Privacy Statement

Volunteer Kāpiti Privacy Statement

Volunteer Kapiti is committed to respecting the privacy of all people who use its services and complying with the 12 principles of the Privacy Act 2020. More information on the Act Principals here:

Information Collection

  1. We will only collect personal information in order to carry out Volunteer Kāpiti lawful purposes and only use this information for the purpose it was collected or in ways that are directly related to the original purpose (eg: to arrange an appointment with a Volunteer Advisor; to match volunteer clients with volunteer role vacancies and follow up on volunteer placements).

  2. Personal information collected includes: name, contact details, demographic information and any other information you choose to provide to us to help with volunteer placements.

  3. Providing personal information is optional. However, some information (such as contact details) if not supplied may make it difficult for us to communicate with you about volunteer roles and referral.

  4. Statistical information is collected to help with administration, planning and funding our services. This includes statistical information on website page views. The statistical reports produced do not identify the individual.

  5. Personal information is collected directly from the person it is about (eg via website registration, phone, email or face to face) or collected from another person if you have given permission.

  6. We will take reasonable steps to ensure personal information is accurate, complete, relevant, up to date and not misleading. For example, if repeat contact is made the Volunteer Advisor checks to make sure personal information is still correct.

  7. You will only receive additional correspondence from us if you have chosen to join up to our newsletter, one-off events list or other specified group. We use MailChimp to manage and send our newsletters. We will not sign you up without your consent.

Accessing and Correcting Your Personal Information

  1. You have the right to ask for access to your personal information and correct your information if you think it is wrong by making a request to the Volunteer Kāpiti Privacy Officer. We may, in some situations, charge you our reasonable costs of providing to you copies of your personal information or correcting that information.

  2. There may be some reasons to refuse access under the Act. For example, if releasing the information could:
    • endanger someone’s safety
    • create a significant likelihood of serious harassment
    • prevent the detection or investigation of a crime
    • breach someone else’s privacy.

Information Disclosure

  1. Your information may be disclosed to a third party under the following circumstances:
    • you have authorised us to do so
    • disclosure is for the purposes the information was obtained
    • disclosure is in a form in which the individual is not identified
    • in limited cases if disclosure of information is required by law.

  2. Note, Volunteer Kāpiti collects personal information from prospective volunteer clients in order to match their choices of work with vacancies on the job placement database. Volunteer Kāpiti will pass on to member organisations only personal information it has collected that is relevant to the position being applied for.

  3. Some of the non-identifying information helps to inform operating statistics to the Volunteer Kapiti Board of Trustees, statistics for funding applications, and information for management’s operational planning.

  4. If a situation arises where Volunteer Kapiti wishes to disclose information in other circumstances, this decision will be made by the Manager in accordance with the Privacy Act 2020.

Information Protection

  1. We will take reasonable safeguards to keep your personal information safe from loss, misuse or unauthorised activity. We keep limited paper records in a secure filing cabinet, only staff can access the files for direct Volunteer Kāpiti purposes. Our internal IT system is protected by enterprise grade anti-virus and firewalls.

  2. Information on our database is password protected and only staff can access these records for Volunteer Kāpiti approved operations. Organisations that you have chosen to be referred to for a volunteer role will be able to access your contact details on our database.

  3. We will not keep personal information for longer than is necessary. In-active records are kept for a maximum of 5 years – unless we are lawfully required to keep these records for longer (eg our internal financial and employment records are kept for 7 years).

If you have additional questions about our Privacy Statement contact the Volunteer Kāpiti Privacy Officer: