Privacy Statement & Donor Bill of Rights
Volunteer Wellington is committed
to protecting your privacy and your rights as a donor.
Protecting your privacy
Volunteer Wellington,
incorporated as a charitable trust and registered as a charitable entity
(CC26471), and its related entities are totally committed to protecting your
personal information. Please read this statement carefully as it describes how
we handle your personal information.
In accordance with the New
Zealand Privacy Act 2020, we maintain high standards for the protection of data
to ensure that donor information remains private and is only used for the
purpose it was collected.
Your personal information is
stored in secure databases in New Zealand and overseas.
As required by the Privacy Act 2020, we follow strict security procedures in the storage and disclosure of
your personal information. These security procedures mean that we may
occasionally request proof of identity before we are able to disclose sensitive
information to you.
This Statement is regularly reviewed and if
necessary updated to meet legal requirements for privacy. We may revise this Privacy
Statement by publishing a revised version on our website. That revised version
takes effect from the time it is published.
Personal information
‘Personal information’ simply put
is any information or opinion that can identify or be used to identify you. We
collect and hold personal information from our donors, supporters, volunteers,
contractors, visitors and other individuals. For
example, if you are a donor, we would collect and hold your name, address,
e-mail address, phone number and credit card or bank account details. From time
to time, we may collect more detailed personal information, such as when we
conduct surveys, but provision of more detailed information is purely
voluntary.
Personal information about you
may also be collected by us when you speak to someone at Volunteer Wellington or
send us information via email or postal mail.
Rest assured, we’ll only gather
your data when you supply this to us voluntarily. We use this information to
ensure we fulfil your request(s).
Collection of personal
information
Most of the time, we collect
personal information directly from individuals like you at the time you deal
with us. For example when you make a donation, send us an email or use our
website. From time to time we may obtain personal information from third
parties. When we do so, we will take reasonable steps to ensure that we make
you aware of the collection of your information in accordance with New Zealand
privacy law.
We collect information about our
supporters and website users, including:
1. Personal information that you
provide voluntarily when registering and completing forms (such as when you
make a donation)
2. Website usage information through
tracking your individual click behaviour (page views, time on site, how you got
to the site etc.) to understand how we can make your experience on our website
better
3. Aggregated website traffic
information collected by our web server or third party systems we subscribe to.
Use of
personal information
We use your personal information
primarily to:
1. Process your donations accurately
2. Communicate with you on matters
relevant to your donations (e.g. from time to time provide you with information
about us that may be of interest to you)
3. Improving our website so we can
give you a better online experience
4. Providing you with any other
services you have requested
5. Using the information for any
other purposes for which you give us permission.
If you
decide not to provide personal information, we may not be able to carry out
these activities and functions.
Communications from us
We may use your personal
information to send direct marketing messages or telemarketing if we feel it is
appropriate to the nature of your relationship with us, e.g. if you make a
donation to an appeal, you will receive information about future appeals.
We do not wish to send
communications to you that you do not want to receive.
Any electronic communication we
send you (either by email or text), except for messages confirming a
transaction with us, will always have an unsubscribe facility.
If at any stage you feel that you
are receiving communications of any kind from us that you do not want,
please contact us. Please allow seven days for us to
process your request.
We do not sell your personal
information to third parties and, except as provided for in this Privacy
Statement we do not make your personal information available to third parties.
Use of email or mobile number for
donor communications
During your interactions with us
via the website or by phone, you can supply an email address which we
will use to contact you about our service. We do not sell or rent email
addresses to third-party organisations.
By default, a visitor/donor is:
1. opted-in to regular monthly
and/or weekly account updates
2. opted-in to our service
announcements
3. opted-in to receive survey
invitations to help us improve our service to you.
If you’d
rather not receive these types of communications please contact us
Disclosure of personal
information
We generally do not disclose
personal information to other organisations unless we believe it is reasonably
necessary to conduct the functions and activities of Volunteer Wellington, if
you give your consent or if it is required or authorised by law including in
emergency situations or to assist law enforcement.
We use a range of suppliers,
service providers, contractors and partners to enable the activities and
functions of Volunteer Wellington. They include information technology service
providers, direct marketing agencies, banks, credit card companies and
recruitment agencies. This means that organisations, and individuals other than
us may collect, access and use personal information held by us. We require
these third party providers through our agreements with them to comply with our
security guidelines and privacy laws.
Security of personal information
We take all reasonable steps to
ensure the security of personal information by storing it in a secure
environment. If contract service providers are used they will be bound by our
Confidentiality Policy. We require our employees, contractors, volunteers, and
third party service providers to respect and protect the confidentiality of
personal information we hold.
Our electronic database is
secured by a firewall to ensure, so far as practicable, that it is not accessed
by unauthorised parties. This website has security measures designed to protect against the loss, misuse
and/or alteration to your personal information under our control. Secure pages
on our website are protected by an SSL certificate. A security icon visible on
your screen, for example a padlock, confirms that your browser supports SSL
security. Click on the security icon to verify the security certificate on this
website.
However, all unencrypted
information exchanged via the internet may be accessed and used by people other
than those for whom it is intended, for example if you send us any personal
information by email it is sent at your own risk.
Access to, correction of and
deletion of personal information
You may at any time request
access to, correction of or deletion of any personal information about you held
by us.
Please feel free to contact us to talk about your personal
information or the communication we send you.
We are happy to provide you with
any personal information that we hold about you, at any time. If it is wrong we
will correct it.
Dealing with us anonymously
You may request us to deal with you anonymously or
through a pseudonym. We will accommodate your request if it is lawful and
practical for us to do so. For example, it may not be possible for us to
process your donations or accept you as a volunteer if you do not provide the
necessary personal information.
Website tracking and online
advertising
We use third party website
trackers, such as Google Analytics to collect information on how
you use our website. On occasion, random short surveys may also be used to
collect further information about our users — participation in these surveys will
be entirely voluntary.
Cookies
When you use our website, we may
collect personal information from you automatically through cookies including:
your IP address and or domain name; your operating system (type of browser and
platform); and the date, time and length of your visit to the website. We use
this information primarily for the compilation of statistical information about
the use of our website. Most web browsers are set by default to accept cookies.
However, if you do not wish to receive any cookies, you may set your browser to
either prompt you to refuse cookies or automatically refuse cookies.
Google Analytics
We use services such as Google
Analytics, which will issue cookies from their own servers and which will be
able to track website visitors throughout our website and through any other
sites that use those services.
The services are used to
aggregate website statistics anonymously, such as number of page views, the
number of unique visitors, time spent on our site, and to determine advertising
effectiveness.
Google Analytics is a web
analytics tool that helps website owners understand how visitors engage with
their website. Google Analytics customers can view a variety of reports about
how visitors interact with their website so they can improve it. Google
Analytics collects information anonymously. It reports website trends without
identifying individual visitors. All website owners using Google Analytics are
required to have a privacy policy that fully discloses the use of Google
Analytics. We use this information to track the effectiveness of our website.
Types of data collected include visits, viewed pages and the technical
capabilities of our visitors. These statistics will not identify you as an
individual. For more information read Google's Privacy Policy.
Online advertising
We use third party vendors, such
as Google, to display advertising on websites across the internet.
These third party vendors may
also use cookies to anonymously track and target advertising based on your
browsing behaviour.
For further information and
details of how you can opt out of these third party cookies via the Network
Advertising Initiative, click
here.
Links to other websites
Volunteer Wellington’s website may contain links to
third party websites, and third party websites may also have links to our
website. Our Privacy Policy does not apply to external links or other
websites. These third party websites may collect your personal information. We
encourage you to read the privacy policies of any website you link to from our
website.
Security of online donations and
transactions
Donations made online on Volunteer
Wellington's website are processed in real time using a secure payment gateway.
Donations are processed in New Zealand (and for all other countries) in New
Zealand Dollars. If you have any questions or concerns about making an online
donation to Volunteer Wellington please contact us.
We will always ensure that your
privacy is protected when using our website or when personal data is provided
to us by you or another party.
Our website has layers of
security to protect it against malicious activity, possible breaches of the
system ('cracking') and unauthorised access to customer data.
Your data is not permanently
stored on our website.
When you send us an email, it is
not encrypted and is therefore not secure.
Credit and debit card security
We work diligently to protect the
security of your personal cardholder information, including credit and debit
card information.
When you submit personal information
including credit card details, a secure server is used. Our electronic database
is secured by a firewall to ensure, so far as practicable, that it is not
accessed by unauthorised parties. This website has security measures designed to protect against the loss,
misuse and/or alteration to your personal information under our control. Secure
pages on our website are protected by an SSL certificate. A security icon
visible on your screen, for example a padlock, confirms that your browser
supports SSL security. Click on the security icon to verify the security
certificate on this website.
It is important for you to
protect against unauthorised access to your information and to your computer.
Ensure you logout when you have finished, especially if using a shared
computer.
If you send us personal cardholder data by email or
by postal mail or provide us with this information over the phone, we have
strict processes in place to ensure that we meet the Payment Card Industry
Security Standard Council’s payment card industry data security standards and
only store cardholder data in a secure encrypted environment.
Job applicants
When we receive an application
for employment personal information that was included in the application may be
collected, such as your contact details, career history, education details,
eligibility to work in New Zealand, written references and other career-related
information. This may also include sensitive information, such as medical
information or criminal history.
The following personal
information may also be obtained from third parties:
1. personal information through a
recruitment service provider
2. prior employment history from
previous employers or nominated referees
3. criminal record history, by way
of a criminal history check
4. eligibility to work in New
Zealand, by way of a visa status check
5. educational qualifications, by
way of requesting confirmation of qualifications or results from an academic
institution. If personal information is obtained from third parties, reasonable
and practicable steps will be taken at or before the time of collection (or as
soon as practicable after collection) to notify an individual, or otherwise to
ensure awareness of the collection of personal information.
Personal information may be
collected during the recruitment process for the purpose of assessing and
progressing an application, inviting applicants to apply for future positions
of interest at The Foundation and conducting statistical reporting and analysis
in relation to the recruitment processes. Your personal information for future
job opportunities may be held, unless specifically requested to be deleted.
By applying for a job and providing your personal
information, an individual is providing consent to collect personal
information, using and disclosing it for the purposes set out in this Privacy
Statement. This may include disclosing your personal information to referees
and also to other third parties that we use to help with the recruitment
process. Personal information may also be disclosed to law enforcement agencies
to verify whether an individual has a criminal record.
The Donor Bill of Rights
Volunteer Wellington is committed
is committed to upholding the international Donor Bill of Rights.
Philanthropy is based on
voluntary action for the common good. It is a tradition of giving and sharing
that is primary to the quality of life. To assure that philanthropy merits the
respect and trust of the general public, and that donors and prospective donors
can have full confidence in the not-for-profit organisations and causes they
are asked to support, we declare that all donors have these rights:
1. To be informed of our mission,
the way we intend to use donated resources, and its capacity to use donations
effectively for their intended purposes
2. To be informed of the identity of
those serving on Volunteer Wellington's governing board, and to expect the
board to exercise prudent judgment in its stewardship responsibilities
3. To have access to Volunteer Wellington's
most recent financial statements
4. To be assured their gifts will be
used for the purposes for which they were given
5. To receive appropriate
acknowledgment and recognition
6. To be assured that information
about their donations is handled with respect and with confidentiality to the
extent provided by law
7. To expect that all relationships
with individuals representing organisations of interest to the donor will be
professional in nature
8. To be informed whether those
seeking donations are volunteers, employees of the organisation or hired
solicitors
9. To have the opportunity for their
names to be deleted from mailing lists that an organisation may intend to share
10. To feel free to ask questions
when making a donation and to receive prompt, truthful and forthright answers.
Complaints
We have appointed a designated
Privacy Officer who is responsible for investigating any complaints or concerns
any person may have about our protection of their privacy. If we become aware
of any ongoing concerns or problems concerning our privacy practices, we will
take these issues seriously and work to address these concerns.
There are no fees for lodging a
complaint. If you wish to make a complaint about how we handle your personal
information, please contact our Privacy Officer at Volunteer Wellington P.O.Box
24130 Wellington 6142, New Zealand or funding@volunteerwellington.nz
or 04 499 4570 and ask for the Privacy Officer. Please provide as much detail
about the facts surrounding your complaint so we can resolve it accordingly,
and allow us at least seven days to respond to your complaint. If we fail to
resolve your complaint, you may refer the matter to the New
Zealand Privacy Commissioner.
Link: Privacy Policy