Donor Privacy

Introduction

The National Foundation for the Deaf and Hard of Hearing Manatopu Incorporated (we, us, or our) is
committed to our vision of drawing the community together to prevent hearing loss and to improve the lives
and futures of people who are deaf or hard of hearing.
We are very grateful for the generosity of our supporters (you or your). Donations enable us to fund our
programmes, events, campaigns, and other activities, and to support the achievement of our charitable
purposes.
This policy outlines:

• our approach to donations, including the Donor Bill of Rights to which we subscribe;
• how we collect, use, store, and protect personal information relating to donors;
• how we manage financial information associated with donations; and
• how to contact us regarding your donation or this policy.

Our approach - Donor Bill of Rights

We subscribe to the Donor Bill of Rights, endorsed by the Fundraising Institute of New Zealand (FINZ).
Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that
enhances quality of life. To ensure that philanthropy continues to merit the respect and trust of the public, and
that donors and prospective donors can have full confidence in the organisations they support, all donors have
the following rights:

• To be informed of the organisation’s mission, how donated resources will be used, and its capacity to
  use donations effectively for their intended purposes.
• To be informed of the identity of those serving on the organisation’s governing board, and to expect the
  board to exercise prudent judgment in its stewardship responsibilities.
• To have access to the organisation’s most recent audited financial statements.
• To be assured that donations will be used for the purposes for which they were given.
• To receive appropriate acknowledgement and recognition.
• To be assured that information about donations is handled with respect and confidentiality, to the
  extent provided by law.
• To expect that all relationships with individuals representing the organisation are professional in
  nature.
• To be informed whether those seeking donations are volunteers, employees, or contracted fundraisers.
• To have the opportunity for their name to be deleted from mailing lists that the organisation may intend
  to share.
• To feel free to ask questions when making a donation and to receive prompt, truthful, and forthright
  answers.

Personal Information

We are committed to protecting your privacy. Any personal information that you provide to us, or that we
collect from third parties, is handled in accordance with:

• our Privacy Policy Website Privacy Policy 2026; and
• the Privacy Act 2020, including the Information Privacy Principles.
  • Office of the Privacy Commissioner | Privacy Act 2020

Personal information may include your name, contact details, donation history, communication preferences,
and other information relevant to managing your relationship with us.

We only collect personal information that is reasonably necessary for lawful purposes connected with
fundraising, donor engagement, compliance, reporting, and organisational administration.

Indirect Collection of Personal Information (IPP3A)

In some circumstances, we may collect personal information about you from a third party rather than directly
from you. This may include information provided through:

• online fundraising or payment platforms;
• event partners or ticketing providers;
• individuals or organisations making a donation on your behalf;
• publicly available sources; or
• referrals or introductions.

Where we collect personal information indirectly, we will take reasonable steps, as soon as practicable, to
ensure you are informed of:

• the fact that your personal information has been collected;
• the purpose for which the information has been collected;
• the intended recipients of the information (if any);
• whether the collection is authorised or required by law; and
• your rights to access and request correction of your personal information.

We may not provide this notification where an exception under the Privacy Act 2020 applies, including where
notification would be:

• impracticable in the circumstances;
• likely to prejudice the purposes of collection;
• contrary to your interests; or
• prohibited or required to be withheld by law.

Anonymity and Confidentiality

Some donors prefer to remain anonymous. We respect and uphold the confidentiality preferences of donors
wherever reasonably practicable.
When you make a donation (whether solicited or unsolicited), the information you provide is recorded by us
unless you request otherwise. Unless you expressly consent to public recognition, your name and donation
details will not be made public.

You may request at any time:

• to remain anonymous;
• that your name not be used for recognition purposes; or
• to be excluded from some or all fundraising communications.

Where your personal information is collected indirectly, any known preferences for anonymity or limited
communication will be respected wherever reasonably practicable.

Use and Disclosure of Donor Information

We do not sell, rent, or trade donor personal information.

Personal information may be shared only where necessary for:

• processing donations;
• issuing receipts;
• regulatory or audit requirements;
• contracted service providers assisting us (who are required to protect the information); or
• where required or authorised by law.

Financial Information

For online donations, we use reputable third-party payment processing services that apply industry-standard
security and protection measures. We do not access or store your credit card or bank account details.

Financial information submitted via secure online donation pages is encrypted using secure socket layer (SSL)
technology or equivalent security protocols.

While we take reasonable precautions to protect your information, no system can guarantee absolute security.
Any financial information you choose to transmit to us is provided at your own risk.

Where financial information is collected offline, access is strictly limited to authorised staff responsible for
processing and reporting. Staff are kept up to date, like we had in previous version as we don't do regular
privacy and security training.

Donations

We reserve the right to accept or decline any donation, including where a donation is not consistent with our
values, objectives, or legal obligations.

If you believe a donation has been made in error, you may request a refund within 30 days of the donation being
made. Refunds will be processed without charge where appropriate.

Access and Correction

You have the right to access and request correction of your personal information held by us. Requests can be
made using the contact details below and will be handled in accordance with the Privacy Act 2020.

How to contact us
If you have any general questions about your donations or this policy, you can contact us at
enquiries@nfdhh.org.nz or at Textile Lofts - Level 4, 1 Kenwyn Street, Parnell, Auckland 1052 or PO Box 37729,
Parnell, Auckland 1052.

Website Privacy

The National Foundation for the Deaf and Hard of Hearing Manatopu Incorporated (we, us or our) is committed
to protecting and maintaining the privacy, accuracy and security of your personal information.

This privacy policy sets out details of how we collect, use, store and disclose your personal information. By
providing us with your personal information, you consent to the collection, use, storage and disclosure of your
personal information in accordance with this policy.

How we collect your information

We will only collect personal information that is relevant to our relationship with you. The personal information
we collect will generally include your name, address, telephone numbers, email address, credit card or bank
account details, date of birth, details about your level of hearing, and information about your use of our
services and the products that you purchase from us. You may choose to not provide us with this information,
but not doing so may affect our ability to provide you with our services and products.

We will collect this information directly from you when you:

• register to use our services (including by registering on our website, or at one of our events or
  programmes);
• register as a donor or leave a bequest to us;
• use our services;
• purchase products (such as headphones and safe sound indicators) from us; or
• communicate or interact with us, whether by email, telephone or otherwise.

You are required to keep us informed of changes to your personal information to enable us to have proper
administrative processes.

We may also collect aggregated information generated by our system, which tracks your use of our services
but does not identify you personally.

Cookies

Our website uses server logs and web analytic tools (such as “cookies”). Cookies are small text files that are
downloaded to your device by websites that you visit. When you use our website, these tools collect
information such as the browser and operating system that you use, the internet protocol address of the device
you use to access the site, search terms, your location and the content that you view when visiting the website.
You can set your browser to block all cookies, including cookies associated with our website, or to indicate
when a cookie is being set by us. If you set your browser to reject cookies you may not be able to access all the
features of the website.

How we use your information

We may use your personal information to:

• identify you, so we can ensure that your account is secure;
• compile and maintain a database of donors (if relevant to you);
• provide our services (including our programmes, events and campaigns) and products to you;
• communicate with you about our services and products, including notifying you of our events,
  programmes, campaigns, hearing-related developments, and if applicable your donations;
• maintain our records;
• enforce any agreement that we have with you;
• fulfil our legal requirements (for example, any disclosure to law enforcement agencies); and
• for any purpose related to the above.

We may use any information that we collect from you that is not personal information (so you cannot be
personally identified from it) for our own purposes, including:

• to analyse how you and others use our services (including our events, programmes and campaigns) and
  products;
• to analyse our donations;
• to analyse data and trends relating to hearing and related issues;
• to improve our services and product offers; and
• for our marketing and promotional purposes.

Opt Out

We may use your information to offer you the services and products that we believe meet your needs.
However, you can notify us at any time if you do not wish to receive these offers by emailing us at
enquiries@nfdhh.org.nz . We will act promptly on any such request.

Who will use your information

We generally do not share your personal information with others unless this is necessary for the purpose for
which you provided the information to us. In particular, we will not sell, license, transfer or disclose your
personal information to any third parties, including our sponsors or other like-minded organisations, without
first obtaining your explicit consent to do so.
However, we may disclose your personal information to our agents or contractors who provide services
relating to the services and products that we supply, including the printing, processing and delivery of mailings,
processing online financial transactions or analysing the data that we collect.

While it is unlikely, we may be required to disclose your information to comply with legal or regulatory
requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally
restricted from doing so.

We may disclose, license, sell or transfer to third parties any non-personal, aggregated information that we
collect from you and others.

Your information is secure

We will ensure your personal information is kept secure and confidential, using up to date methods and
systems which meet current industry standards. This includes the following:
Only our staff and those who perform services on our behalf, and are authorised to handle your information,
will have access to your personal information.

We will not retain any of your information for any longer than is required by us except to fulfil our legal
obligations or where you have consented.
We will, with your assistance, endeavour to keep your personal information accurate, complete and up-to
date.

Advertising and Third-Party links

Our website may contain links to third party websites. Some of these links may request or record information
from users or use cookies or other methods to collect information from you. We have no control over the
content or privacy practices of these websites and encourage you to review the privacy policies of these
websites before using them.

You have access to your information

You can access most of the personal information we hold about you and request corrections. This right is
subject to some exceptions, for example you may not obtain access to information relating to existing or
anticipated legal proceedings.

You can request access to your information by emailing us at enquiries@nfdhh.org.nz. There is no charge for
this service unless the information you request requires significant research or preparation time. If there is a
charge, we will notify you in advance of the charge.

What to do if you think you have made an error

We are committed to the protection of your privacy, and our policies, processes and systems have been
developed with this intent. However, sometimes errors do occur. If you think we have made an error, please
email us at enquiries@nfdhh.org.nz to let us know. If we have made an error, we will endeavour to ensure that
it does not happen again.

Changes to policy
We may change this policy at any time by publishing the amended policy on our website. We will endeavour to
inform you of any changes to the policy by email or on the website.

How to contact us
If you have any general questions about your donations or this policy, you can contact us at
enquiries@nfdhh.org.nz or at Textile Lofts - Level 4, 1 Kenwyn Street, Parnell, Auckland 1052 or PO Box 37729,
Parnell, Auckland 1052

Youth Programme (YAG) Privacy

The National Foundation for the Deaf and Hard of Hearing Manatopu Incorporated (we, us or our) operates a
Youth Programme where we carry out free hearing screenings for students who participate in the programme
(students) at selected secondary schools in New Zealand (Programme).

This privacy policy sets out details of how we collect, use, store and disclose the personal information of
students. By consenting, as the parent or guardian of a student, to the participation of your son or daughter in
the Programme, you consent to the collection, use, storage and disclosure of the personal information of your
son or daughter in accordance with this policy.

If you choose not to allow your son or daughter to participate in the Programme, no personal information
relating to your son or daughter will be collected.

How we collect Students’ information

We will only collect personal information that is relevant to students’ participation in the Programme. The
personal information we collect will generally include the student’s name, class, and the results obtained from
his or her hearing screening. We will collect this information directly from the student when he or she
completes a Programme questionnaire and participates in the Programme.

How we use Students’ Information

We will only use students’ personal information for the operation and purposes of the Programme. We may
disclose the personal information that we collect to:

• you, or any other family member, guardian, or other person that you authorise us to disclose the
  personal information to; or
• any relevant members of the school’s staff, including the student’s teachers, the principal or a deputy
  principal, or medical staff such as a school nurse.

We will not otherwise disclose the personal information of students to any other person. However, while it is
unlikely, we may be required to disclose students’ information to comply with legal or regulatory requirements.
We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing
so.

We may use, disclose or transfer to third parties any non-personal, aggregated information that is collected
from students and others. This includes, for example, information regarding hearing trends.

Security of information

Only our staff and those who perform services on our behalf, and are authorised to handle the information, will
have access to students’ personal information. Students’ personal information will be kept secure and
confidential, using up to date measures which meet current industry standards. The personal information will
be stored on servers located in Australia. It will not be retained for longer than is required except to fulfil our
legal obligations or where you have consented to such retention.

Access to information
You can access the personal information that we hold about your son or daughter and request corrections.
This right is subject to some exceptions, for example you may not obtain access to information relating to
existing or anticipated legal proceedings. You can request access to this information by emailing us at
enquiries@nfdhh.org.nz or by writing to us at Textile Lofts - Level 4, 1 Kenwyn Street, Parnell, Auckland 1052 or
PO Box 37729, Parnell, Auckland 1052.

Compliance and changes to policy

As well as complying with this policy, we will comply with our general privacy policy at
https://www.nfdhh.org.nz in relation to the collection, use, storage and disclosure of the personal information
of students.

We may change this policy at any time by sending you the amended policy or publishing the amended policy on
our website. We will endeavour to inform you of any changes to the policy by email or on the website. If you
have any questions about this policy or any changes to it, you can contact us by email at
enquiries@nfdhh.org.nz or by writing to us at Textile Lofts - Level 4, 1 Kenwyn Street, Parnell, Auckland 1052 or
PO Box 37729, Parnell, Auckland 1052.

Enquiries
If you wish to enquire or complain about the way that we have managed your son’s or daughter’s personal
information, please contact us at enquiries@nfdhh.org.nz or write to us at Textile Lofts - Level 4, 1 Kenwyn
Street, Parnell, Auckland 1052 or PO Box 37729, Parnell, Auckland 1052. We will endeavour to respond
promptly to your enquiry or complaint

How to contact us
If you have any general questions about your donations or this policy, you can contact us at
enquiries@nfdhh.org.nz or at Textile Lofts - Level 4, 1 Kenwyn Street, Parnell, Auckland 1052 or PO Box 37729,
Parnell, Auckland 1052