PRIVACY STATEMENT

1. Introduction

1.1 The New Zealand Horse Ambulance Trust (Charities Services no. CC53589) (we) are committed to protecting the privacy and security of your personal information.

1.2 This Privacy Statement describes how we collect, use, disclose and protect your personal information about you before, during and after your membership with us and how we comply with the Privacy Act 2020 (Act).

1.3 Terms or phrases highlighted in bold in this Privacy Statement have the meaning given to them in the Act.

1.4 This Privacy Statement is effective from 18 April 2024. By using our website, providing us with information or by using our services you agree to us collecting, using, and disclosing that information in accordance with this Privacy Statement and the Act.

2. Collection of your personal information

2.1 Generally, the type of personal information we may collect from you includes [your name, contact information such as [phone number(s) and email addresses,] a record of any correspondence you have with us, date of birth, gender and billing and payment information.

2.2 Other types of information we may collect could relate to your marketing and communication preferences, your activity and fitness levels, your location, other contact details, your computer or network and your forms of identification used to verify your identity for registration purposes.

2.3 We collect personal information directly from you when:

(a) you use our services;

(b) you subscribe to emails from us [and interact with surveys embedded in our emails or on our website];

(c) you make enquiries with us or communicate directly with us through social media;

(d) you use our website.

2.4 We may also collect your personal information from:

(a) racetrack event organisers or promoters;

(b) publicly available information; and

(c) third parties where you have authorised or requested us to do so.

Our website may also automatically collect and store information about your visit, including your IP address, the date and time you accessed our website, the internet address of the website from which you linked directly to our website and the pages you accessed while visiting our website.

2.5 We do not collect personal information from individuals under the age of 13 without parental consent.

3. How we use your personal information

3.1 We collect, hold, use and disclose your personal information for the following purposes:

(a) to provide our services to you;

(b) to verify your identity;

(c) to respond to communications from you, including if you make a complaint;

(d) to facilitate payment for our services;

(e) donor stewardship;

(f) to provide you with information and otherwise market our services to you where you [have previously used our services, made a donation] or have signed up to receive these marketing communications;

(g) inform you of our services, promotions, competitions and other marketing activities;

(h) where it is necessary for our legitimate interests of conducting our business, which include:

(i) seeking feedback in relation to our services;

(ii) promoting our services;

(iii) donor stewardship;

(iv) managing, reviewing, analysing and improving our services and processes (including any employment processes if you are an employee or are applying for employment with us);

(v) education, training and development requirements;

(vi) complying with our legal obligations, including health and safety obligations; and

(vii) any other purpose made known to you when collecting your personal information or any lawful purposes authorised by the Act and any other applicable privacy laws.

4. Disclosing your personal information

4.1 We may disclose your personal information to:

(a) event or racetrack organisers or promoters;

(b) veterinary or animal welfare service agencies;

(c) a government agency or a person who can legally require us to supply your personal information under the Privacy Act or any other law;

(d) one of our third-party service providers, including accounting software agencies, research, mailing houses, promotion and advertising agencies, and data [management] agencies.

4.2 We will never sell, rent, or otherwise make your personal information available to any third party.

4.3 Any information collected shall be held and managed by us or by a third-party storage provider with whom we or one of our affiliated partners have a contractual relationship. It will be held on a server either locally or overseas.

4.4 We seek to ensure that all of our agreements with third-party service providers contain appropriate safeguards in respect of your personal information. However, we may authorise a third party to use such data for their own purposes; however, this will only be in relation to aggregated or anonymised data, so that it will not be personally identifiable to you.

4.5 We take all reasonable steps to store personal information and safeguard it against loss, misuse, or unauthorised disclosure. Despite taking all reasonable steps to safeguard the security of personal information, we cannot guarantee that your personal information cannot be accessed by an unauthorised person (e.g. a hacker) or that unauthorised disclosures will not occur.

4.6 We will not disclose an Employee’s personal information to a third party unless it is for one of the purposes for which the information was obtained, the disclosure was authorised by the individual concerned, or otherwise in accordance with the Act.

5. Data Retention and Security

5.1 We will retain personal information about you for as long as is necessary for the purpose for which it was obtained, including for the purposes of satisfying any legal, accounting, or reporting requirements, to manage backups of your personal information in accordance with our security practices, and to address any claim that might be made during or after your membership with us (or your employment with us (if you are an employee)).

5.2 In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

5.3 When any personal information is uploaded to our website or platform, it sends it over the internet using the HTTPS protocol. We also encrypt your personal information to help prevent others from reading it while it is in transit from your device to our website.

5.4 While we use reasonable and appropriate technical and organisational measures to protect your personal information, we rely on you to do the same.

6. Marketing communications

6.1 To keep you informed of our service offerings and upcoming competitions, we may send you a newsletter and other marketing communications where you have signed up to receive these on our website.

6.2 We may use third parties to assist us to send you our newsletters and other marketing communications. We provide those third parties with your name and relevant contact information. Such third parties may be offshore and may not have privacy laws similar to those in New Zealand.

6.3 The relevant third party (where applicable) will collect information about your interaction with the communication. The information collected includes whether you opened the email, the links you clicked on, the webpages viewed and the dates and times of such access and activity.  Information about the device used to access the marketing communication may also be collected.  The third-party provides or makes available this information to us for the various purposes outlined in this Privacy Statement. They may also hold this information on our behalf.

6.4 While these third parties primarily collect this information on our behalf, some of these third parties also use the information that we provide them and which is collected from your interaction with our marketing communications for their legitimate business interests, such as to provide, support, and improve the services they provide and to undertake data analytics projects. However, we do not permit them to use your personal information to market their or any other person’s services to you.

6.5 We currently use Mailchimp to send communications. Mailchimp is located in the United States, which does not have an adequacy decision by the European Commission. Our agreement with Mailchimp contains safeguards for your personal information, as it includes standard data protection clauses. If you would like further information regarding how our agreement with Mailchimp protects your personal information, please contact us.

6.6 Please read Mailchimp’s privacy policy, available here, to understand how it collects, holds, uses, and discloses personal information.

6.7 If you do not agree with how Mailchimp will handle your personal information, you must unsubscribe from receiving marketing communications from us. We will not be able to send you newsletters or marketing communications if you unsubscribe.

7. Cookies and other tracking technology

7.1 We, along with our affiliated partners and our service providers, use cookies and other technologies to provide the functionality of our platform and website]. Cookies are small data files stored on a device with a web browser, such as a personal computer, tablet and smartphone. A cookie can contain information about your IP address, your device, or the online activity of a person who uses that device. The information in each cookie is sent to the party that controls that cookie.

7.2 We use cookies where it is necessary for our legitimate interests of conducting our business, which may include managing, analysing, and improving our website or optimising your experience as a user of our website. If you do not agree with our use of cookies you can manage and control them through your browser, including removing cookies by deleting them from your browser history (cache) when you leave the site.

7.3 We also embed videos from third-party providers within our website. We have no control over the cookies or local storage these third parties use. If you would like more information, please see the relevant third party’s privacy policy. The current providers we use for such videos are [insert].

7.4 We also use third-party cookies for marketing and to gather website analytics. When we collect cookies from third parties, that information is collected in aggregated form. Where a third party is collecting the information you will need to opt out in accordance with the process set out in the third party’s privacy policy or ad preferences material.

7.5 If you follow a link on our website to another website, the owner of that sit will have its own privacy policy relating to your personal information. We suggest you review that site’s privacy policy before you provide personal information.

7.6 While we take reasonable steps to maintain secure connections, if you provide us with personal information over the Internet, the provision of that information is at your own risk.

8. Changes to this Privacy Statement

8.1 We may occasionally update this Privacy Statement. We encourage you to review it periodically to stay informed about how we are helping to protect the personal information we collect.

8.2 Your continued use of our website and membership services constitutes your agreement to this Privacy Statement and any updates. The change will apply from the date that we upload the revised statement.

9. Accessing and correcting personal information

9.1 Subject to certain grounds for refusal set out in the Act, you are entitled to access your personal information held by us and request correction of it, in accordance with the Act.

9.2 Before we supply any information to you, we will need evidence that you are the individual to whom the personal information relates.

9.3 If your personal information is wrong you can ask for it to be corrected. If we consider the correction reasonable (And we are reasonably able to make it), we will make the correction. If we do not make the correction, you may request that we note on the personal information a statement of the correction sought but not made. 

9.4 If you want to exercise either of the above rights, email us at the address provided below.

9.5 We may charge you our reasonable costs of providing to you copies of your personal information or correcting that information.

10. Contacting Us

10.1 We are committed to dealing with privacy matters quickly and appropriately.

10.2 To exercise any of your above rights, or if you have any questions about this Privacy Statement, please contact our Privacy Officer:

Name: Jo Starr, Privacy Officer

Email: jo.starr@horseambulance.co.nz

Address: c/ HRNZ, 114 Wrights Road, Christchurch

10.3 We will work with you to resolve any query, problem, or complaint that you have in accordance with applicable privacy laws.

10.4 If you have a complaint about the way we have handled your personal information, you may contact our Privacy Officer using our contact details above.

10.5 If a dispute arises between us and we cannot adequately resolve it, you may lodge a complaint with the Privacy Commissioner.

10.6 For more information on privacy, see the Privacy Commissioner’s website at https://www.privacy.org.nz/.