General Privacy Policy

This Privacy Policy was last updated on 6 November 2023.

Introduction

This Privacy Policy explains how Duncan Foundation (‘we’, ‘us’, and ‘our’) collects, stores, uses, and shares your personal information, whether it is collected via this website or through other interactions you have with us. We may update this Privacy Policy from time to time. We may also collect, use and disclose information to the extent applicable law does not prohibit it.

Our charity registration number is CC55313.

Section 1: General Information

This section applies to everyone we interact with.

What kind of Information do we collect?
Information we collect may include personal information about you. The personal information we collect may include your name, address, email address, telephone number, and information on your use of our services. We may also collect information during the course of providing our services to you.

Collection of Information
We collect personal information only when necessary to carry out our functions. We may collect personal information directly from you, including automatically, or from third parties, such as Duncan Foundation affiliated clinicians, contractors, service providers, and suppliers, in accordance with the Privacy Act 2020 (‘Privacy Act’) and Health Information Privacy Code 2020.

A. Information Collected Directly
If you decide to engage with us and/or our services, we will collect personal information from you. The information collected by us may include personal information:

• Communicated to us via email, telephone (including our customer service line), SMS or any other means;
• Provided by you through completing one of our forms, such as a patient registration;
• Provided by you when you request or receive certain support, resources or services from us;
• Generated during our interactions, such as a phone call or information provided during an appointment;
• Provided to us by you through any other method (including, without limitation, appointments, meetings, correspondence and discussions);
• Relating to interactions and transactions you carry out on, or through, our website;
• Through tracking your use of the website, including the content you access and any services you utilise and information collected through automated technology as further detailed below.

B. Automatic Collection
As you navigate through and interact with our website, we may use automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns. Some of this information may be linked to you personally. This information helps our website function correctly, helps us understand the needs of our users and may be used for other purposes set out in this Privacy Policy. Examples of this information include:

• Website related traffic data, location data, logs and other communication data;
• Data related to your use of the website. This includes the pages you visit, the resources and services that you access; the time you spend on each page, the date and time of your visit, referring pages (pages you came from or go to) and statistical and other aggregated data derived from your use of the website;
• Information about your device, computer and network connection, including your IP address, operating system, hardware version and browser type; and
• If you allow our website to deliver content based on your location (for example by enabling this feature on your mobile device) we may collect location data (such as through GPS, Bluetooth, or WiFi signals) including for the automatic delivery of relevant support, services, material and advertising to you.

The technologies we use for this automatic data collection may include log files, usage monitoring software and cookies. Cookies are small pieces of information that are stored on a user’s device that can identify the device you are working from. The cookie file gives us details such as your IP address, platform, browser and domain (whether you are accessing the website from NZ or elsewhere). We may use the information generated by cookies to personalise your experience on the website, to make it easier for you to navigate our website, and improve your experience by storing your search, posting and other viewing and usage history, and other [login] details (if you choose) enabling you to use certain services as a registered user without having to log on each time. We may also use cookies to provide you with certain advertisements which may be of interest to you. If you disable cookies it may limit your access to some of the website’s content and features. You can choose to refuse cookies by turning them off in your browser and/or deleting them from your hard drive. You do not need to have cookies turned on to use our website, but your experience may be affected.

Other tracking technologies: We may advertise in a number of ways, including online through managed social media presences, and on other unaffiliated sites and mobile applications. To understand how our fundraising campaigns are performing, and better understand the visitors to our website, we may collect certain information via our website through our advertising service providers. We or our vendors use several common online tracking tools to collect information on about our users, such as browser cookies, web beacons, and other similar technologies. The information we may collect includes:

• IP addresses;
• the number of page visits;
• pages viewed via our website;
• search engine referrals;
• browsing activities over time and across other websites following your visit to our website or applications; and
• responses to advertisements and promotions on the websites and applications where we advertise.

C. Information from Other Sources
Other health professionals
Besides collecting information directly from you, we can also obtain personal information about you from other health professionals in the following situations:

• Where you have authorised them or us to do so;
• Where you have authorised a health practitioner to provide a referral to us; or
• In other circumstances, where it is allowed under the Health Information Privacy Code 2020.

Third Parties and third-party links
We may allow third-party providers to manage some of our services and engagement processes such as storage of patient information, donor management, newsletters, events registration & delivery, online workshops, meetings and exercise classes. Some of these links may request or record information from users, use cookies or other methods to collect information from you. We have no control over the content or privacy notice practices of such services to the extent you engage with them. We encourage you to review the privacy statements of those providers before engaging in any activity with them.

The third-party providers we use include but are not limited to the following:

• Stripe
  – We use Stripe for our online payment processing.
  – For further details on how Stripe collects and uses personal data, please refer to the Stripe NZ Privacy Centre.
• POLi Payment Systems (POLi)
  – We use POLi for our online payment processing.
  – For further details on how POLi collects and uses personal data, please refer to their privacy policy.
• Zoom
  – We use Zoom for online meetings, events, and exercise classes.
  – Read Zoom’s privacy policy.
• Gensolve GPM New Zealand
  – We use Gensolve as our patient management system storing personal information, appointment details, medical notes.
  – Read Gensolve’s privacy policy
• Microsoft, Vega Works and Xero.

Social Media and APIs
We use social networking services such as X, Facebook, LinkedIn, YouTube and Instagram to communicate with the public about our work. 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.

Consequences for Failure to Provide
You may decide not to provide your personal information to us. However, if you do not provide it, we may not be able to provide you with the support, resources and/or services you have requested or access to the website or certain parts of the website or you may not be able to fully utilise all of our support, resources and/or services.

Use and Retention of Information
Your personal information may be used by us (and our employees, officers, agents, contractors and affiliates) for any purpose which is stated to you at the time of collection or that you otherwise authorise and for the following purposes:

• To provide you with the support, resources, services, payment processing and/or information you have requested;
• To seek donations;
• To engage volunteers;
• Verification of your identity for use of our support, resources or services, and to assist you if you forget the relevant details for such verification;
• To assist in providing better support, resources and services to you by tailoring them to meet your needs;
• To provide you with further information about us or other website or support or resources or services offered by us or our related affiliates or third parties or which we consider may be of interest to you;
• To carry out promotional and publicity purposes;
• To keep the website relevant and of interest to users;
• To customise the website to your preferences and to show you advertising and information that is most relevant to you and your interests based on the information you have provided to us or we have otherwise collected;
• To contact you via electronic message regarding support, resources or services you have requested or that we think you may be interested in;
• To assist us in performing our functions and activities and any other internal business purposes;
• To communicate and manage our relationship with stakeholders;
• Analysis in aggregate form (identifiable characteristics removed so that you will remain anonymous);
• To communicate with you; and
• To comply with our legal obligations.

Sharing your information
We may disclose your personal information:

• Within Duncan Foundation for the purposes set out above;
• To third parties in accordance with the uses set out above;
• If you have requested or authorised us to do so;
• To Duncan Foundation affiliated clinicians, contractors, other health professionals and community service providers and other third parties to enable them to provide support, resources and services to us and/or you, including information system technology vendors;
• By sharing aggregated demographic information about our client base with our affiliates, funders and partners;
• When we believe it is appropriate to comply with the law, facilitate court proceedings or to protect our rights;
• Where we are authorised or required to do so by law.

Access to personal information and correction
Under the Privacy Act, you have certain rights to request, at any time, access to or correction of your personal information that we hold. Please notify us promptly of any changes to your personal information to ensure its accuracy and currency. You can reach us through the following channels:

Email: admin@duncanfoundation.org
Phone: 022 0738 173
Post: Duncan Foundation, c/- Letticia Mincham, PO Box 84096, Westgate, Auckland 0657

Commercial electronic messages
If you provide us with electronic contact details, you agree that we may send you commercial electronic messages (e.g., texts and emails) for any of the purposes set out in this Privacy Policy.

Changes in Privacy Policy
We reserve the right to make changes to our Privacy Policy or alter our website functionality. Any changes made will be updated in this Privacy Policy accordingly.

Contact Details
If you have any questions about our Privacy Policy, or any other matter, please feel free to contact us. You can reach us in one of the following ways:

Privacy Officer Contact: Letticia Mincham (Chief Executive)
Email: letticia@duncanfoundation.org
Post: Duncan Foundation, c/- Letticia Mincham, PO Box 84096, Westgate, Auckland 0657

Section 2: Specific Categories

Later sections of this notice address matters specific to different categories of people we interact with and supplements our general notice in Section 1:

Clients & Patients
By “Clients & Patients” we mean any person residing in New Zealand who has registered to receive Duncan Foundation services and their families and whānau that we assist.

• Collection: Besides collecting information directly from you, we can also obtain personal information about you from other health professionals in the following situations: We obtain personal information from you, and from other health professionals in the following situations:
  – Where you have authorised them or us to do so.
  – Where you have authorised a health practitioner to provide a referral to us
  – In other circumstances, where it is allowed under the Health Information Privacy Code 2020
•  Use: Your information is used for service provision, referral to other health & community providers, internal business purposes, advocacy, and providing ongoing information about Duncan Foundation activities and opportunities.
• Sharing: We may share information with healthcare professionals and community service providers involved in your care.
• Storage: Your personal information is stored in dedicated Contact and Patient Management Systems. Only those staff members and affiliated clinicians who need access to your personal information to provide our services and operational support staff have access to these systems. (Refer Third Party Providers section)

For additional information refer to our Registration Terms & Conditions

Donors

• Collection: Duncan Foundation collects and uses personal information from donors to facilitate our charitable activities effectively. This information includes information such as names, addresses, telephone numbers, email addresses, and details regarding donation dates and amounts. In addition to directly collecting information from you, we may collect personal information automatically and from third-party fundraising providers or data aggregators.
• Use: By making a donation, you grant consent for us to engage with you through various communications channels. You can opt out of these communications at any time by using the ‘unsubscribe’ link found at the bottom of our emails or by contacting us directly. We use your personal information for the following purposes:
  – Engaging with you as a prospective or current donor, including responding to inquiries, providing requested information, and maintaining communication.
  – Issuing and delivering donation receipts.
  – Expressing our gratitude to donors through acknowledgment letters.
  – Keeping you informed about upcoming fundraising initiatives and other activities undertaken by Duncan Foundation through various means, including direct mail, email, and newsletters.
  – Supporting our internal business processes, which include record keeping, reporting, and continual improvement of our fundraising, services, activities, and systems.
  – To comply with our legal obligations.
• Storage: Your personal information is securely stored in dedicated Fundraising and Contact Management Systems. (Refer Third Party Providers section)
  – Our primary donor and contact management system is Vega Works, and you can find more information about how they handle data and privacy on their website.
  – We use Stripe for our online payment processing, which follows world-class security compliance procedures. For further details on how Stripe collects and uses personal data, please refer to the Stripe NZ Privacy Centre.
  – Only staff members who require access to your personal information to process donations and operational support staff have access to these systems.
• Testamentary Gifts: You may wish to support our mission by making a gift to us in your will, contributing to our ongoing efforts after your death. Due to the circumstances of a testamentary donation, and subject to this Privacy Policy, how we collect, use and disclose your personal information will depend on the wording of your will.

For additional information refer to our Donor Terms & Conditions

Visitors to this website

• Collection: We collect information through registration for services, accessing the information hub, forms, surveys, emails, use of our website and other interactions.
• Analytics and Cookies: We collect statistical information to improve our website, but we do not identify individual visitors.
• Use: Data collected is used for website improvement and to provide appropriate services requested.
• Opt-out: You can opt out of analytics by disabling cookies

You may browse and access information contained within this website without providing personal information

Contractors, Suppliers and other companies we engage with

• Collection: We collect personal information from business employees and contractors for maintaining relationships.
• Use: Data is used to maintain business-to-business relationships.

Respondents to surveys, polls and petitions

• Use: Your information is used for research and analysis purposes, which may include, but is not limited to:
  – Understanding and improving our programs, services, and outreach.
  – Identifying trends, patterns, and areas for enhancement.
  – Providing aggregated, non-identifiable insights to our staff members and stakeholders.
  – Developing reports, publications, and presentations that do not disclose individual identities.
  – Complying with our legal obligations.
• Use of Comments: Within the survey, you have the opportunity to provide comments and feedback. We may use selected quotes or excerpts from these comments in our materials, including but not limited to marketing materials, donor communications, funding requests, and on our website. These quotes will be used in an anonymised manner and will not include any personally identifiable information unless you provide explicit consent. In the survey, there is a question that reads: “Are you happy for your comments to be used anonymously to support us to help others? (e.g. in marketing or donor materials, funding requests, websites, etc)”. By responding to this question, you grant or withhold consent for the use of your comments as described above:
  –  If you choose to give consent: We may use anonymised quotes from your comments to support our mission. Your comments will be attributed in a manner that ensures your identity remains confidential.
  –  If you choose not to give consent: Your comments will not be used in the manner described, and we will respect your preference for privacy.
• Storage: Your personal information and survey responses are stored securely and accessible only to authorised staff members who require this information for research and analysis purposes. We implement technical and organisational measures to protect your data against unauthorised access, loss, or alteration.

For additional information refer to our Survey Data Collection and Usage Terms & Conditions

People who attend our events
We collect personal information for event communication, recordkeeping, and health and safety purposes.