Privacy Policy
You can find our website Terms of Use here.
Privacy Policy for Pest Free Kaipātiki
Introduction
Pest Free Kaipātiki (PFK) is committed to protecting the privacy of individuals and communities involved in our organisation. In the course of delivering our programmes, engaging with volunteers and stakeholders, and using digital tools (including emerging technologies), we collect and use personal information.
This Privacy Policy outlines how we collect, use, store, and protect personal information in accordance with the New Zealand Privacy Act 2020, and reflects our commitment to transparency, accountability, and respect for the people and communities we serve.
If you have any questions about how your information is handled, or if you’d like to exercise your rights under the Privacy Act, please contact our Management Team at team@pfk.org.nz or phone (+64) 09 394 9190.
Purpose
The purpose of this policy is to:
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Ensure that personal information is handled in a manner consistent with our vision, values, and legal obligations.
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Provide clear guidelines for the ethical and responsible collection, use, sharing, and storage of personal data.
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Mitigate potential risks related to privacy breaches, misuse of data, and loss of trust.
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Foster transparency and accountability in how we manage and protect personal information.
Scope
This policy applies to all members, volunteers, and employees of PFK who access, collect, use, store, or share personal information as part of their work. It also applies to any individuals whose personal information is collected by PFK, including community members, volunteers, donors, participants, and partners.
Principles
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Purpose limitations: Collect personal information only for a clear, lawful, and specific purpose, and do not use it for anything unrelated without consent.
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Data minimisation: Only collect the personal information that is necessary. Avoid collecting more than is required.
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Transparency: Be open about what information is being collected, why it’s needed, how it will be used, and who it might be shared with.
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Security and protections: Safeguard personal information from loss, unauthorised access, or disclosure through appropriate physical and digital security measures.
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Access and the right to correction: Respect individuals' rights to access their personal information and request corrections if it is inaccurate or incomplete; and/or removal of their personal information if requested.
Information collected
When a person joins as a member, contact us or one of the community partners we work with, visit our community Toolshed, or attend one of our events, we may collect personal information such as:
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name,
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email,
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phone number,
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address, and
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health and safety information.
This enables PFK to safely provide people with tools and services, or connect them to relevant local environmental initiatives and events.
If you are attending a PFK event, we may take photos during the course of the event. We will let you know this is happening and give you the opportunity to request to be excluded from these photos. Identifiable photos of children will not be used unless explicit consent is obtained by a parent or guardian of that child.
In addition, PFK is a registered Incorporated Society and as such, we may collect information that is required to meet our reporting obligations under the Incorporated Societies Act 2022.
We may also collect information when people visit our website. This information allows us to track the performance of our website, and improve our online services.
Secure storage of your information
We are required to provide some aggregated data to our sponsors and partners when reporting to them on how we are doing, however PFK will not disclose, sell, rent or share personal information to any third party.
PFK keeps your information safe by having all data stored securely behind private logins, use multi-factor authentication where possible and only allow authorised PFK team members access to it.
Use of cookies
We use cookies and similar technologies on our website to improve functionality, analyse website usage, and support our services.
Cookies are small text files stored on your device when you visit a website. Some cookies are essential for the website to operate, while others help us understand how visitors use our site or enable personalised content and advertising.
We may use third-party services, such as analytics, which may also place cookies on your device.
You can control or disable cookies through your browser settings. However, disabling some cookies may affect website functionality.
Access, removal, or updates to information
There is the option for PFK contacts to review and/or update preferences with us at any time including opting out of certain services or communications.
Guidelines
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Consultation and Oversight for Privacy Compliance:
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Engage with the Senior Leadership Team to ensure ongoing compliance with evolving privacy laws and organisational policies.
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Use of Third-Party Tools and Services:
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Exercise caution when using third-party or cloud-based tools to process personal information. Avoid uploading confidential or sensitive data without due diligence and appropriate safeguards.
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Human-Led Approach:
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Ensure human oversight of data collection, use, and sharing practices to protect individuals' privacy and align with PFK’s mission and values.
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Quality Assurance:
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Regularly verify the accuracy and completeness of personal information held, and implement processes to correct or update data as needed.
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Data Integrity and Privacy:
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Ensure that all data used in analyses is obtained legally and ethically.
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Protect the privacy and confidentiality of any personal or sensitive information.
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Anonymise data to prevent the identification of individuals to any third parties.
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Ensure that information can not be combined to identify individuals to any third parties.
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Data Storage, Retention, and Disposal:
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Store personal information securely using appropriate measures.
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Retain data only for as long as necessary and dispose of it securely thereafter.
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Transparency and Communication:
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Clearly inform individuals about what data is collected, how it is used, who it is shared with, and their rights under the Privacy Act.
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Risk Management:
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Conduct regular privacy and vulnerability risk assessments.
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Establish clear procedures to detect, report, and manage data breaches or privacy concerns promptly.
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Protection of Confidential, Proprietary, and Sensitive Information:
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Safeguard confidential, proprietary, and sensitive data — including volunteer, donor, and internal information — from unauthorised access or disclosure.
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We are committed to respecting the sovereignty of data. All information is managed in a way that supports partnership, active protection, and appropriate stewardship of data and in accordance with New Zealand laws and regulations and the principles of Te Tiriti o Waitangi.
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Consent and Choice:
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Obtain informed consent where required, and provide clear options for individuals to control their information, including opting out of communications or data uses.
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Reporting Concerns:
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For any concerns relating to data and privacy breaches, suspicions, or non-compliance, report these to team@pfk.org.nz or phone (+64) 09 394 9190, attention - The Privacy Officer.
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Compliance
All members, volunteers, employees, contractors, and partners of PFK are expected to comply with this policy. Non-compliance may result in a review and potential disciplinary action, up to and including termination of employment or partnership. In addition, PFK is committed to dealing with any privacy complaints in a timely and appropriate manner.
Conclusion
By adhering to the principles and guidelines outlined in this policy, we can use personal information responsibly to support and advance our mission. We recognise the importance of handling data with care and respect to maintain trust and protect the privacy of everyone involved.
Policy Review
This policy will be reviewed bi-annually or as needed to ensure it remains relevant and effective in guiding the use of data within PFK.
Approval
This policy was approved by the Board of Pest Free Kaipātiki on 30 July 2026.
Contact
For questions or concerns regarding this policy, please contact The Privacy Officer at team@pestfreekaipatiki.org.nz