Engagement
This section explains how we collect, use and share personal information when we are engaging with the public and with further support groups and agencies, including managing our enquiries function, delivering information services, running support groups, and otherwise engaging with the community through our website or communications activities (such as community support groups, surveys, newsletters and focus groups).
The personal information we collect about you
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 background to an enquiry), and you can opt out of our communications activities, such as receiving any further information at any time.
The information we may collect when you engage with us includes:
• your first name (if you choose to provide it)
• your contact details, email address or phone number ( if you choose to provide it.)
• the content of your complaint, including information about the harm it has caused you (which may be sensitive, if you choose to disclose it.)
• your response to a complaint,(if you choose to disclose it.)
• any documents or other information you provide to us as part of a complaint investigation or inquiry, (so we may forward to further support services, if you choose to disclose it.)
• correspondence from you about a complaint (we don't record phone calls, but we may keep a summary of our conversations with you.)
• your responses to satisfaction surveys we ask you to complete (these are usually anonymous).
• information about your authorised representative (if you have one)
• 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).
All of the collected information is stored in an excel format along with the case number we will provide you. This information will be as ambiguous as possible , to protect you within our web services. Any notes we may make about your case will be as ambiguous as possible. You will be mentioned by your "case number" and any company or possible perpetrator names will not be mentioned and will be called "company" or "workplace" and "perpetrator".
We collect the following information 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
• Tour operating system (such as Windows 10)
• The type of web browser you use (such as Mozilla Firefox)
See our cookies page for more information about the cookies we use on our website (for example to make our website or e-learning modules function, or to track and analyse website usage):
Third party providers
We use third party further support services links to supply information for our website. Where we do this, none of your personal information you provide to us is collected and stored by this provider, unless you have instructed us to do so, in order to connect you with the further support services. You should also check the further support services privacy statements when using these further support services.
We include the following third party support services;
• Community Waikato
• NZ Council of Trade Unions
• ACC, Safe to Talk, Find Support
• Human Rights Commission
• Netsafe, where a complaint relates to an online safety or harassment issue
• WorksafeNZ
• Employment NZ Early Resolution Services
• Employment NZ Mediation Services
• Employment Relation Authority
• Citizens Advice Bureau
• Community Law NZ
• Work Law Ltd ( no win no fees.)
• Lifeline
• Healthline
• Rape Crisis
• Police Victims Support Services , Midlands Sexual Assault Services
• Community Law NZ
• The New Zealand Dispute Resolution Centre
• The Police, if there is a serious threat to health or safety if our staff are threatened or abused
What we do with your personal information
How we use it
We will only use the personal information you provide to us for the purposes of delivering the services you have requested (such as providing information, forwarding you to further support services, registering you for a support group meeting or responding to a privacy enquiry.)
We may use your personal information to:
• contact you about your request, query or registration
• consider and respond to your enquiry
• improve our website and the delivery of our online services
• conduct internal statistical analysis
When we share it
We do not generally share your personal information with third parties (other than further support services that are providing further help for our site users.) However, we may share your personal information in the following circumstances:
• If necessary to appropriately respond to your enquiry
• If you make a submission to us as part of a public consultation process, such as commenting on a change to a code of practice, we are likely to use your submission as a standard part of the consultation process
• We may make submissions available in response to requests under the Official Information Act, subject to the secrecy provisions in section 206 of the Privacy Act
• We may share personal information with the Police or another government agency, 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 staff are threatened or abused, we may refer this to the Police
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