request information, products, and services. These forms collect your financial information, such as your banking details or credit card. We will only use this financial information that you submit solely for billing and payment purposes.
Occasionally we conduct online surveys. Our surveys may ask you for demographic information, such as postal codes or your industry sector. If the online survey collects contact data, we may use that data to send you further information only if we specifically asked for your permission in the survey. You are free to opt out of receiving future mailings at any time. For more details, read the Choice/opt-out section below.
Demographic and user profile data
We may use demographic or user profile data we collect to tailor your Web experience, showcase content that we think may interest you, and display information that matches your preferences. This data also gives us an insight into your needs and interests.
Links to other sites
Our site contains links to other sites. Te Awa Community Foundation is not responsible for the privacy practices or the content of other Web sites. For more information, refer to the privacy policies of the respective site.
Choice / opt-out
Te Awa Community Foundation gives you the choice to opt out at any time. You can opt-out of receiving communications from us whenever you like: now or at the point on our site where we request information from you.
Removal from our registration database
If you wish to be removed from the Te Awa Community Foundation’s Web registration database, please contact:
Removal from other Te Awa Community Foundation e-mail lists
If you no longer wish to receive other information or promotional e-mails from Te Awa Community Foundation, follow the opt-out instructions on the last e-mail you received.
Want to learn more? Contact Te Awa Community Foundation for additional information.
Professional Development Limited Use of Information
Professional Development Limited reserve the right to access information on the website and in any database associated with the website for the purposes of testing and site support. At no time will Professional Development Limited submit details collected to any third party or use these details for contact and/or marketing without the permission of the website owner or client.