Privacy statement

‍1.0 Introduction
Whāuraurau is a charitable organisation, part of the Wise Group whānau of entities. Whāraurau is funded by Te Whatu Ora, the Ministry of Education, NGOs and others to deliver a number of workforce development initiatives for the Infant, Child & Adolescent Mental Health and/or Alcohol and Other Drugs (ICAMH/AOD) sector in New Zealand, including Ministry of Education staff and otherworkforces. As part of this work, we offer professional developmentopportunities to the ICAMH/AOD workforce through events, face-to-face trainingand e-learning courses.
More information about the tools and programmes we offer can be found here.
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This Privacy statement sets out generally how Whāraurau collects, uses, stores and discloses personal information. More details of how we handle personal information for some of our specific programmes can be found in the additional privacy statements and/or information provided to you in connection with that programme and should be read in conjunction with this Privacy statement.

Please also refer to our website Terms and Conditions here https://www.wharaurau.org.nz/terms-and-conditions-new.

2.0 Changes to the Privacy statement
From time to time, we review and may update this Privacy statement and/or ourprogramme-specific privacy statements. Updates are uploaded to this page (or location of the relevant programme-specific privacy statement) and take effect from the date changes are made.
It is your responsibility to ensure that you are aware of the most recent version of this Privacy statement and any programme-specific privacy statement(s). This Privacy statement was last updated on 9 June 2026.
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3.0 Definitions
Digital campus means our website https://www.wharaurau.org.nz , the learning management system Brightspace accessed through our website and any successor website or learning management system accessible through our website, and includes any functionality provided via our website and the learning management system.
ICAMH/AOD sector means Infant, Child & Adolescent Mental Health and/or Alcohol and Other Drugs sector in New Zealand, including Ministry of Education staff and other associated workforces.
Personal information has the meaning given under the Privacy Act.Generally it means information about an identifiable individual.
Privacy Act means the Privacy Act 2020 (including The Privacy Amendment Act 2025) or any replacement legislation.
Privacy statement means this Whāraurau Privacy statement,as updated from time to time.
‍Programms means any activities,events, initiatives, projects, courses (including online learning on our Digital Campus), that are delivered by us, or in some cases on our behalf.

4.0 Interpretation
Where we provide examples, or use the word “including”, we do so to help show what we mean.  The examples are explanatory and are not intended to capture all situations or to limit any other circumstances that might apply.

5.0 Collection of personal information | General
Where we provide examples, or use the word “including”, we do so to help show what we mean.  The examples are explanatory and are not intended to capture all situations or to limit any other circumstances that might apply.
We collect different types of personal information for different purposes, depending on the nature of your engagement with us. Generally, we collect personal information about the following types of people:
i. Professionals in the ICAMH/AOD sector who participate in our Programmes including forprofessional development and/or delivering Programmes to others;
‍ii. Trainees and other attendees of our programmes;
iii. Digital Campus users
iv. Any other person who contact us

5.1 Collection of personal information | What and how
We collect the following types of information in the following ways:
i. We collect first name, last name, email address, ethnicity, region,occupation, service type, organisation name, and organisation type when you sign up online through our website to receive our newsletter and other information
ii. We collect first name, last name, email address, ethnicity, region,occupation, service type, organisation name, and organisation type when you sign up online to use any of our programmes
iii. Where you engage with us, we collect and maintain records of your attendance at our Programmes when you sign the attendance register or scan in at our events, or join an online training via Zoom or Microsoft Teams;
iv. Where you have received training from us and go on to provide training to othersyourself, we ask you to provide (and therefore collect) information by way offeedback on the courses that you have delivered;
v. Where you engage with a professional who has received training from us and has goneon to provide training to others, we may receive information about you in the course of that professional providing us with feedback on the courses she or he has delivered.
vi. From time to time, we may collect additional information about your experiencerelated to a particular programme topic to determine your eligibility for that programme.

5.2 Indirect collection of personal information (IPP 3A)
Where we collect personal information indirectly, we will take reasonable steps to notify you as soon as reasonably practicable, unless an exception applies under the Privacy Act.

6.0 Use of personal information
We use personal information for the following purposes:
i. Administrative purposes, including to correspond with you    
ii. Evaluating the performance and the impact of our programmes on the health, education,social services sectors: (a) As part of our commitments to Te Whatu Ora and/or the Ministry of Education for Programmes funded by them (for example, we use ethnicity, occupation and location to monitor the reach and uptake of our Programmes across different demographics to assess if we are effectively reaching intended audiences); (b) Both for our own purposes (for example, using feedback to find ways to improve our programme content or using identify needs for other related Programmes we could develop)
iii. To provide programmes you have registered for and/or other programmes you have agreed to participate in;
iv. In formation about participants in our programmes, collected both directly (for example viasurveys during our programmes) and indirectly (via their employer);
v. Records of your attendance and completion of our digital campus online courses and other programmes to assess your eligibility for accreditation;
vi. Where you engage with us as a professional, we may also (where we have your consent to do so) share your details with the police to obtain a background check prior to you providing services, to meet Te Whatu Ora and/or the Ministry of Education, legal or other funder requirements;
vii. Information about you from professionals that have received training from us providing courses that you have participated in that directly relate to the training wehave provided to that professional;
viii. Health and safety purposes (for example, where you are attending one of our programmes in person or where you are providing services for us at a third-party location);
ix. Other purposes you have consented to (for example, where you agree to fill out a feedback survey or to us posting an image or video of you on our website); and
x. Other reasons permitted under the Privacy Act.

7.0 Disclosure of personal information
We may share personal information to the following persons and organisations:
i. The police, for the limited purpose set out in clause 6.6;2.      
ii. Our third-party service providers, as further described in clauses 8.2 (Storge and Security of Personal Information) [and 9 (Third Party Providers);
iii. Te Whatu Ora and/or the Ministry of Education (on an anonymised and aggregated basis) as part of our reporting and other contractual commitments to Te Whatu Ora and/or the Ministry of Education; and
iv. If required or permitted by law (for example to assist with the investigation of a criminal offence), to prevent or lessen a serious threat to the health and safety of a person or the public, or for statistical purposes where you will not be identified. If our staff are threatened or abused, we may refer this to the Police.
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From time to time, we publish information on workplace and other trends, developed from analysis of personal information. Those publications provide high-level overviews only and do not publish information that could reasonably be expectedto identify any individual.

8.0 Storage and security of personal information
i. We take reasonable security safeguards to ensure that your personal information isprotected against unauthorised loss, access, use, modification, disclosure andother misuse, but it is not possible to guard against every risk of misuse.
ii. We use trusted third party providers to store information and/or to use theirapplications and other tools for our own purposes, as further described in clause9 (Third Party Providers):
iii. We store personal information only for as long as we need it or are required bylaw to keep it.

9.0 Third party providers
We use trusted third party providers’ online services, applications and other tools as part of providing our programmes to you or otherwise corresponding with you. The main third party providers we engage are set out below.  We may use other third party providers’ online services that have not been listed below, but we assess each provider against our privacy compliance standards.
Brilliant Assessments: Hosts our Real Skills Plus self-assessment tool.
D2L Brightspace (D2L Australia Pty Ltd): Our Learning Management System provider where we create and provide our online courses as part of our Digital Campus.
Mailchimp(TheRocket Science Group LLC): Electronic  communications (including marketing). 
Salesforce: Our customer information management system /  CRM system.
Survey Monkey: Gathering evaluation feedback from users on our online and in person events.
Zoom: Host online webinars.
Typeform: Capture programme registration information
Make.com: A data processing platform that moves information between different applications.

10.0 Your rights to access and request correction of personal information
10.1 You can:
i. Ask us to confirm what personal information we hold about you;
ii. Request access to and correction of your personal information by contacting us on coordinator@wharaurau.org.nz ;and
iii. Provide us with a statement of correction to attach to your personal information if we choose not to correct your personal information.
10.2 We will:
i. Make a requested correction, where reasonable to do so; or
ii. Otherwise attach a requested statement of correction, where reasonable to do so.
10.3 We may choose not to provide you with access to your personal information forcertain reasons set out in the Privacy Act, for example, where:
i. To do so could disclose information about another individual;
ii. To do so could endanger an individual’s safety;
iii. The information is protected by legal professional privilege; or
iv. The information is evaluative material able to bewithheld under the Privacy Act.
10.4 Where you request correction of your personal information, we may choose not to do so where we consider it is not reasonable to do so.
10.5 If you wish to exercise any of your rights under the Privacy Act, please contact us at coordinator@wharaurau.org.nz. You will need to:
i. Clearly state your request;
ii. Tell us the name of the particular programme or other Service to which your request relates (if applicable);
iii. Tellus who you are and provide reasonable evidence of your identity if we ask; and
iv. Tell us if (and why) your request is urgent.

11.0 Keeping your information up to date
It is important that any contact details we hold about you are kept up-to-date. For example, we may need to contact you urgently if we suffer a security event such as unauthorised access or disclosure of your personal information. Please let us know if your contact details change by emailing coordinator@whāraurau.org.nz

12.0 Marketing
i. We do not sell your personal information to third parties for their marketing orother purposes.
ii. Where you have signed up to be on our mailing list or have otherwise provided us withyour consent, we may send you information about our Services, and/or events and services of our third party partners, including via email and other electronic messaging. You have the right to unsubscribe from those communications.

13.0 Cookies    
i. Cookies are small text files that are stored on your browser or device by a website or app. We may use cookies and similar digital tracking tools to help rememberusers and monitor how they interact with our websites and apps. For example, wemay use cookies to authenticate users, remember user preferences, and determinewebsite traffic and trends.
ii. We also use cookies of third-party service providers, including Google Analytics,to help us analyse the information. Generally, that information is used to helpus improve our online Services, monitor the interest in our Services, and topersonalise users’ online experiences.
You can disable the acceptance of cookies by adjusting the settings inyour web browser, although this may restrict your ability to access some webpages

14. Your other Privacy Rights
If this Privacy Policy has not answered your questions as to how we collect, use,store and share your information, please contact us at coordinator@wharaurau.org.nz. If you have concerns that your privacy rights have been breached, you can:
i. Contact us with your concerns at coordinator@wharaurau.org.nz;and/or
ii. Lodge a complaint with the Office of the Privacy Commission. See https://www.privacy.org.nz/your-rights/making-a-complaint/ for more information.

This Privacy statement was updated June 2026