Otago Community Trust doesn’t collect a large amount of personal information about individuals but, where we do, we take all reasonable measures to ensure that we treat it with care and respect.
From time to time, we may collect, retain and use personal information (including but not limited to, your name, email address, phone number and mailing address).
The Audit and Risk Committee has agreed on the fundamental principles of this policy, and has delegated responsibility for the implementation and monitoring and minor updating of this policy to the CEO.
“Personal information” includes but is not limited to: your name, email address, mailing address, phone number, user name, date of birth, contact preferences, online activity logs related to our website, IP addresses, cookie, device, browser and operating system identifiers, internet tags, location and navigational data provided by your connection, server addresses, top-level domain names, dates and times of visits to the website, pages accessed and documents downloaded, interactions with tools and advertising, previous websites visited, and the type of browser used.
Collection and Storage of Personal Information
We may collect your personal information – including your email address, name, phone number and mailing address – in the following circumstances:
2. As you navigate through the website, certain information may be passively collected (that is, gathered without your active participation) using various technologies and means, including technical information and usage information individual to you.
Use of Personal Information
The personal information we collect will be used to provide services you have authorised or requested. We may also use the personal information we collect to:
Disclosure of Personal Information
We may disclose your personal information to:
Please also note that we may share the information we collect in an anonymous form, for example from surveying or tracking information, with other third party partners. However, we will not sell or disclose personal information about you as an individual to any third party or entity outside of Otago Community Trust or its related entities for marketing purposes.
Third Party Websites
Our website may contain hyperlinks to third party websites. We are not responsible for the content of such websites, or the manner in which those websites collect, store, use, and disclose any personal information you provide.
When visiting a third party website from hyperlinks displayed on our website, we encourage you to review the privacy statements of those websites so that you can understand how the personal information you provide will be will collected, stored, used and disclosed.
Storage of Personal Information
Your personal information is collected by Otago Community Trust and may be held by Otago Community Trust (Level 2, Community Trust House, Cnr Moray Place & Filleul St, Dunedin) or any other associated entities or service providers to OCT on secure servers.
The information collected on, or through, our website is stored on secure servers.
In accordance with the Privacy Act 1993, OCT may store your personal information for as long as it may lawfully be used by us.
No data transmissions over the internet are completely secure. Accordingly, we cannot ensure the security of information transmitted from or to you. However, once we have received your personal information, we will use reasonable efforts to protect the information against loss or misuse, and against unauthorised access, use, modification, or disclosure.
Right to Access and Correct Your Personal Information
You have the right to access, request or correct the personal information that we hold about you at any time by contacting our staff at email@example.com, writing to us, Otago Community Trust, PO Box 5751, Dunedin 9058 or ringing 0800 10 12 40.
Whichever way you make your request, we must take steps to ensure that you’re authorised to do so. Please understand that we must do this in order to protect your privacy.
The Privacy Act permits us to withhold personal information from you in certain circumstances, such as where the information is commercially sensitive or legally privileged. We might also refuse to provide you with information that is also about other people if we think this would be unwarranted. If we withhold information from you, we’ll tell you why.
We’re required by the Privacy Act to make a decision on your request – and convey this to you – within 20 working days. Where we cannot make a decision within 20 working days, we’ll let you know and explain why.
Questions or Complaints
If you have a concern about the way we’ve handled your personal information, let us know. You can speak with our CE using the contact details set out above and we’ll try to resolve your concerns.
If we can’t resolve your complaint for you, then you have the right to make a complaint to the Office of the Privacy Commissioner by: