Privacy Policy
Introduction/Purpose
At Nikau Foundation, we value every member of our Nikau family (including but not limited to donors, volunteers, trustees etc.) and take pride in providing clarity and care in the services we provide.
It is important to us that all services we provide are timely, accurate, trustworthy, and entirely meaningful to all stakeholders.
We understand how important your personal information is and that we need to earn your trust, by being honest and transparent about what we do. It is our job to ensure you really understand what information we collect from you, how we use it and how we keep it safe. We take our commitment to privacy seriously.
We are committed to complying with privacy laws and standards and to protecting data. Nikau reserves the right to make changes or amendments at any time and will endeavour to ensure that it is in line with current legislation. If this policy is updated, it will be available by request.
Scope
This policy relates to anyone interacting with Nikau Foundation, from board members, donors, contractors, staff, volunteers and members of the public.
Information we collect
Nikau Foundation collects the following types of information:
If you are a worker or board member, we will collect information that you provide to us for the purposes of your employment or engagement with Nikau Foundation.
If you are a forever, organisational fund or trust transfer donor, we will collect the information that you provide to us in your fund establishment form such as your name, address, email address phone number. We will also collect any details on your fund, such as its intended philanthropic purpose and the fund's background, and third-party contacts required to complete the establishment of the fund (e.g. lawyer, accountant).
If you are a Nikau Foundation local committee volunteer, we will collect information provided to us such as your name and contact details. We will also record current or previous affiliations with organisations and not-for-profits so we can determine any conflicts of interest in our grant-making process and the establishment of partnerships.
If you are a Nikau Foundation trustee, we will collect information such as your name and contact details, and information on current and former positions and/or shareholdings. We also securely hold a form of ID on our database. We will record current or previous affiliations with organisations and not-for-profits so we can determine any conflicts of interest in our grant-making process and establishment of partnerships.
If you are a community organisation seeking funding from Nikau Foundation, we collect information provided to us via our online grant application form. This includes the grant applicant's name and contact details, details on the project for which you are applying, your organisation's legal name, charity services number and bank account number. We also collect information about the impact your Nikau Foundation grant has had, including testimonials and images via our online grant evaluation form.
If you interact with our website, the information we may collect is as below:
Your name and email address if you fill out our contact form.
Your name and email address if you opt in to receiving to our email newsletter.
Your name, contact details and payment details if you make a donation online. Your payment details are handled securely as detailed later in this policy.
User activity, demographic and interest-based data from cookies used on our website. Please note that cookies can be disabled in your browser settings.
We collect information via the avenues below:
Completion of online Nikau Foundation forms including but not limited to our website's contact form and grant application and grant evaluation forms.
Opting in to receive email communications.
Completion of new fund forms.
Information directly provided to us via email. Online website cookies and or/tracking software, which track user activity such as page views etc. Cookies can be disabled in your website browser settings.
We may also collect information from public sources such as the Charity Services website.
We will not collect information about any person that we know to be under the age of 13. Nor will we intentionally store specific categories of personal information such as information about your race, political opinions, religion, health or sexual orientation unless you have chosen to provide that to us.
Data collection
Website privacy and security / cookies
Cookies are small text files storing pieces of data within your browser. Cookies remember specific parts of your interaction with a website to make your experience more user-friendly, personalised or tailored. Cookies help Nikau to tailor your experience or make it easier for you to use our website.
You can disable cookies in your browser settings at any time.
Website tracking and measurement
Nikau uses third party website trackers, such as Google Analytics, to collect information on how you use our website. These trackers collect information anonymously and help us to analyse page views, unique visitors and time spent on our website. These tracking services also help us to determine the effectiveness of our marketing campaigns and to improve the content we are publishing. These services also help us to get a better idea of the demographic and interest makeup of our website visitors so we can better serve our audience.
We are dedicated to protecting the security of your personal information, including credit and debit card details.
If you make a donation on our website, a secure server is used to protect your data and credit card details. The Nikau Foundation website has an SSL certificate, which protects the transmission of sensitive data and encrypts personal information provided to us via our online payment portal. You can check that our SSL certificate is active by looking for the padlock symbol up the top left of many browsers. These credit card details are not stored anywhere in our database.
It is important you protect against unauthorised access to your password and computer. It is important to log out of any online accounts and/or your computer to prevent this access.
Nikau Foundation does not take credit card details over the phone and does not record these details anywhere.
Nikau Foundation uses third party advertising partners such as Google and Facebook, to publish different kinds of advertising on third-party websites and social media platforms. In some cases, these advertising partners may use cookies to anonymously track and aggregate data on browsing behaviour cookies to anonymously track, and target advertising based on your browsing behaviour.
Nikau Foundation uses third-party Google Analytics Demographics and Interest reporting data. This anonymous information about our audience is collected by our web server and third-party systems we subscribe to.
If you would prefer to opt-out of Google Analytics for Display Advertising, please visit your Ads Settings. If you would like to opt out of Facebook adverts, please visit your Facebook Ad Settings.
On the Nikau Foundation website, we sometimes include links to other websites. These third-party websites are outside of our service so any content displayed on or accessible through these websites is beyond our control. We will not be liable for any direct or indirect damages arising from any use of these websites or websites navigated to from them.
Nikau Foundation's website uses Donorbox and Stripe's secure token mechanism to facilitate online donations, which means that it doesn't hold any record of credit card details in our system or database. This means that hackers will never get credit card information from us. Stripe is certified as a PCI Level 1 Service Provider as per the date of this Privacy Policy. This is the most stringent level of certification available in the payments industry.
The transmission between the donors, the Donorbox form, and Stripe is encrypted making it a secure and trusted payment provider.
No credit card details are ever taken over the phone.
While we endeavour to ensure that all information on our website is up-to-date and accurate, the material in this site may include technical inaccuracies or errors Nikau Foundation may make changes or revisions to any content on our website at any time.
Information on the Nikau Foundation website is provided with the understanding that Nikau Foundation is not rendering professional advice or recommendations. No information on the Nikau Foundation website should replace consultations with qualified professionals to meet your individual needs.
Nikau Foundation accepts no liability for any failure to comply with the terms and conditions on this website in circumstances that are beyond reasonable control.
If any of these terms and conditions are held to be invalid, unenforceable, or illegal for any reason, the remaining terms and conditions shall nevertheless continue in full force.
Security of information
We understand how important your personal information is and so our goal is to ensure that privacy protection and data security is paramount in all aspects of our data infrastructure, systems and processes.
All security processes and technologies are regularly tested and monitored. We also dedicate specialist resources to help to guide us in the way we look after your privacy and information security and where we use third parties to store data we ensure their security meets our standards.
No data transmission over the Internet can be guaranteed as totally secure. While we strive and take reasonable steps to protect such information and have policies, software and procedures in place to do so, cannot ensure the security of any information which you may provide to us. Thus, any information which you transmit to us is transmitted at your own risk. However, we take reasonable steps to ensure the security of such information.
Storing information
Nikau Foundation works with a range of encrypted software, processes and procedures to protect personal information against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access. These include:
The use of multi-factor authentication logins to access software.
The use of encrypted software and secure servers.
The use and enforcement of a staff and volunteer code of conduct policies, and confidentiality policy.
Using information
If you are a worker or board member, we will use information provided to us in connection with your employment or engagement with Nikau Foundation.
If you are a forever, organisational fund or trust transfer donor, we will use information provided to us to orchestrate any activities required to complete the establishment or running of your fund, to get in touch with you and to provide you with relevant updates on your fund e.g. grant distributions. If you opt in, we will also use the contact details provided to send you updates on our marketing and communications channels.
If you are a Nikau Foundation volunteer, we will use your contact information to stay in touch and send you relevant updates. We will also use it to determine any conflicts of interest in our grant making process and our partnerships etc.
If you are a grantseeker, we will use the information provided to us to notify you regarding the status of your application, to verify your bank account number, to undertake appropriate due diligence on your organisation, to share the project for which you have applied for funding with Nikau Foundation stakeholders including our local committee volunteers, trustees and donors, and, with your permission, to share your organisation's story on our marketing and communications channels.
If you interact with our website, we may use the information you provide to us in the following ways:
If you fill out our contact form, we will use your name and email to get in touch and respond to your enquiry.
If you opt in to receiving our email newsletter, we will use your name and email to send you updates.
If you make a donation online, we will use the contact and billing information you provide to process the payment and provide you with a receipt.
If you interact with our website and cookies or tracking are enabled on your browser, we will use information anonymously provided to us track user activity on our website and to provide a more user-friendly online browsing experience. We may use this anonymous aggregated data to develop targeted and tailored advertising campaigns.
Your personal information remains private and confidential. Without your permission we do not rent, sell or exchange your personal information.
Unless we reasonably believe that we are required to do so by law, we will only disclose your personal information if you explicitly authorise us to do so or where the disclosure is reasonably necessary (for example, to any person engaged by us in relation to the provision of services to you including lawyers or accountants).
Sharing information
We may need to share or disclose to third parties:
Information that we gather, including your personal information to our service partners. These include but are not limited to our database developers (Gravity Lab). These are organisations that Nikau Foundation is required to interact with to facilitate day-to-day activities. All organisations are governed by this Privacy Policy or mutually agreed equivalent (e.g. Contract for Services).
Your personal information may be provided to third parties (e.g. police, lawyers) when we believe we are required to do so by law or to seek professional advisory services.
Your personal information to any person we engage to assist us to assess your suitability for any role you have applied for (whether that is as a volunteer or as an employee).
Your personal information to other third parties provided we have your prior authorisation.
A list of these partners is detailed in Appendix 1 of this document.
Data breaches
In the event of a data breach (accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure and access), Nikau Foundation will communicate with affected parties as soon as practicable and undertake actions in line with the Privacy Act 2020.
Nikau Foundation will take all reasonable precautions to prevent a data breach and if it does happen, minimise and remedy its effects.
If a data breach occurs with a supplier, partner or software used by Nikau Foundation, Nikau Foundation will comply will all responsibilitis detailed in the Privacy Act 2020.
8. Further information
If you have any questions about our Privacy Policy, you can contact us our Privacy Officer via the details below:
Attention: Privacy Officer
PO Box 24-220
Manners Street
Wellington 6142
04 381 2224
In line with our obligations under the Privacy Act 2020, we will provide you with access to, amend or delete any personal information that we hold about you. If you would like this to happen, please submit a request to any of the contact methods above. We will action this request in line with our obligations under the Privacy Act 2020.
If you no longer wish to receive communications from Nikau Foundation, you can unsubscribe at any time. Please contact us on marketing@nikaufoundation.nz or 04 381 224, or click the 'unsubscribe' button, which is at the bottom of each marketing email. If you wish to stop receiving hard copy newsletters or other communications, please contact us on marketing@nikaufoundation.nz or 04 381 2224.
APPENDIX 1
Who do we share information with?
To facilitate day-to-day operational tasks, we share data with database partners such as Gravity Lab and Salesforce. From time to time, it may also be shared with audit and accounting service providers, and Nikau Foundation's fund managers.
If it is required to set up or establish a fund, we will share personal details with service providers such as lawyers and accountants.
If we are required by law, we will share personal information with Police, Lawyers, the New Zealand Government etc.