KiwiHarvest Privacy Policy

Accurate record keeping and information management is essential to the ongoing function of KiwiHarvest. A variety of streams of information relate, respectively, to the varied stakeholders of KiwiHarvest. Collecting, organising, storing, accessing, sharing and disposing of these streams of information is governed by principles of best practice to meet applicable legal, cultural, and ethical requirements

Purpose

The purpose of this policy is to provide a framework and assign responsibilities for ensuring that full and accurate records of the activities of KiwiHarvest are created, maintained, accessed, shared, and disposed of in a controlled manner. The policy aims to ensure that these records are maintained for as long as they are required to support operational, legal, audit or cultural needs, until their disposal with consent from the Directors.

This policy, and the resultant records and information management programme of work, represents one essential component of KiwiHarvest’s broader approach to the management of its information

POLICY

Privacy Responsibilities

KiwiHarvest Staff, Volunteers, and Directors will: Abide by the principles outlined in the Privacy Act 2020

Recording Keeping Responsibilities

KiwiHarvest Staff, Volunteers, and Directors will: Keep all information safe from cyber-attack, slow destruction and disaster.

Responsibilities

The Board accepts that it has a responsibility to ensure that a coherent and appropriate approach is taken to the keeping of records and the appropriate sharing and protection of information. The Board has agreed on the fundamental principles of this Policy and has delegated responsibility for the implementation and monitoring of this Policy to the CEO.

APPROVAL

The Board of Directors (the Board) of KiwiHarvest has considered both current and best practice in the formulation of this Policy. When the Board approved this Policy, it agreed that no variations of this Policy or amendments to it can be made except with the approval of the Board. As part of its approval the Board requires that this policy is circulated to all staff and for a copy to be included in the Policy Manual. The Board requires that all new staff are familiarised with this Policy and other relevant policies approved by the Board.

Collecting, holding, using and disclosing personal information

When collecting personal information KiwiHarvest shall:

  • Only collect the information we need

  • Collect information directly from the person

  • Tell the person what we are doing e.g. tell them that we are collecting their information and why we are collecting it

  • Collect personal information in a way that is lawful, fair and not unreasonably intrusive

When holding personal information KiwiHarvest shall

  • Store personal information securely (see sections below for details)

  • Give people access to their personal information

  • Let people correct their personal information

When using and disclosing personal information KiwiHarvest shall:

  • Make sure personal information is accurate

  • Only keep personal information for as long as it is required

  • Only disclose personal information for good reason e.g.

    • you have the permission of the person the information is about

    • another law requires you to disclose it

    • it’s one of the purposes for which you got the information