Privacy Policy

Effective date: April 2, 2025

1. PURPOSE

Te Kotahi a Tāmaki upholds the mana of individuals and communities by complying with all relevant legislation to ensure the rights of people, groups, marae members, clients, and employees are respected.

This policy also outlines our commitment to protecting personal information collected through our organisation and our website, www.tekotahiatamaki.nz.

ORGANISATIONAL SCOP

‍This policy applies to all staff, contractors, trustees, volunteers, and members of Te Kotahi a Tāmaki, as well as users of the Te Kotahi a Tāmaki website.

2. DEFINITIONS‍

The Privacy Act

A law protecting and promoting individual privacy when personal information is collected, held, used, or disclosed

Privacy Officer

The Privacy Officer will be the Chairperson who is responsible for

  • Ensuring compliance with the Privacy Act across all operational areas.
  • Managing requests regarding personal or employment information.
  • Overseeing grievances or disciplinary matters involving privacy.

3. POLICY CONTENT AND GUIDELINES

3.1 OVERVIEW

All personal information is collected, stored, and used in accordance with the Privacy Act 2020, the Employment Relations Act 2000, and other relevant legislation. The Privacy Policy applies equally to offline and online environments.

All individuals affiliated with Te Kotahi a Tāmaki must understand and implement this policy.

Guidance is available from the Office of the Privacy Commissioner (0800 803 909).

3.2 COLLECTION OF PERSONAL INFORMATION

Information may be collected for:

  • Employment and volunteer management
  • Membership administration
  • Service delivery to marae, whānau, and community groups
  • Website analytics, user feedback, and contact forms
  • Event registrations and surveys
  • Communications (e.g., pānui, newsletters)

Only information necessary for these purposes will be collected.

3.3 WEBSITE USE AND DIGITAL PRIVACY

Te Kotahi a Tāmaki may collect information via our website, including:

  • Names, contact details, and messages via forms
  • Technical data such as IP addresses, browser types, and cookies for security and analytics

This information will:

  • Only be used for the purpose it was provided
  • Not be shared without consent unless legally required
  • Be stored securely and destroyed when no longer required

Cookies may be used for improving user experience. Website users can disable cookies in their browser settings.

3.4 SECURITY OF INFORMATION

  • Personal contact details and documents are restricted to authorised personnel.
  • Information is not displayed or discussed in public areas.
  • Physical and digital data are securely stored and regularly reviewed.
  • Digital files will be managed through secure, password-protected systems.

Departing staff/volunteers must return access items (e.g., keys) and any access codes will be updated accordingly.

3.5 MARAE MEMBER INFORMATION

Te Kotahi a Tāmaki recognises the significance of whakapapa and community connection. All marae member data:

  • Will be treated with the highest level of confidentiality
  • Will be collected only for legitimate purposes, such as representation, communication, or reporting
  • Will not be disclosed without informed consent, unless legally required

4. STAFF AND VOLUNTEER TRAINING

All kaimahi, trustees, volunteers, and members will:

  • Undergo privacy training
  • Be briefed on digital security, including acceptable device and data storage use
  • Be prohibited from transferring personal data via unauthorised portable devices or installing software

5. MONITORING AND REVIEW‍

  • This policy will be reviewed as part of internal audit and quality improvement processes.
  • Privacy breaches or concerns must be reported and will be managed according to the Incident Reporting Policy.

6. RELATED DOCUMENTS

  • Legislation / Regulations / Plans: Privacy Act 2020 • Employment Relations Act 2000 • Copyright Act 1994 • Films, Videos and Publications Classification Act 1993 • Official Information Act 1982
  • Policy: Complaints Policy • Code of Conduct Policy • Internet and Email Use Policy • Incident Reporting policy
  • Forms: Accident, incident and near-miss form

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