Community Waikato will comply with the Privacy Act 2020.

A.  Privacy Officer 

The Chief Executive is the Privacy Officer. All privacy complaints or requests for information should be raised with the Privacy Officer.

B. Privacy of Staff and Trustees

  1. Trustees and staff members will be advised when private information about them is being collected and held. Every effort will be made to ensure the information collected is accurate.

  2. Trustees and staff have the right to access personal information held about them.

  3. Private information about trustees and staff is kept either in a locked filing cabinet or electronically on a password protected computer.

  4. The Chairperson of the Board, Chief Executive, Administration Manager and, if necessary, legal and employment advisors, may have access to private information about trustees and staff for the purposes of contractual matters, reviewing performance, paying and reviewing salaries, maintaining leave records and paying trustee expenses.

  5. Private information will not be disclosed to anybody else without the express permission of the staff member or trustee concerned.

  6. Staff members should not store private information on their work computers, since other staff and trustees have access to staff computers, including access to email.

  7. Any health information about identifiable individuals such as health and medical histories or information about disabilities will be kept according to the Health Information Privacy Code 2020.

C.  Privacy of members of community organisations

Organisations using community advisory service

  1. Staff engage with a wide range of community organisations. In doing so they should take care that they do not have store private information about members of those organisations unless express permission to do so has been given by the individuals concerned.

  2. If permission has been given for a staff member to access to private information about individuals in community organisations, they should store it securely and only for as long as it is necessary to hold that information. After such time the information should be destroyed or returned.

Organisations listed on Community Waikato databases

  1. The CRM contains a database of names , addresses, correspondence and comments relating to the service provided by Community Waikato. This information is collected and maintained by Community Waikato for the purposes of providing a continuity of service, mailing out correspondence such as digital newsletters, information on meetings and training and for other services provided by Community Waikato or (on occasion) other relevant organisations.

  2. Most of the information contained in the CRM and Distribution Lists is public information, including the names and contact details of community organisations and names of key contact people in the organisation.

  3. However for some organisations, the contact details may also include the private contact details of individuals. A privacy statement regarding the use of the database is included in the Community Waikato newsletter and individuals may request to have their private contact details removed from the database.

  4. Community Waikato does not share the private information in the CRM with any third parties.

  5. Only public information or private contact details where express permission has been given by the individual concerned may be included on the Community Waikato website since the information may be accessed on the internet by any member of the public.

Reviewed & approved 2021                                                                                  

Created & approved November 2006
Reviewed biennially
Next review 2024