Digital Reef Website Privacy Policy

Digital Reef Charitable Trust (Digital Reef, we, us, our) is committed to protecting your privacy.

This policy explains how we process personal information we may obtain when you interact with us via this website (available at www.digitalreef.nz) (Website) or otherwise engage with us in connection with our Digital Reef services and community tools.

We process personal information in accordance with the Privacy Act 2020 (NZ) (Privacy Act) and all other applicable privacy laws.

We encourage you to read this policy carefully. If you have any questions about this policy or our personal information handling practices, please contact us using the details provided below.

We may need to update this policy from time to time. When we update this policy, we will revise the “Last updated” date at the top of this policy. If any change is material, we will use reasonable endeavours to notify you – usually by prominently posting a notice of those changes on the Website.

In this policy:

• applicable privacy laws means the Privacy Act together with all other data privacy laws applicable to our processing of your personal information;
• personal information has the meaning given in applicable privacy law, generally meaning identifiable information about you; and
• where we refer to processing your personal information, we mean all activities relating to our use of that personal information, from its collection through to its storage and disposal and everything in between.

Collecting your personal information

The personal information we collect depends on how you interact with us and this Website.

Personal information you provide to us directly

You may choose to provide personal information to us when you:

• contact us via the Website or email us;
• subscribe to receive updates or newsletters from us;
• register your interest in the Digital Reef services, community projects or related initiatives;
• register for a Digital Reef membership; or
• if you are a Digital Reef member, when you:
  • upload community content, photos, or other data (Community Content) to the Website for use in connection with our community tools (Digital Reef Tools); or
  • respond to surveys made available through the Digital Reef Tools.

The information you provide to us directly may include:

• your name, email address, telephone number, postal address, and/or communication preferences;
• if relevant to your Digital Reef membership, details of your role or affiliation with certain organisations;
• information contained in, or relating to, any communication that you send to us or that we send to you;
• survey responses, where you have responded to a survey made available through our Digital Reef Tools; and
• other information relating to your Digital Reef membership.

If you choose not to provide us with your personal information, then some of the functions and features of our Website or services may not be available to you, and we may not be able to fulfil your requests or otherwise provide our services to you.

Personal information collected through cookies

Our Website uses cookies and similar technologies to ensure core service functionality and help us understand how the Website is used. A cookie is a file that stores information about you and your behaviour on the internet. Cookies are created by a web server when you browse a website and are stored on your web browser. Cookies are accessed by a webserver upon entering a website.

Cookies on the Website include:

• Essential cookies (e.g. WordPress cookies required for basic Website functionality including log-in verification);
• Analytics cookies (e.g. Google Analytics) which enable us to understand Website usage and improve performance of the Website and our services; and
• Embedded content cookies, where pages include third party services such as YouTube video embeds and online mapping services. These third-party services may collect information about your interaction with embedded content in accordance with the relevant third party's own privacy policies.

Most internet browsers give you the option to reject all cookies, accept all cookies, erase cookies stored on your device or be notified before a cookie is stored on your device. However, if you reject or erase the cookies referred to above some functionality or features of the Website or services may not function properly or be fully available.

Please refer to your internet browser instructions if you want to find out more about rejecting or blocking cookies.

Personal information collected from third parties

While most of the personal information about you we collect will be directly from you, in some cases, we may collect personal information about you from third parties.

Where we collect personal information about you from a third party, we will do so in accordance with applicable privacy laws.

Where you provide us with any personal information about another individual (e.g. if you submit Community Content to the Website), you must have that individual's consent to do so. By providing us with another individual's personal information, you represent and warrant that you have that individual's permission to provide that information to us.

Why and how we use your personal information

We collect your personal information primarily to facilitate the provision of our Website and related services and to otherwise facilitate our relationship with you. We may use your personal information:

• account servicing– where you have subscribed for any of our Digital Reef memberships, we may use your personal information to manage your subscription, manage your account, provide you with information in respect of your subscription and generate invoices and other payment-related documentation in connection with your subscription;
• provision of our Digital Reef Tools– where you disclose community content or information to us, we may use that information to enhance and improve our Digital Reef Tools;
• Website user engagement– to monitor and respond to your inquiries, keep records of our correspondence with you and to support your use of our services;
• operations– to operate, improve and enhance our services and the Website;
• newsletters and marketing– if you opt-in to receive newsletters or marketing information from us, we may use your personal information to contact you by email and/or post with the information you have opted-in to receive;
• record keeping and reporting– to create and maintain our databases, back-up copies of our databases and business records generally;
• security– in order to detect and/or prevent any illegal activity that may threaten us or our operations;
• risk management– where necessary for the establishment, exercise, or defence of legal claims. We may also use your personal information where necessary for the purposes of obtaining or maintaining insurance, managing risks and/or obtaining professional advice; and
• consent and compliance– where we otherwise have your consent, in accordance with that consent, or to the extent otherwise permitted by applicable privacy law.

Disclosure of your personal information

We may disclose your personal information:

• to third parties who assist and enable us to use your personal information to support provision of our services to you. These third parties may include cloud hosting providers, analytics providers, communication tools and payment processors. These third parties are required to keep your information confidential and use it only for the purposes for which we are permitted to use it;
• to regulators, law enforcement bodies, government agencies, courts or other third parties (such as legal or other professional advisors) where it is necessary to comply with any applicable law or regulation, or to exercise, establish or defend our legal rights; and
• where the disclosure is otherwise required or permitted by law.

Some of the third parties to whom we disclose your personal information may be located outside of New Zealand. Where any disclosure is to an overseas third party we will only make that disclosure in accordance with the requirements for overseas transfers of personal information under applicable privacy law.

Māori data

We recognise that personal information is a taonga (treasure), especially for Māori communities. Contributors are treated as kaitiaki (guardians) of their own data. We strive to ensure our services are built with regard to Te Mana Raraunga (Māori Data Sovereignty) principles. In practice, this means information about Māori people or values is managed having regard to Māori authority and tikanga. Our design framework seeks to embed these ethical guidelines so that Māori data is used respectfully and in accordance with community expectations.

Protecting your personal information

We will not keep your personal information for longer than is reasonably necessary to fulfil the purposes outlined in this policy. We are committed to keeping your personal information as safe and secure as possible and we follow generally accepted industry standards to protect the personal information submitted to us.

In the event of a privacy breach that we believe has caused, or is likely to cause, serious harm, we will notify affected individuals and the Office of the Privacy Commissioner in accordance with our obligations under the Privacy Act.

Your rights

Under the Privacy Act, you have certain rights in connection with your personal information, including rights to request access to, and correction of, your personal information. These rights are subject to certain limitations and exceptions as set out in the Privacy Act.

If you wish to exercise any of the rights described above, please contact us using the details provided below.

If you are unsatisfied with our handling of your request, you may contact the Office of the Privacy Commissioner in New Zealand for review of our handling of your request.

Who are we?

Digital Reef means Digital Reef Charitable Trust (NZBN 9429053446046), a registered charitable trust with its registered address at 3 Primrose Lane, Lower Shotover, Queenstown, 9304, New Zealand.

Contact us

If you have any questions or concerns about this policy or our processing of your personal information, you can contact our Privacy Officer at shayne@digitalreef.nz. We strive to respond promptly to all inquiries.