Privacy Policy
The Privacy Policy describes: the collection, use and disclosure of a range of information regarding trustees, staff and applicants, including the procedures for accessing, checking and correcting personal information held by the Trust; and the role of the Privacy Officer.
1.0 Objectives
1.1 The Privacy Policy ensures that the collection, use and disclosure of a range of information regarding trustees, staff and applicants, including the procedures for accessing, checking and correcting personal information held by the Trust, complies with the Privacy Act 1993 and its amendments.
2.0 Appointment of Privacy Officer
2.1 The Trust hereby appoints the Chief Executive to the position of Privacy Officer.
2.2 For Trust Waikato, the privacy officer:
i. will be familiar with the privacy principles in the Privacy Act
ii. will be familiar with any other legislation governing what Trust Waikato can and cannot do with personal information
iii. deals with any complaints from Trust Waikato’s stakeholders about possible breaches of privacy
iv. trains other staff to deal with privacy appropriately
v. ensures the Trust’s policies and procedures comply with privacy requirements
vi. deals with requests for access to personal information, or correction of personal information
vii. acts as a liaison person for Trust Waikato with the Privacy Commissioner
3.0 Trustee and Staff Information
3.1 The Trust collects and holds personal information about Trustees and Staff. In relation to this information the following points are noted:
a. Trustees and Staff will be advised when private information is being collected and held.
b. Staff of the Trust, staff of the Trust’s payroll administrators and, if necessary, legal and employment advisers will have access to this information for the purposes of contractual matters, reviewing performance, payment and review of salaries and honoraria, maintenance of leave records and consideration of re-appointment issues.
c. Steps have been taken to ensure that information held about Staff and Trustees cannot be accessed for unauthorised purposes.
d. Staff and Trustees have the right to access personal information held about them and have the right to correct any information held.
e. Information will not be disclosed to any other parties without the express authorisation of the Staff member or the Trustee concerned.
f. Staff and Trustees are asked to note that e-mail on Trust computers and computer access at the Trust is not private, and that use of these resources can be monitored.
4.0 Information regarding Donation Applicants
4.1 The Trust holds extensive information about the operation of groups that apply for donations. In addition to information held about a group the Trust also holds personal information setting out the officers of groups together with their contact details. At times the Trust may also hold personal information about the actions of individuals within groups. In relation to this information the following points are noted:
a. When groups sign the application form they acknowledge a number of key statements regarding the collection and disclosure of group and personal information. Included amongst these statements are:
i. an acknowledgement that information contained in the applications will be used to assess the applications, and may be shared with other parties in the process of such assessment and that if approved will also be published.
ii. an acknowledgement that personal information collected will be held by Staff and Trustees for the purpose of assessing applications.
b. The following statements regarding the purposes of group or personal information collected by the Trust are also contained within the standard application form, which applicants are requested to consider and either ‘agree’ or ‘disagree’ with:
i. subsequent mailing (postal or electronic mail) of Trust Waikato information to the group or individual named in the application form
ii. the use of group and personal information for research purposes, as approved by the Trust Privacy Officer.
iii. being sent information on behalf of other agencies which, in the opinion of the Privacy Officer, is relevant to the group.
16 February 2009