- The purpose of this policy is to provide clear guidelines on the collection, use, storage and disclosure of personal information, support relevant agencies and assist in investigation of suspected breaches of policy and/or codes of conduct and to ensure compliance with the Privacy Act 2020 (“the Act”). At the back of this document, there is a signature box where we ask you to confirm you have read and understood this policy.
- The policy will also:
- Ensure that the Tauranga Community Foodbank (“Foodbank”) can carry out its purpose. This is to support residents of the greater Tauranga region who are experiencing immediate food security challenges with groceries and other household basics. In order to do this, the Foodbank collects personal information to:
- Personalised communication to donors;
- Personalised communication to clients, including but not limited to marketing communication;
- Keep records of clients who have received or are receiving groceries and other household basics;
- Understand the needs of clients; and
- Understand who requires the services that the Foodbank provides.
- Regulate the collection, use, storage and disclosure of volunteer and employee information.
- Ensure compliance with the Privacy Act 2020.
- The Foodbank is committed to protecting the privacy of the personal information it collects and receives. This privacy policy will explain how the Foodbank collects, uses, stores, discloses and otherwise handles personal information. It will also explain how you can access and correct any personal information that we hold about you, how to request information from us, and how to complain about any suspected privacy breach.
- A Donor is someone that donates food or money to the Foodbank.
- A Client is a person who receives financial support of grocery support from the Foodbank.
- A Volunteer is a person who is engaged by the Foodbank to assist with the execution of the Foodbank’s purposes.
- Nicki Goodwin is the privacy officer for the Foodbank. Her contact details are:
What is personal information?
- The term “personal information” has the meaning given to it in the Act. Personal information is any information that can be used to personally identify you. This includes such things as your name, address, telephone number, email address and profession or occupation.
- A “Cookie” is a file which allows us to track your likes, dislikes and interests as your use our websites.
- We may also collect information about you from third parties when you have authorised this or where such information is publicly available.
Collection of your information
- Personal information will be collected only for a lawful purpose connected with and necessary for a Foodbank activity. Information will be collected directly from the individual concerned unless it is publicly available or the individual concerned authorises collection of the information from someone else.
- We collect your information from you when you visit our website. This can either be by you inputting your information into our website, or through the use of Cookies
- We may also collect information about you from third parties when you have authorised this or where such information is publicly available.
- The information that we collect may include, but is not limited to:
- your name, address (postal and email), location and telephone numbers;
- the IP address for your computer or IT system;
- your browsing behaviour;
- your income source, dietary restrictions, age of children in your household, cooking facilities, date of birth, driving declaration (and license number where applicable) and statement regarding criminal history where necessary;
- if you are using your social sign-in; and
- your Facebook email address or Google email address.
- If any of the information provided to us includes information about another person, this is on the basis that you have confirmed they have authorised you to provide us with that information.
How we collect personal information
- The Foodbank will only collect information from you in a way that is lawful and fair. If it is reasonable and practicable, we will collect personal information we require directly from you. We will collect personal information in a number of ways, including but not limited to:
- through the use of Cookies on our website;
- through the use of your sign-in information when you enter our site, namely through the Wise Group (Here to Help U Portal) application;
- through the information you provide by email;
- through the information you provide by Microsoft Teams;
- through what you provide verbally (on the phone and in person);
- through any information you provide by completing forms;
- through our employment process;
- through our Volunteer induction process; and
- through your employment status in our database.
How we store your information
- We take all reasonable steps to ensure that any personal information we collect about you is protected against loss, unauthorised access or disclosure. Our processes meet the requirements prescribed by both New Zealand and Australian legislation.
- We store information on a customer relationship management system (CRM) which is based on the open source version of vTiger and is hosted on a server with Catalyst Cloud, an approved cloud provider to the New Zealand Government.
- Data will be retained for a limited period of time, being the period of time required to achieve the purpose for which it was collected. Where information is required to be kept for longer, it will only be retained for a reasonable period of time.
Your rights to access and correct your information
- You can ask us to provide you with information we hold about you and request corrections to it at any time. There may be a charge for providing this information, but we will let you know if this is the case before we provide you the information.
- If you would like to see the information we hold about you or request a correction, please fill out the complaints form available on the Foodbank’s website or contact our Privacy Officer.
- If notified of an error, the Foodbank will take reasonable steps to ensure that the information it holds is accurate, up to date and complete.
Disclosure of your information
- The Foodbank will generally only disclose your personal information in circumstances where it is being disclosed for the purposes it was collected, or you have authorised the disclosure. There may be some circumstances (eg. to lessen a threat to public or individual health and safety or to assist with law enforcement) where we may also disclose information. Where reasonably practicable, information disclosed will be anonymous.
- The Foodbank may also use your information, on the basis that it does not identify you in anyway, to inform and conduct advertisement to prospective donors and clients. For example, this may include advertisement in your geographic area.
- Any disclosure will be in accordance with the relevant legislation. We may disclose your information to the following third parties:
- Any referral agent who refers clients to the Foodbank (including third parties in New Zealand and overseas);
- Anyone that we act in partnership with for the purpose of carrying out the Foodbank’s charitable purposes;
- Anyone that provides us services that relate to a purpose listed above (including third parties in New Zealand and overseas);
- Anyone that provides us services that relate to a purpose listed above for the purposes of advertisement (including third parties in New Zealand and overseas);
- Other members of the Foodbank who must handle your information in accordance with this policy;
- Government agencies and other third parties where required or permitted by law or any Court;
- Anyone that can help us if your use of our site is causing us technical issues (including an attack on our site, systems or networks);
- Any member of personnel conducting an investigation into our organisation;
- Any other party we consider to require your information to whom we can disclose your information in accordance with this policy and the Privacy Act 2020.
- We may also disclose your information to anyone you authorise us to disclose that information to.
- Our site is able to place a Cookie on your computer or IT system.
- We may use this information to help us identify you, to personalize your experience when you visit our site and to provide you advertisements for our services when you visit ours or third party websites.
- You can stop Cookies being placed on your computer or IT system by changing the settings for your internet browser. Please note that some of our site’s features will not work without Cookies.
- In addition, our site may use a third party Cookie such as Google Analytics for display advertisers, including the following features:
- Google display network impression reporting – this gives us additional insight as to who has viewed our paid advertising on other websites. This will help us optimise and tailor our advertising.
- DoubleClick Platform integrations & Remarketing with Google Analytics – the integrations between both our web analytic and paid advertising platforms together to give us additional insight. This allows us to tailor our advertising to ensure the right types and offers are shown to you while you are using the internet outside our Site.
- Google Analytics Demographics and Interest Reporting – which gives us insight into behaviour information relating to visitor age, gender and organisation type and industry.
- Interests on an anonymous and aggregate level. This will help us to understand browsing behaviour to give you a better experience whilst visiting our Site.
- Cookies are used to analyse your use of our Site and to serve ads when you visit our Site. The information we collect and share with third parties through cookies is aggregated and therefore anonymous (it does not include personal information which is likely to identify you). The information may be used to serve you ads in relation to our products when you visit our Site and third party websites. You can access information about Google’s Privacy Policy here.
- While we recommend that users enable cookies on their browsers in order to enjoy all the features of our Site, the decision remains in the hands of the user. Most browsers allow you to control management of cookies, this will be different depending on each user’s PC – refer to your browser help menu for further information.
- We take compliance seriously. To report a breach you will need to complete a privacy complaint form, and send it to the privacy officer. The privacy officer will meet with you to discuss the process for dealing with your complaint.
- Any suspected or known breaches of the privacy will be investigated by the privacy officer, who will take appropriate action to prevent any further breach and minimise impact.
- Where any breach of personal privacy has the potential to cause embarrassment or harm, the affected individual will be advised of the breach and supported to minimise impact, and Foodbank will seek to agree a remedy acceptable to the individual.
- Should there be a deliberate breach of the privacy of a person, the person in breach will be considered to have committed serious misconduct and may be subject to disciplinary procedures up to and including dismissal. They may also be subject to the terms of the Act.
- You can also make a complaint directly to the Privacy Commissioner. The Commissioner will either investigate the complaint or decide to take no action, following the rules set out in the Act. The privacy officer will assist the Privacy Commissioner in any investigation.
- We may change this policy at any time by changing or removing existing terms or adding new ones. Changes may take the form of a completely new policy. We will tell you about any changing an updated policy on our website. Any changes we make apply from the date we post it on the website.
- If you have any questions about our privacy policy, email us at nicki@taurangafoodbank.co.nz
