Privacy Policy - Te Puawaitanga ki Ōtautahi


Privacy Policy

banner image
Weave design

Privacy Policy

This privacy statement explains how Te Puawaitanga ki Ōtautahi Trust (The Trust) collects, stores, uses, and shares personal information.

The Privacy Act 2020 requires us – like any other organisation in Aotearoa – to tell you certain things about the personal information we need to carry out our functions.

We collect information to deliver health and social services. We also use information to communicate and engage with you, for example through our pānui.  Please read on to find out more about our processes in these two areas.

In short, here are a few key privacy messages to note:

  • We comply with the Health Information Privacy Code 2020 and the Privacy Act 2020
  • We only collect personal information where this is necessary to carry out our services.
  • We may collect personal information about you either directly from you or from other people or agencies, and we may generate personal information about you when we carry out our mahi.
  • We store all our data (including your personal information) on a secure cloud platform, and we use Microsoft Office 365 applications. We protect our data with all reasonable technical and process controls
  • You can ask us for a copy of your personal information at any time. We will be as open as we can with you but must also ensure we meet our legal obligations.
  • We will only use and share personal information where necessary to carry out the functions for which we collected it, or if required by law.

If you cannot find the information you need, or you have concerns about the way we are managing your personal information, then please contact us at any time either by email or ring 0800 66 99 57 and ask for our Privacy Officer.

We may update this privacy statement from time to time, for example to reflect changes to the Privacy Act, so feel free to check in again occasionally to see what might have changed. This statement was last updated in Whiringa-ā-rangi / November 2022.

Your health information

How we collect your health information

We collect information from you directly or from someone you have agreed we can speak to (for example whānau or a support person). We will talk to you first to collect information, unless there is a good reason not to (for example, you are sick and want us to speak with your auntie).

To provide services to you, information may also be collected from other health care providers (such as your GP or midwife), if necessary. These providers have their own policies for sharing your information with us.

How we use and share your information

We use your information to provide you with health and social services. We do not use identifiable information for this purpose. Your anonymised information is also used to report on the services we provide and to help improve our services. There are times when by law we are required to share information, for example when requested by government agencies.

Information is kept for as long as legally required and for our specific organisational purposes. We are legally required to keep your health information for 10 years after the last time we provided you with a health service.


Please note that The Trust contributes to, and accesses health care information from Health One. HealthOne is a South Island based secure electronic record that allows registered health care providers directly involved in your health care, to quickly access information such as your test results, allergies, medications, GP summaries and hospital information.

HealthOne adheres to the principles of the Privacy Act 2020 as well as Rule 5 (Storage and Security of Health Information) set out in the Health Information Privacy Code 2020. Access is only possible via an approved highly secure health care information network which is regularly audited and tested. Privacy auditing is used to check that only those directly involved in your care are accessing your information.

To find out more about HealthOne please visit Please note that you are entitled to restrict the sharing of your health care records by contacting 0508 837 872 or emailing

Communication and Engagement

This section explains how we collect, use, and share personal information when we are engaging with the public and with agencies, including managing enquiries and otherwise engaging with the community through our website or communications activities (such as events, surveys, pānui, and focus groups).

The personal information we collect about you

We will only use the personal information you provide to us for the purposes of delivering the services you have requested (such as registering you for an event, responding to an enquiry or processing your referral).

Effectively engaging with the public requires us to collect and use some personal information. However, we only collect the personal information you choose to give us (for example, you decide how much detail to provide us as a background to an enquiry or referral), and you can opt out of our communications activities, such as receiving our pānui, at any time.

The information we may collect when you engage with us includes:

  • Your name
  • Your contact details, including your address, email address or phone number
  • The content of your enquiry or referral
  • Any questions or comments you submit via our website
  • Details of any events you have registered for, including dietary or specific requirements
    • Your responses to surveys or focus group discussions (usually these will be captured in a de-identified form)
    • Information about your use of our website (explained further below)

The following information is automatically collected about your use of our website (though please note we make no efforts to associate this with your identity):

  • Your IP address
  • The search terms you used
  • The pages you accessed on our website and the links you clicked on
  • The date and time you visited the site
  • The referring site (if any) through which you clicked to our website
  • Your operating system
  • The type of web browser you use

Use of cookies on our website

Cookies are small text files that are placed in your browser by the websites you visit. They are widely used to help users navigate websites efficiently, to perform certain functions on the sites, and/or to provide site owners with information about how their sites are used.

We use tracking cookies to analyse non-identifiable web traffic data to improve our reach. This data is aggregated and cannot personally identify you. Our web analytics will also respect any ‘do not track’ setting that you may have set on your browser.

We use social media on some sections of our website to help communicate our messages and give you the best experience (such as embedding YouTube videos). These social media services have their own privacy policies and may track your use of our website on those pages where their links are displayed. They do this using persistent session cookies and their tracking may be associated with your profile with them.

Most web browsers will enable you to set some control over cookies in your browser settings. This includes deleting them from your browser or disabling them altogether. If you do choose to set your browser to disable all cookies, this may affect your ability to use some of the features on our site.

Third party providers

We use some third-party providers to manage some of our engagement processes and services, such as pānui (we use MailChimp to deliver our pānui). Where we do this, any personal information you provide (such as your email address) may also be collected and stored with this provider and you should also check their privacy statements when using those services.

We use social networking services such as Facebook and YouTube to communicate about our mahi. When you communicate with us using these services, the social networking service may collect your personal information for its own purposes.

These services may track your use of our website on those pages where their links are displayed. If you are logged in to those services (including any Google service) while using our site, their tracking will be associated with your profile with them. These services have their own privacy statements which are independent of ours. They do not have any access to the personal information we hold on our systems.

Other third parties

We will only use the personal information you provide to us for the purposes of delivering the services you have requested (such as registering you for an event, responding to an enquiry or processing your referral) or carrying out our lawful functions.

We do not share your personal information with third parties, except in the following circumstances:

  • to appropriately respond to your enquiry
  • if required by law (for example to assist with the investigation of a criminal offence), to report significant misconduct or breach of duty, or where there is a serious threat to health or safety. If our kaimahi are threatened or abused, we may refer this to Police.

Your privacy rights and how to contact us

The Privacy Act gives you rights to request access to and correction of the personal information we hold about you. You can take steps to control the ways we use your information (such as opting out of receiving pānui). You can also complain to us at any time if you think we misused your personal information.

Contact us to exercise any of these rights, including the right to complain about our privacy practices. Remember that you can make an information request to us in any form.

Requesting access to or correction of your information

You have the right to request a copy of the personal information we hold about you. You also have the right to ask us to correct your information if you think it is wrong.

We will process your request as soon as possible, and no later than 20 working days after we receive it. We will be as open as we can with you, but please note that your right to request personal information is subject to section 206 of the Privacy Act, which requires that we maintain secrecy, in some instances even from you.

We may occasionally need to withhold personal information under sections 49-53 of the Privacy Act, for example where the information requested is legally privileged. However, we will only ever withhold information where necessary.

Opting out of certain uses of your information

You can opt out of receiving our pānui or being included in on any other subscription list by following the unsubscribe link at the end of the email or contacting us.

Complaining about our privacy practices

We want to know if you have concerns about our privacy practices, whether these relate to the way we collect or share information about you or our decision on your request to access your information. This allows us to try and put things right with you and helps us to identify and fix any problems with our systems or processes.

In the first instance, let us know about your concerns and we will try our best to resolve it. This could include escalating your concerns to a member of our leadership team to ensure we have made the right decision and fully considered your concerns. You can raise your concerns with by contacting us.

Contact us either by email or ring 0800 66 99 57 and ask to speak to our Privacy Officer.