Policies

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Trustee Code of Conduct  

The Trustee Code of Conduct is designed to set the framework within which the Trustees conduct themselves when governing the affairs of the Trust.

Trustee Code of Conduct

Trustee Conflict of Interest

The Trustee code of conduct requires that the Trustees shall disclose to the Board any actual, potential or perceived conflicts of interest which may exist or might reasonably be thought to exist between the interests of the Trust and the interests of the Trustee and persons associated with the Trustee. View our conflicts of interest policy below:

Trustee Conflict of Interest

Privacy Policy

The Otago Community Trust (OCT, we, us, our) doesn’t collect a large amount of Personal Information about individuals but, where we do, we protect that information with the security safeguards that are reasonable in the circumstances to prevent misuse of that information.

From time to time, we may collect, retain and use Personal Information

This privacy policy for our website (Privacy Policy) sets out our practices regarding the collection, storage, disclosure and use of your Personal Information in compliance with the Privacy Act 2020 (Act).

This Privacy Policy will be available on our website and individuals/organisations that submit Personal Information to this website agree to be bound by the terms of this Privacy Policy.

Terminology

In this Privacy Policy, the terms “you” and “your” mean you as a website user, or applicant.

“Personal Information” means information about an identifiable individual which includes: 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.

“Website” means the Otago Community Trust website

Collection and Storage of Personal Information

We may collect your Personal Information in the following circumstances:

a. When you voluntarily provide information to us, for example:

  • when you complete forms on our Website or elsewhere (including registration forms, application forms and other forms);
  • when you create, modify, or use any accounts or registered user facilities available through our Website;
  • in the course of submitting questions, comments or other communications to us; or

b. 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 for the following purposes:

  • to assess, fulfil and monitor applications for funding;
  • carry out internal research and development, including planning for future funding;
  • prepare communications in respect of funding outcomes and case studies (where possible, we will anonymise Personal Information for this purpose);
  • verify your identity and assist you in case you forget your password or login details;
  • respond to any questions or correspondence from you;
  • manage and improve our Website and any related services;
  • provide you with information about a service that you are using (including critical updates and announcements);
  • reduce the need for you to repeatedly enter the same information;
  • analyse Website usage, trends and statistics;
  • with your permission, supply you with further information which may be of interest to you; or
  • carry out any other use that is authorised by you or permitted under the Act.

Disclosure of Personal Information

We will not disclose your Personal Information except in accordance with this Privacy Policy and the Privacy Act 2020. 

We may disclose your Personal Information to:

  • any third party for one of the purposes with which the information was obtained or is directly related to that purpose;
  • the individual concerned or where the individual concerned has authorised disclosure;
  • Government or public sector agencies, where disclosure is necessary to comply with the law;
  • appropriate third parties where necessary to protect your safety or the safety of others;
  • suppliers of outsourced functions such as our auditors, lawyers or data storage providers;
  • our stakeholders, such as community groups, charitable trusts or our trustees, for the purpose of assessing, fulfilling or monitoring funding applications or otherwise managing our business; or
  • any other agency where required or permitted by law or as otherwise permitted by the Act.

Please also note that we may share the Personal 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 to any third party or entity outside of the 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) and 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 2020, OCT may store your Personal Information as long as is required for the purposes for which it may lawfully be used by the Trust.

Security

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 your Personal Information against loss or misuse, and against unauthorised access, use, modification or other misuse.

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 info@oct.org.nz, 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 make such a request. Please understand that we must do this in order to protect your privacy. Misleading an agency to access someone else’s personal information is an offence under the Act punishable by a fine of up to $10,000.  

The Act permits us to withhold Personal Information from you in certain circumstances, such as where the information is commercially sensitive, legally privileged or despite reasonable efforts to locate the Personal Information, it cannot be found. We might also refuse to provide you with your Personal Information if that information also contains Personal Information about other people and we think this would be unwarranted. If we withhold information from you, we’ll tell you why.

We’re required by the 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.

We reserve the right, at our discretion, to update, change or revise this Privacy Policy at any time.

Changes to this Privacy Policy will take effect immediately once they are published on this website.

Please check the Privacy Policy periodically for changes. Your continued use of this website or our services following the posting of any changes to the Privacy Policy indicates your acceptance of those changes.

If you have a concern about the way we’ve handled your Personal Information, let us know. You can speak with our Chief Executive at info@oct.org.nz or writing to us at Otago Community Trust, PO Box 5751, Dunedin 9058 or ringing 0800 10 12 40.

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:

  •        completing an online complaint form at www.privacy.org.nz; or
  •        in writing to the Office of the Privacy Commissioner, PO Box 10-094, The Terrace, Wellington 6143.

Complaints Policy

Otago Community Trust values its relationship with you, and we want to ensure it is the best it can be. This Complaints Policy and associated procedures are intended to ensure any complaints received regarding the work of Otago Community Trust are handled in a prompt and professional manner. We want to ensure we provide you with the best possible service experience.

We will:

  • treat you with respect, in a fair and courteous manner at all times
  • be clear and timely in our communications with you
  • make sure information provided to you is accurate, up-to-date and understandable
  • take all reasonable actions to provide a service to you in a timely manner
  • always comply with the law

If for any reason you are not happy with any aspect of the Trust’s service, we would like to hear from you as soon as possible.

As a first step, contact the staff member you have been dealing with and explain your concerns or provide the feedback. That staff member will try to resolve the matter straight away. If they cannot, they may refer your concerns to our CE to consider.

You can also contact our CE yourself using one of the following options:
Free phone: 0800 10 12 40
Email: barbara@oct.org.nz
Post: Chief Executive, PO Box 5751, Dunedin 9054
If writing to the CE please provide a short, clear description of the reasons for your complaint together with any relevant supporting documents.

If your complaint relates to the Chief Executive then please contact the Chair, who is Diccon Sim using one of the following options:
Phone: 0274359791
Email: Diccon.sim@gallawaycookallan.co.nz
Post: Chairperson, PO Box 5751, Dunedin 9054

Once you have told us about your concerns, we will acknowledge your call, email or letter within five working days, investigate it and discuss a resolution with you. If we cannot resolve it straight away, or if the issue is of a very complex nature, we will give you an idea of how long it will take us to investigate the issue. Our aim is to get your issue fully resolved within 20 working days.

If you have a concern about the way we’ve handled your Personal Information and 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:

  • completing an online complaint form at http://www.privacy.org.nz; or
  • in writing to the Office of the Privacy Commissioner, PO Box 10-094, The Terrace, Wellington 6143.

You may also seek independent advice or assistance from the Disputes Tribunal, the Citizens Advice Bureau, your Community Law Centre or the Office of the Privacy Commissioner (for privacy issues, see privacy https://www.privacy.org.nz/your-rights/making-a-complaint/).