Privacy Policy
Privacy Policy
1. Introduction
The Townshend-Thomas Charitable Community Trust (“the Trust”, “we”, “our” or “us”) is committed to protecting your privacy and handling personal information in accordance with the Privacy Act 2020.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information obtained through our website, funding applications and other interactions with the Trust.
2. What information we collect
We may collect personal information including:
- Name
- Postal address
- Email address
- Telephone number
- Organisation details
- Position or role within an organisation
- Bank account information
- Funding application information
- Financial information provided in support of an application
- Information relating to funded projects
- Correspondence and communications with the Trust
- Any other information voluntarily provided to us
We may also collect information about how visitors use our website, including IP addresses, browser information and website usage data.
3. Why we collect personal information
We collect personal information for purposes including:
- Assessing funding applications
- Verifying information provided in support of applications
- Communicating with applicants and grant recipients
- Administering grants and funding programmes
- Monitoring and reporting on funded projects
- Maintaining Trust records
- Meeting legal, regulatory and governance obligations
- Improving our website and services
Where practical, we will identify the purpose for collecting information at the time it is collected.
4. If you do not provide information
Providing information to the Trust is generally voluntary.
However, if requested information is not provided, we may be unable to assess an application, process funding requests, communicate with applicants, or provide other services.
5. How we store and protect information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
Information may be stored:
- Electronically using secure software and systems;
- By authorised service providers acting on our behalf; and
- In physical records maintained by the Trust.
Access to personal information is restricted to those who require it for authorised Trust purposes.
6. Disclosure of information
We may disclose personal information:
- To Trustees involved in assessing applications;
- To professional advisers engaged by the Trust;
- To contractors or service providers supporting Trust operations;
- Where required or authorised by law;
- Where disclosure is necessary to protect the Trust’s legal interests; or
- With the consent of the individual concerned.
The Trust may publicly disclose information relating to successful grants, including:
- Recipient names;
- Grant amounts; and
- General descriptions of funded projects.
7. Website analytics and cookies
Our website may use cookies and analytics tools to help us understand website usage and improve user experience.
Information collected through these tools may include browser type, device information, pages visited and website activity.
Users may adjust browser settings to refuse cookies, although some website functionality may be affected.
8. Access and correction
You have the right to request access to personal information we hold about you and to request correction of that information.
Requests should be made using the contact details provided below.
We will respond to requests in accordance with the Privacy Act 2020.
9. Retention of information
We retain personal information only for as long as reasonably necessary to:
- Assess and administer funding applications;
- Manage funded projects;
- Meet legal and regulatory obligations;
- Resolve disputes; and
- Maintain appropriate historical and financial records.
When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.
10. Privacy breaches
If a privacy breach occurs that is likely to cause serious harm, the Trust will respond in accordance with the Privacy Act 2020, including notifying affected individuals and the Office of the Privacy Commissioner where required.
11. Overseas storage and service providers
The Trust may use technology providers or service providers that store information outside New Zealand.
Where personal information is transferred or stored overseas, the Trust will take reasonable steps to ensure that information is protected in a manner consistent with New Zealand privacy requirements.
12. Changes to this policy
This Privacy Policy may be updated from time to time.
The current version will be published on the Trust website.
13. Privacy Officer
The Trust has appointed a Privacy Officer responsible for privacy matters and compliance with the Privacy Act 2020.
Privacy-related enquiries, requests for access or correction, and privacy complaints can be directed to:
Privacy Officer
Townshend-Thomas Charitable Community Trust
ttcct@townshend.co.nz
Alternatively, please contact us using the website contact form.
14. Governing law
This Privacy Policy is governed by the laws of New Zealand.