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Privacy Statement

This is the privacy notice for Kapiti Living Without Violence.

Intent

We collect and manage a range of personal information. We treat it respectfully and carefully, are open with people about why we collect it, how it is held and stored, what we do with it and rights of access. We comply with regulatory standards and only release and share information in accordance with our policies and the law. Wherever possible, we forewarn and seek consent from people about when their information may have to be disclosed.

When and how we collect personal information

Personal information will only be collected when necessary for service provision and business purposes. Information will be collected in a way that is sensitive to a person’s culture, age, abilities, level of understanding and circumstances. Informed Consent will be obtained and all due care taken to ensure the person understands the reasons for collecting the information, how and when it will be used, stored, accessed, and shared, and their rights to access and correct it (evidenced by a Privacy Consent form or equivalent).

Access to personal information

A person may request access to their own or their child’s personal information. Unless there is good reason to refuse, we will facilitate access as follows:
  • enable access within 20 working days of receiving the request for access
  • remove information about another person on their file beforehand (under the oversight of management/their delegate)
  • encourage the person to have support while viewing their record (ie for sensitive information)
  • inform the person of their right to seek a correction to their personal information.

Safe Disposal of Personal Information

Personal information will be securely disposed of once the purpose for collection no longer applies, provided the law does not require retention (e.g., under health & disability or employment requirements) and the person/whānau does not wish it to be retained. Reasonable care will be taken to safeguard privacy during destruction. Records on computer hardware and any backup copies will be wiped to ensure they cannot be reconstructed in any way.

Information sharing

  • People will be informed about and must consent to their information being shared with others, including with other professionals, before it is shared. Parental/guardian consent will be obtained before the personal information of a child/rangatahi can be shared
  • People will be told on entry about when their personal information may be disclosed and who, in KLWV and externally (e.g., auditors), will have access to it
  • Any disclosure of personal information will only be to the extent necessary to the work/mahi and within the scope agreed with the person to whom it relates
  • All due care will be taken to safeguard privacy when transferring or sharing personal information
  • Information about a person’s associate or another person (e.g., partner, or parent) will be treated as confidential and will not be disclosed to others unless the exceptions below apply
  • Personal information obtained from third parties (e.g., supplied by a doctor or another health worker) will not be disclosed or shared without the consent of the person to whom it relates unless the exceptions (below) apply
  • If a person does not consent to the disclosure of their personal information but the disclosure is mandated or allowed by law, their views will be obtained, considered and recorded.

Exceptions

Personal information will not be disclosed without consent unless there are reasonable grounds for believing that one of the following applies:
  • The disclosure of the information is likely to assist a family violence or child protection response or plan and is to an authorised agency;
  • It is specifically authorised by law (e.g., a request from Oranga Tamariki under section 66 Oranga Tamariki Act 1989)
  • It is for the same purpose for which the information was obtained
  • It is part of reporting concern about the well-being of a child or young person
  • The disclosure is necessary (ie needed) to prevent or lessen a serious threat to:
    • public health or public safety, or
    • the life or health of the individual concerned or another individual, and
    • we reasonably believe that disclosure will help to prevent or lessen the threat.
  • Any of the other circumstances in IPP 11(1) or Rule 11(2) of the Health Information Privacy Code exist.

Privacy Officer

We have a Privacy Officer to support our compliance with the law and policies and to support our interactions with the Office of the Privacy Commissioner (e.g., about privacy breaches; complaints etc.