1. Background / Introduction
1.1 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”).
1.2 The purpose of YourIwi is to create a database which compiles iwi and hāpu data to allow whakapapa to make connections between one another. It also centralises relevant information such as data about iwi members, grants, news and information about trustee elections, to simplify the process for iwi members.
1.3 Iwi groups are the primary users of YourIwi. They input their members’ information into YourIwi, as well as share information to facilitate connections and whakapapa.
1.4 YourIwi will accept information as provided by other iwi. Those iwi each have their own relevant privacy policies and are responsible for their own compliance in relation to collection and disclosure of information.
1.5 This policy will also:
(a) Assist iwi groups in the collection and sharing of information;
(b) Establish the parameters in which YourIwi is able to use and disclose information collected by third party subscribers;
(c) Assist in investigation of suspected breaches of policy; and
(d) Ensure compliance with the Act.
1.6 YourIwi is committed to protecting the privacy of the personal information it collects and receives.
1.7 Ashleigh Mansell is the privacy officer for YourIwi. Contact: [email protected]
2. What is personal information?
2.1 The term “personal information” has the meaning given to it in the Act. Personal information is any information that can identify you.
2.2 This includes, but is not limited to:
(a) Your name and contact information;
(b) Information about your background; and
(c) Financial information.
2.3 We may also collect information about you from third parties when you have authorised this or where such information is publicly available.
3. Collecting your information
3.1 Personal information will only be collected for a lawful purpose that is connected with and necessary for a YourIwi activity.
3.2 We collect your information from you when you visit our website and insert your information into the specified fields.
3.3 We may also collect information about you from third parties when you have authorised this or where such information is publicly available.
3.4 The information that YourIwi collects may include, but is not limited to:
(a) Your name, address (postal and email) and telephone numbers;
(b) Iwi and/or hapū affiliations;
(c) Occupation;
(d) Location;
(e) Age;
(f) Details about your whānau;
(g) Identification such as driver licence;
(h) Place of birth;
(i) Bank account details; and
(j) Your Facebook email address or Google email address.
3.5 If any of the information provided to us includes information about another person, this is on the basis that you have complied with your obligations under the Act.
4. How we collect personal information
4.1 YourIwi will only collect information from you in a way that is lawful and fair.
4.2 If it is reasonable and practicable, we will collect information directly from you.
4.3 YourIwi collects information from you, including:
(a) Through the use of our registration portal;
(b) Through the use of your sign-in information when you enter the site; and
(c) Through the information you insert into our database.
5. How we store your information
5.1 We take all reasonable steps to ensure that any personal information we collect about you is protected against loss, unauthorised access, use, modification or disclosure.
5.2 We store information with our third party provider Amazon Web Services.
5.3 Data will be retained for the period of time required by iwi. Iwi are responsible for regular auditing and maintenance of the database. Where any orphaned data is inputted, YourIwi will delete this data after 10 years if appropriate. Where information is required to be kept for longer, it will only be retained for a reasonable period of time.
6. How we use personal information
6.1 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.
6.2 If you would like to see the information we hold about you or request a correction, please contact us at [email protected]
7. Disclosure of your information
7.1 YourIwi 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.
7.2 Any disclosure will be in accordance with the relevant legislation. We may disclose your information to third parties, such as (but not limited to):
(a) Campbell Squared Communications Limited for any purpose related to the ongoing maintenance and improvement of YourIwi;
(b) Anyone that provides us services that relate to a purpose listed above (including third parties in New Zealand and overseas);
(c) Government agencies and other third parties where required or permitted by law or any Court;
(d) Anyone that can help us if your use of our site is causing us technical issues;
(e) Any member of personnel conducting an investigation into our company;
(f) 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.
7.3 Iwi groups who utilise YourIwi may also disclose personal information in accordance with the Act and their respective policies.
7.4 We may also disclose your information to anyone you authorise us to disclose that information to.
8. Complaints
8.1 We take compliance seriously. To report a breach you must complete a privacy complaint form and send it to the privacy officer.
8.2 Any suspected or known breaches of privacy will be investigated by the privacy officer.
8.3 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.
8.4 Should there be a deliberate breach of the privacy of a person, the person in breach will be considered to have committed serious misconduct.
8.5 You may also make a complaint directly to the Privacy Commissioner.
9. Changes to this policy
9.1 We may change this policy at any time by changing or removing existing terms or adding new ones.
9.2 If you have any questions about our privacy policy, email us at [email protected]
Last updated: 2023
