Privacy Policy

Volunteer Wellington is committed to collecting and handling your personal information fairly and responsibly, in line with the Privacy Act 2020.

This is a summary of our privacy practices. For full details, please refer to our expanded Privacy and Confidentiality Policy (Section 13).

What information do we collect?

When you register as a volunteer or work with us, we may collect:

• your name and contact details (phone, email, address)

• personal details such as age group, gender, and ethnicity

• employment status and experience

• location and visa status

We may collect this information directly from you, or from agencies working on your behalf (for example, your employment advisor or a member organisation).

Why do we collect it?

We use your information to:

• register you on our database and connect you with volunteer roles

• follow up on your progress with volunteer referrals

• improve our services, including programme development and planning

• produce statistical reports for our board and funding bodies (in a form where you are not identified)

• send newsletters and updates about our work

• meet our legal obligations

Providing your information is optional. If you choose not to provide some types of information, you may not be able to register with us, and we may be unable to help you with your volunteering requirements.

How do we keep your information safe?

Your information is stored on a protected database. Only staff who need it for their work can access it. We use secure storage for paper records and password-protected access for digital records.

Who do we share it with?

When you apply for a volunteer role with a member organisation, we share your contact details with that organisation so they can get in touch with you. We will not share your personal information with anyone else unless we are allowed or required to do so by law, or you have given your consent.

If a member organisation receives your information from us, they must only use it for the purposes described here, or as they separately notify you.

How long do we keep your information?

We only keep your personal information for as long as we need it for the purpose it was collected. When it is no longer needed, we will archive or delete it.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you

• ask us to correct information you believe is wrong

• request that a statement of correction is attached to your records if we do not agree a correction is needed

We will generally respond to your request within 20 working days.

Marketing and communications

We will only send you marketing or promotional messages with your express consent. Every message we send will clearly identify us and include a way to unsubscribe. If you unsubscribe, we will action your request within five working days.

We will only publish photos or personal information for marketing purposes with your express consent (or the consent of a parent or guardian if you are under 18).

Complaints

If you have a concern about how we have handled your personal information, please contact our Regional Manager. We take all complaints seriously and will work to resolve them as quickly as possible.

If the complaint is not resolved within a reasonable timeframe, you may escalate it to the Board of Volunteer Wellington. You may also complain to the Privacy Commissioner:

• Privacy Enquiries Line: 0800 803 909

• Website: https://www.privacy.org.nz/about-us/contact/

For full details of our privacy practices, please refer to our expanded Privacy and Confidentiality Policy (Section 13).

If you have additional questions about our Privacy Statement, please contact Volunteer Wellingtons’ Privacy Manager at info@volunteerwellington.nz