Volunteer South is committed to respecting the privacy of all people who use its services and complying with the 12 principles of the Privacy Act 2020. More information on the Act Principles here: https://privacy.org.nz/privacy-act-2020/privacy-principles/
Information Collection
We will only collect personal information in order to carry out Volunteer South lawful purposes and only use this information for the purpose it was collected or in ways that are directly related to the original purpose (eg: to arrange an appointment with Volunteer South staff; to refer volunteers to volunteer role vacancies and for follow up communications with volunteers).
Personal information collected includes: name, contact details, demographic information and any other information you choose to provide to us to help with volunteer placements.
Providing personal information is optional. However, some information (such as contact details) if not supplied may make it difficult for us to communicate with you about volunteer roles and referrals.
Statistical information is collected to help with administration, planning and funding our services. This includes statistical information on website page views. The statistical reports produced do not identify the individual.
Personal information is collected directly from the person it is about (eg. via website registration, phone, email or face to face) or collected from another person if you have given permission.
We will take reasonable steps to ensure personal information is accurate, complete, relevant, up to date and not misleading. For example, if repeat contact is made Volunteer South staff checks to make sure personal information is still correct.
You will only receive additional correspondence from us if you have chosen to join up to our newsletter, one-off events list or other specified group. We use MailChimp to manage and send our newsletters. We will not sign you up without your consent.
Accessing and Correcting Your Personal Information
You have the right to ask for access to your personal information and correct your information if you think it is wrong by making a request to the Volunteer South administrator.
There may be some reasons to refuse access under the Act. For example, if releasing the information could:
• endanger someone’s safety
• create a significant likelihood of serious harassment
• prevent the detection or investigation of a crime
• breach someone else’s privacy.
Information Disclosure
Your information may be disclosed to a third party under the following circumstances:
• you have authorised us to do so
• disclosure is for the purposes the information was obtained
• disclosure is in a form in which the individual is not identified
• in limited cases if disclosure of information is required by law.
Note, Volunteer South collects personal information from prospective volunteers and member organisations in order to match volunteer choices with vacancies on the volunteer roles database. Volunteer South will pass on information to volunteers or member organisations it has collected that is relevant to the position being advertised or applied for.
Some of the non-identifying information helps to inform operating statistics to the Volunteer South Board of Trustees, statistics for funding applications, and information for management’s operational planning.
If a situation arises where Volunteer South wishes to disclose information in other circumstances, this decision will be made in accordance with the Privacy Act 2020.
Information Protection
We will take reasonable safeguards to keep your personal information safe from loss, misuse or unauthorised activity. Our internal IT system is protected by enterprise grade antivirus and firewalls.
Information on our database is password protected and only staff can access these records for Volunteer South approved operations. Organisations that you have chosen to be referred to for a volunteer role will be able to access your contact details on our database.
We will not keep personal information for longer than is necessary. Inactive records are kept for a maximum of 5 years – unless we are lawfully required to keep these records for longer (e.g. our internal financial and employment records are kept for 7 years).
If you have additional questions about our Privacy Statement contact us kiaora@volunteersouth.org.nz.
Dunedin