Privacy Policy - Rotoroa Island Trust

The Rotoroa Island Trust is a New Zealand registered charity establishing a wildlife sanctuary on Rotoroa Island.

We collect personal information in order to conduct our business, to provide and market our services.

How does The Rotoroa Island Trust collect personal information?

Except as otherwise permitted by law, we will collect personal information:

from you directly when you provide your details to us;
from you indirectly (through emails, forms, subscription applications, face-to-face meetings, interviews, registration and attendance at events, business cards, telephone conversations and through the use of the services and facilities available through our websites and social media channels);
from third parties in some instances, for example, we may use third parties to analyse traffic at our websites and social media channels, which may involve the use of cookies. In some circumstances we might collect personal information about an individual from a third party, for example, a report provided by a medical professional or an employment reference from another person; and
from publicly available websites.

Management of personal information

We take reasonable steps to protect the security of personal information. The Rotoroa Island Trust staff are required to respect the confidentiality of personal information and the privacy of individuals.

We take reasonable steps to protect personal information held by us from misuse and loss and from unauthorised access, modification or disclosure, for example by use of physical security and restricted access to electronic records.

Where we no longer require your personal information we will comply with our legal obligations in respect of that information.

How might The Rotoroa Island Trust collect, hold, use and disclose your personal information?

In general, we collect, hold, use and disclose your personal information for the following purposes:

to conduct our business;
to provide and market our tourism experiences to you;
to engage third parties on your behalf;
to communicate with you;
to purchase goods or services;
to help us manage and enhance our services;
to check your identity against governmental databases, including:
the National Register of driver licences;
one of more of the following databases maintained by the Department of Internal Affairs:
birth or death information recorded under the Births, Deaths, Marriages, and Relationships Registration Act 1995;
citizenship information recorded under the Citizenship Act 1977; and/or
travel document information recorded under the Passports Act 1992; and/or

To whom might The Rotoroa Island Trust disclose your personal information?

We may disclose your personal information to:

other members of the The Rotoroa Island Trust;
other companies or individuals who assist us in providing services or who perform functions on our behalf (such as accommodation booking systems, mailing houses, hosting and data storage providers, specialist consultants and online payment gateways);
social media sites on which we have a presence;
anyone else to whom you authorise us to disclose it; and
where we are required to do so by law.

COOKIES - What is a cookie?

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

We use cookies for the following purposes:

(a) authentication - we use cookies to identify you when you visit our website and as you navigate our website;

(b) status - we use cookies to help us to determine if you are logged into our website;

(c) security - we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and/or ResBook generally;

(d) advertising - we use cookies to help us to display advertisements that will be relevant to you;

(e) analysis - we use cookies to help us to analyse the use and performance of our website and/or ResBook; and

(f) cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally.

Cookies Used By Our Service Providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://www.google.com/policies/privacy/.

Managing Cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. Blocking all cookies will have a negative impact upon the usability of many websites.

If you block cookies, you will not be able to use all the features on our website.

How can you access and correct your personal information?

We endeavour to ensure that the personal information we hold is accurate, complete and up-to-date. We encourage you to contact us in order to update any personal information we hold about you. Contact details are set out below. You have the right to correct any personal information we hold about you in accordance with the Privacy Act.

Subject to the exceptions set out in the Privacy Act, you may seek access to the personal information which we hold about you by contacting [email protected] .

How can you make a privacy complaint?

If you have any questions about privacy related issues or wish to complain about the handling of your personal information by us, please contact [email protected] . We may ask you to lodge your complaint in writing. Any complaint will be investigated and you will be notified of the decision in relation to your complaint as soon as practicable after it is made, usually within 20 working days.

If we are unable to satisfactorily resolve your concerns about our handling of your personal information, you can contact the Office of the Privacy Commissioner at: PO Box 10-094, The Terrace, Wellington 6143, phone 0800 803 909, http://privacy.org.nz/.

Address details of The Rotoroa Island Trust
The address of The Rotoroa Island Trust, as the person collecting and holding your personal information, is:

PO Box 25-953, St Heliers, Auckland 1740 New Zealand

Updates to this Policy

This Policy will be reviewed from time to time to take account of new laws and technology, changes to our operations and practices and the changing business environment. The most current version of this Policy is located at www.rotoroa.org.nz and can be obtained by contacting [email protected].

Last updated: June 2020