Wangapeka Educational Trust has a privacy policy in place to protect your personal information.
We commit to only use personal information collected in accordance with our policy.
Our Privacy Officers are our office caretaker and Trust coordinator, who is responsible for protecting personal information and following our Policy and Procedures.
For more information, see our Privacy 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.
How we collect information:
We collect personal information through:
our website
online registrations
subscribing to our newsletter
correspondence to the Trust or our office
emails and by telephone.
We also collect information from people who apply to work for us, as part of our recruitment process. Sometimes information is given to us as part of our Responding to Difficulties, concerns and complaints process.
What personal information do we collect and hold?
We may collect the following personal information about you:
Name
Mailing or street address
Email address
Location
Telephone numbers
Emergency contact details
Age or date of birth
Health conditions
Dietary information
Information to help us assess risk
Health and safety information
Any additional information that you provide to us which supports our safe operations and smooth running of retreats or courses.
Information as part of our recruitment process or complaints process.
Why do we collect personal information?
The primary purpose for which we collect information about you is to enable us to
provide you with information about our retreats or courses
identify any needs you may have whilst taking part in retreats
to support us in our health and safety and risk assessments
to provide you with information about upcoming events or news
to communicate with you including by email, mail or telephone
to investigate a difficulty, concern or complaint.
to assess your suitability for employment or to volunteer with us, as part of our Recruitment Policy.
What will we do with your personal information?
We do not send personal information overseas
We will only use your personal information for the purpose it is collected.
We will not share, sell, rent or disclose your personal information or disclose your information to any other individual or organisation unless:
you have agreed to this or
information supports the running of a course or retreat you are taking part in, and this information will help staff and teachers attend to any specific needs you might have.
there are concerns for the wellbeing of yourself or others and sharing of the information will improve the safety or wellbeing of yourself or others.
Your information forms part of a complaints process.
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.
How can I access my personal information?
You may request access to any personal information we hold about you at any time by contacting the Office Caretaker and completing a Personal Request form.
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 Coordinator of the Board [email protected]
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).