Privacy Terms
OUR PRIVACY RESPONSIBILITIES
Arts for Health Community Trust collects and uses personal information to provide arts classes, arts therapy, events, donations, volunteering and employment. We handle personal information under the Privacy Act 2020 and, where it applies, the Health Information Privacy Code 2020.
Our Privacy Officer is the General Manager. Contact us at office@artsforhealth.co.nz or 07 838 2271, or write to Arts for Health Community Trust, Ward Park Arts and Crafts Centre, 2 Seddon Road, Hamilton.
INFORMATION WE COLLECT
Depending on how you engage with us, we may collect names, contact details, enrolment and attendance information, payment and donation records, feedback, referral information, and information needed to provide appropriate support. For arts therapy, this may include health and wellbeing information. We also hold information about volunteers, trustees and employees.
For children’s classes, parents or caregivers usually provide information about the child. We may sometimes receive information from another organisation or health professional. When we collect health information indirectly, we will take reasonable steps to tell the person concerned or their parent or representative what we collected, why, who we are, who may receive it, and how to access or correct it, as soon as reasonably practicable, unless an exception applies.
WHY WE COLLECT IT AND WHAT IS OPTIONAL
We use information to respond to enquiries, assess and manage enrolments, deliver classes and therapy, support safety and appropriate participation, manage referrals, process payments and donations, meet legal obligations, and improve our services. We may use combined information that does not identify people for reporting to funders.
Some information is needed to manage an enrolment or provide a service. If it is not provided, we may be unable to do so. The child-class screening questions are optional. A parent may answer “no” or leave those questions blank and the child can still enrol. We use any answers provided to help plan safe, suitable support.
Photos, videos or personal stories are used for publicity or fundraising only with permission. A decision not to give permission does not affect enrolment or service access.
WHO CAN RECEIVE INFORMATION
Our authorised staff and practitioners can access information when needed for their work. We use service providers, including RocketSpark (website hosting), Jotform (forms), Carepatron (therapy records), Stripe (payments), Xero (accounting) and Crystal Payroll (staff payroll). These providers may store or process information in cloud systems, which may be located outside New Zealand. They handle information for the services they provide to us.
We do not give identifiable referral information to other organisations or health providers. Funders receive combined information without identifying details. We share an identifiable photo or story with a funder only where the person, or their parent or caregiver, has given permission. We may also disclose information where the law allows or requires it.
We may add people who donate to our mailing list for occasional volunteer or organisation updates, unless they opt out. You can opt out at any time by contacting the Privacy Officer.
WEBSITE ANALYTICS AND TRACKING
Our website uses Google Analytics 4 and social media tracking technologies. These may use cookies or similar tools to collect information about visits, such as pages viewed, device and browser details, and interactions with linked social media content. This information helps us understand website use and may be received by the relevant analytics or social media providers. You can manage cookies through your browser settings.
KEEPING INFORMATION SECURE AND DISPOSING OF IT
We limit access to people who need the information for their work and take reasonable steps to protect it from loss, misuse or unauthorised access. Health records are kept for 10 years from the last service, unless the law allows them to be transferred or returned earlier. We keep other records only as long as needed for their purpose or as required by law, then securely destroy them or remove identifying details.
YOUR RIGHTS AND HOW TO CONTACT US
You can ask for access to personal information we hold about you and request a correction. If we do not make a requested correction, you can ask us to attach a statement of the correction sought. To make a request or raise a privacy concern, contact our Privacy Officer using the details above. You may also complain to the Office of the Privacy Commissioner.