Privacy Policy

Women’s Support Motueka Privacy Policy Summary

Women’s Support Motueka has a Privacy Policy in place to protect your personal information.

Women’s Support Motueka commit to only use personal information collected in accordance with our policy.

We have appointed a Privacy Officer – our Manager, who is responsible for protecting personal information and following our Policy and Procedures.

What is considered personal information?

Personal information means any information that can personally identify you or that you are reasonably identifiable from.

What personal information do we collect and hold?

We may collect the following personal information about you including:

• name
• mailing or street address
• email address
• Iwi
• ethnicity
• location
• telephone numbers
• emergency contact details
• age or date of birth 
• number of children (under the age of 18) and their dates of birth
• health conditions
• information which supports us to assess client and whānau wellbeing, risk and protective factors, or
  needs in relation to client services
• referral information from other agencies
• information as part of our recruitment process

We collect this information directly from you – face to face, on phone or email and via third party referrals or information gathering.

Through our website we collect non identifiable website traffic data to improve the effectiveness of our service.

Why do we collect personal information?

The primary purpose for which we collect your personal information is to enable WSM to:

• provide information to you about our services
• identify any needs you may have whilst taking part in our services
• to support us in our health and safety and risk assessments
• to provide information about upcoming events or news
• to enable ongoing communication including by email, mail or telephone
• to assess your suitability for employment or to volunteer with us, as part of WSM Safer Recruitment Policy.

What will we do with personal information?

We will mainly use personal information to ensure the effectiveness of our services for you. We share personal information with relevant staff within and at times outside of our organisation to ensure adequate oversight and supervision for client case management purposes.

We do not share, sell, rent or disclose personal information or disclose information to any other individual or organisation unless

• we have obtained your consent or
• information is being given to our staff or staff in other organisations to support the effective delivery of services by WSM to support the wellbeing of WSM clients and whānau
• there are concerns for the wellbeing of children, youth people, clients or their whānau and sharing of the information will improve their safety or wellbeing. We do this by following our Safeguarding Children Policy.

Storing your information and Security

We will take all reasonable steps to protect the personal information that we hold from misuse, loss, or unauthorised access.

We do this by:

• including by means of firewalls, password access and secure servers
• storing this information in secured and passworded systems.
• ensuring all hard copy notes are kept in secure facilities

How can I access my personal information?

You may request access to any personal information we hold about you at any time by contacting our Manager.

Where we hold information that you are entitled to access, we will try to provide you with suitable means of accessing it (for example by mailing or emailing it to you.)

There may be instances where we cannot grant you access to the personal information we hold. For example, we may need to refuse access if granting access would interfere with the privacy of others.  If that happens, we will give you written reasons for any refusal.

If you believe that personal information we hold about you is incorrect, incomplete or inaccurate, then you may request us to amend it. We will consider if the information requires amendment. If we do not agree that there are grounds for amendment, then we will add a note to the personal information stating that you disagree with it. We request that you keep your information as current as possible so that we may continue to improve our service to you.

How do I make a complaint about a breach of privacy?

If we have breached your privacy by sharing your personal information, and this breach creates a significant risk of harm or has caused harm, we will let you know as soon as the breach has been discovered, and also make a notification to the Privacy Commissioner if required

If you believe your privacy has been breached by us, have any questions or concerns about our Privacy Policy please, contact the Manager on manager@wsm.org.nz.

Once a complaint is received, it will be passed to the Board of Trustees. From there, the Trust will endeavour to determine the nature of the breach and how it occurred.

If a breach is found, the Trust will endeavour to rectify it as soon as possible. We will also contact you to inform you of the outcome of the investigation and will endeavour to resolve all investigations within a reasonable time.

You can also make a complaint to the Office of the Privacy Commissioner 

PO Box 10094, Wellington 6143.

0800 803 909 (Monday – Friday, 10.00 am – 3.00 pm).

https://www.privacy.org.nz/your-rights/how-to-complain/

Extra information you should know about our website

Website analytics

We analyse non-identifiable web traffic data to improve our services. We use Google analytics a paid third-party service to analyse the web traffic data for us. We own the data that is generated and it will not be shared with any other party for any other purpose.

We may collect, hold, and use statistical information about visits to help us improve the site, for instance:

• an IP address
• the search terms used
• the non-identifiable statistics of the user eg age, gender, day of the week, type of device used
• the pages accessed on our site and the links you clicked on
• the date and time you visited the site
• the referring site (if any) through which you clicked through to this site
• your operating system (e.g. Windows XP, Mac OS X)
• the type of web browser you use (e.g. Internet Explorer, Mozilla Firefox)

The data collected is aggregated and is not personally identifiable. IP addresses are masked so that they cannot be used to identify individuals. Our web analytics will also respect any “do not track” setting you might have set on your browser.

These services may track your use of our website on those pages where their links are displayed. If you are logged in to those services (including any Google service) while using our site, their tracking will be associated with your profile with them.

These services have their own privacy policies which are independent of ours.

Links to other websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.

Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.

You should exercise caution and look at the privacy statement applicable to the website in question.