Privacy policy

Who this policy covers

Hei Āhuru Mōwai is a national network of Māori cancer specialists, researchers and advocates, and a registered charitable entity (CC59081). This policy applies to everything we do with personal information – as a network, as a host of hui and conferences, as a recipient of donations, and as the operator of this website.

It is written to meet our obligations under the Privacy Act 2020. Where we hold information about someone’s health, we treat it with the additional care the Health Information Privacy Code expects, whether or not we are strictly required to.

Why we are careful about this

People come to us having just had a cancer diagnosis, or carrying one for someone they love. What you read, what you ask us, and what you tell us about your situation is information about your health, or your whānau’s. It is not ours to gather up because it is technically possible to.

We are also a Māori organisation, and information about whānau Māori is a taonga. Māori data sovereignty is not a compliance box for us – it is part of the kaupapa. Handing information about whānau to an overseas advertising company in exchange for a dashboard is not a trade we are willing to make. Several of the choices described below cost us convenience, and they were made deliberately.

What we collect, and why

Nothing here is collected by browsing the public site. Each of these happens because you gave it to us, or because you signed in to an area that keeps a record of what is opened in it.

When you send us a message

We keep your name, email address and the message you wrote – together with your phone number and organisation if you gave them. We keep it so we can reply, and so your message is not lost if an email fails to send.

When you donate

Donations are made through Givealittle or Raisely. Your card details go to them and never reach this website. Your name, contact details and donation are held by whichever one you use, under their own privacy terms.

Giving money is not consent to be added to our pānui. We only add you if you ask us to.

When you sign up for our pānui

We keep the email address you give us and the date you signed up, so we know you asked to hear from us. You can ask us to remove it at any time.

If you are part of our network

We hold a register of the people who make up Hei Āhuru Mōwai – contact details, the organisation you work for, and your areas of expertise. Some members have also given us their iwi affiliations.

Whakapapa information given to a Māori organisation for a Māori purpose is not administrative data, and we do not treat it as such. It is not published, it is not passed to funders as part of any report, and it is not used for anything other than the purpose it was given for.

If you are a cancer care navigator

The members area of this website is for the cancer care navigator network. We keep your email address, your name and the provider you work for.

Once you are signed in, the members area keeps an access log. It records your email address against each gated document or recording you open, and the time you opened it. That record exists because those resources are shared under an agreement and we have to be able to account for them. It is kept, and it is not cleared when you sign out. It is visible only to the small number of people who administer the site.

Signing in is by a code emailed to you. There is no password to remember, and we never store one.

If you are a trustee

The governance area holds the Board’s papers, registers and policies. Opening a board paper or a policy there records your email address against that document and the time. So does ticking that you have read a policy.

That log is part of the governance record and is kept with it. It is visible to the office that prepares the Board’s papers and to the site administrator, so the Board can see that its papers reached the people they were sent to. It records that a document was opened. It does not show how much of it anyone read, and nothing on the site presents it that way.

When you come to our hui and conferences

To run an event we need registration details – your name, contact details, the organisation you represent, and any dietary or access requirements you tell us about. Access and dietary information is used to look after you at that event and is not kept beyond it.

We photograph and record some events. We will always tell you when that is happening and how to opt out, and we will not publish an image of you where you are identifiable if you have asked us not to. If you see a photograph of yourself you would rather we did not use, tell us and we will take it down – you do not have to explain why.

What we deliberately do not collect

We count how many times each public resource is downloaded, because we report on that to the people who fund this work. That count is a number and a date – it is not connected to you. It does not record your name, your IP address or your device. The same is true of the pages people visit. Signing in is the exception, and the access log that comes with it is described above.

We do not build profiles, we do not track anyone between websites, and we do not buy information about you from anyone else.

Cookies

If you are not signed in, this website sets no cookies at all. That is why there is no cookie banner – we have nothing to ask you to consent to.

If you sign in, one cookie is set so the site remembers you are signed in, and a short technical record of that sign-in, such as the connection it came from, is kept alongside it. Neither is used for anything else, and both go when you sign out. The access log described above is a separate record, and it stays.

We measure page speed and rough visitor numbers with a service that works without cookies and without any identifier for your device. It cannot follow you to another website. When a visit arrives from one of our own campaign links, we also count which campaign it came from and which page it landed on, again without recording anything that identifies you.

Who else is involved

We rely on a small number of service providers, each only for the purpose named:

• The giving platforms linked from our Tautoko page – take donations made through their sites. Your donation and contact details are held by them under their own privacy terms.
• An email service – sends the emails this website generates, such as your sign-in code or a copy of your enquiry.
• A newsletter service – sends our pānui to subscribers.
• Website hosting – runs this website and provides the cookieless measurement described above.
• Our office systems – our own email and document storage.

If you would like to know who a particular provider is, ask us and we will tell you.

These providers act on our instructions and may not use your information for their own purposes.

Information going overseas

Some of those providers operate outside New Zealand. This website and its database are hosted in Australia, and some of our other providers operate in other countries. We are working through where our information should live, and we would rather say that plainly than imply the question is settled. If you would prefer to deal with us by phone or in person rather than through this site, that is always an option.

How long we keep things

We keep information only as long as we need it. Donation records are kept for seven years, because charities law and Inland Revenue require it. Enquiries are kept while they are useful to the conversation they began and are reviewed periodically. The anonymous download counts are kept indefinitely, which is unremarkable because they describe documents rather than people.

The access log for the signed-in areas is kept with the record it belongs to. For the Board’s papers and policies that is the governance record, which the organisation keeps as part of its own history. For gated resources it is the account we owe under the agreements those resources are shared under. You may ask us what the log holds about you, as you may with anything else on this page.

Keeping it safe

Access to personal information is limited to the people who need it to do their work, and is protected by individual sign-in. If something ever does go wrong, we will tell the people affected and the Office of the Privacy Commissioner, as the Privacy Act requires – promptly, and without waiting to be asked.

Your rights

Under the Privacy Act 2020 you may ask us what personal information we hold about you, ask us to correct it, and ask us to delete it where we are not required to keep it. Email us and we will help. You do not need to give a reason, and asking will never affect the support you receive from us.

If you are not satisfied with how we have handled your information, you may complain to the Office of the Privacy Commissioner at privacy.org.nz (opens in a new tab). You are welcome to raise it with us first, but you do not have to.

Changes to this policy

If we change how we handle personal information, we will update this page and change the date at the top. Where a change is significant, we will tell the people it affects rather than relying on them to notice.

Contact

Email communications@heiahurumowai.org.nz, or send us a message. Hei Āhuru Mōwai is a registered charitable entity, CC59081.