Selwyn Village Limited Privacy Policy

Collection and creation of personal and health information

What information is collected and how it is collected

Depending on our relationship with you and/or the type of service we are providing to you we will collect different types of personal and/or health information.

Information you provide to us directly: Our usual practice is to collect personal information directly from you, when you complete any form, including online forms, subscribe to newsletters or update services, register to use our services, make a booking, participate in our surveys, email, call or otherwise communicate with us, apply for employment or otherwise provide any information in connection with your use of our services. Some examples include:

Personal details: name(s), contact details; profile pictures.
Demographic information: gender, date of birth, age.
Contact details: addresses, email address, telephone numbers.
Authorised representatives: copies of any enduring power of attorney, contact details.
Health information, such as information about your health (including medical history, prescription details, clinical notes) and health services or disability services currently or previously provided to you.
Personal care and welfare such as: copies of any enduring powers of attorney in relation to personal care and welfare and/or property that you have executed and not revoked at the time of your admission, together with relevant contact details of the appointed attorneys.

Information we get from third parties: We may collect or obtain personal information and health information (where applicable) from authorised third parties and as permitted by applicable privacy laws. These third parties may include your family members, your medical providers (such as GP or hospital), the Needs Assessment and Service Coordination Service or other referring agencies. Information may also be collected from government agencies including Te Whatu Ora/ Ministry of Health, Ministry of Social Development, Ministry of Justice and New Zealand Police.

Information we collect automatically: We may collect personal information about you automatically when you visit and use the interactive areas and features or our Websites or use our services, like your IP address, device type access times, language settings and websites you visited before navigating to our Websites. Some of this information may be collected using cookies and similar tracking technologies.

Information we create in the performance of services: We may also create or obtain personal information about your interactions with us, and any interactions we have with others on your behalf.

Information you make public: We may collect or obtain your personal information that you manifestly choose to make public, including via online channels such as social media (eg LinkedIn, Facebook etc).

We may combine these types of personal information that we collect about you from these sources. We do this to improve services we offer to you, to improve marketing, analytics or site functionality.

CCTV: We may use CCTV and IP cameras to record footage at our facilities. We may use CCTV footage for the purpose of investigating, deterring and detecting criminal behaviour and other incidents at our village and care homes, and for the wellbeing, safety and security of residents and staff, property and visitors. We will ensure that the monitoring of CCTV does not unreasonably intrude on situations where there is an expectation of privacy. Signage advising that cameras are in operation will be installed in accordance with the Privacy Act 2020. Only approved persons will be permitted to access CCTV images and CCTV footage.

Using and sharing your information

Using your information

Selwyn uses the personal information collected to understand and service your needs, to process applications and to meet our obligations. Selwyn will check before using or disclosing personal information that it is accurate, up to date, complete, relevant and not misleading. By providing your personal information to Selwyn, you agree to allow us to share that information with the Selwyn Group. The Selwyn Group adheres to this Privacy Policy and are contactable via the same details set out at the end of this document.

Your personal information may be used for any of the following purposes:

To identify you so that we do not release or use your information inappropriately.
To communicate with you or your authorised representative about any dealings we are having, or may wish to have.
To provide you with information about events and services.
To carry out activities and services connected with the running of our business.
To perform a contract with you.
To complete administrative transactions such as record keeping and the processing of payments.
To assess any application you may make to us.
To navigate you towards any social or wrap-around services that may be requested or required.
To improve the services we provide to you.
To contact you when we are doing research.
To carry out functions associated with the performance of our business services such as induction or training, and to fulfil our obligations as an employer.
To ensure the safety, security and wellbeing of residents and staff.
Any other purpose that we may notify you of from time to time.

Sharing your information

Your personal information will not be sold, traded, rented, or otherwise provided to others without your consent. However to enable us to conduct our business for your benefit, it may be necessary for us to share your information from time to time with:

Any person where the information is already in the public domain.
A person or service provider engaged by Selwyn for the purpose of providing services to you, or on your behalf.
Any third party where we are obliged by law to provide information.
Any person dealing with a situation integral to your wellbeing in circumstances where you are not capable of providing the information yourself, including without limitation medical emergencies.
Any agency assisting us with the investigation or prevention of criminal activity including fraud.
Debt collection agencies or companies in order to collect any money owing from you.
Our insurers and professional advisors.
Any agency assisting us in monitoring the safety and security of our services.
Any agency providing information about you as part of our assessment of your suitability for employment, including without limitation the Ministry of Justice and the New Zealand Police.
Te Whatu Ora/Health New Zealand (for the purposes of fulfilling our obligations under our contract with Te Whatu Ora/Health New Zealand in connection with Selwyn Village and our aged care facilities.
Other third parties, in an aggregated and anonymised form for analytical or statistical purposes
Any other person authorised by you or to whom we are permitted or authorised to disclose personal information in accordance with the Privacy Act 2020, or any other law (e.g in an emergency health situation)
Other persons or organisations that we may notify you about from time to time.

While others may have access to your personal information needed to perform and provide services, we will not authorise them to use your personal information for any purpose that is inconsistent with this Privacy Policy.

If you choose not to provide personal info
Providing your personal information will always be optional for you. However, if you do not provide us with all of the personal information about you that we request from you, we may not be able to respond to your correspondence, process your application, process payments or deal with your inquiry.

Storing and accessing your information

Retention of personal information

We will only retain your personal information for as long as it is required to achieve the purposes set out in this Privacy Policy, for our record keeping purposes or as otherwise required by law. Following that, we will make sure your personal information is deleted or anonymised.

Security and accuracy

We are committed to protecting the security of your personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. We will take reasonable steps to ensure the personal information we hold is accurate, complete and up to date.

Selwyn implements and maintains organisational and technical security measures that are designed to provide reasonable protection against the loss, interference or misuse of your personal information and to prevent unauthorised access, modification or disclosure of that information.

Selwyn may use software delivered as a service over the internet or cloud computing to manage and store information. We have policies and procedures in place for ensuring that cloud computing solutions are assessed, adopted and managed in accordance with legislative obligations, privacy principles and Selwyn’s business needs.

Accessing your information

You may obtain confirmation from us as to whether or not we hold personal information about you. You may request details of the personal information we hold about you and request that any inaccurate information is removed or corrected, subject to any exceptions set out in the Privacy Act 2020. We will respond to you as soon as practicable following receipt of such request, but will not provide you with information unless we can establish evidence of identity and entitlement. If we are unable to give you access to the information you have requested, we will give reasons for this decision when we respond to your request.

International Data, Electronic communications, cookies and websites

International Data Transfers

In connection with providing the services, you accept that your personal information may be collected or held in New Zealand and be disclosed to recipients in, or transferred to, or processed in, countries other than New Zealand. We may provide your personal information to third parties in countries other than New Zealand if we have reasonable grounds to believe the recipient is required to protect your personal information in a way that, overall, provides comparable safeguards to those required by New Zealand privacy laws.

However, there may be differences between New Zealand’s privacy laws and those of the overseas locations in which we may store and process your personal information. If we cannot ensure that recipients in those locations are required to protect your personal information using comparable safeguards to those under New Zealand’s privacy laws then we will only provide your personal information to recipients in those locations if you authorise us to do so.

Email and electronic communications

Selwyn is committed to full compliance with the Unsolicited Electronic Messages Act 2007.

You may have the option to subscribe to certain promotional and marketing email and/or text communications. By subscribing to our email and/or text communications, or otherwise providing us with your email address and/or mobile number, you consent to receiving emails and/or texts (as the case may be) which promote and market our products and services, or the products and services of others, from time to time.

You can opt out of those communications at any stage by utilising the corresponding "unsubscribe" facility. Once you have unsubscribed from our email or text communications, we will remove you from the corresponding marketing list as soon as is reasonably practicable.

Cookies and tracking

We may store cookies or similar tracking technologies to analyse trends, administer the our Websites, track users’ movements around our Website, and to gather demographic information about our user base as a whole. Most web browsers accept cookies by default. If you prefer we did not use cookies with you, you can chose to set your browser to remove and/or reject cookies. Please note that if you elect this option, it may affect certain features of our Websites.

Links to other websites

Our Websites may contain links to other websites that are not under our control. These websites may use cookies. It is the responsibility of those third parties to collect appropriate consents from you in order to permit their own cookies (to the extent required by law) and to inform you about the cookies they use. You should check the privacy policy on all third-party websites to ensure you are comfortable with third party cookies.

We have no responsibility for linked websites and provide them solely for your information and convenience. We specifically disclaim responsibility for their content, privacy practices and terms of use and we make no endorsements, representations or warranties about their accuracy, content or thoroughness. Your disclosure of personal information to third party websites is at your own risk.

Policy changes

We reserve the right to amend this Privacy Policy from time to time and will notify you of any changes by posting an updated version on our Website. Your continuing relationship with us following any updates constitutes acceptance of this Privacy Policy as amended. We recommend that you check back from time to time to make sure you are aware of any updates and that you keep your email address with us current. If you do not agree to any updated terms from time to time, you must immediately cease using any of our services and tell us.

Who you can contact for more information

If you have any queries or concerns about our Privacy Policy, or our handling or your personal information, please contact us at Selwyn Village Limited 43 Target Street, Point Chevalier, Auckland 1246: Attention Selwyn Privacy Officer or call us on 09 646 0119 or email us at privacy@selwynvillage.co.nz and include the words attention Selwyn Privacy Officer.

We will respond as quickly as soon as practicable and handle all complaints in a way that is fair and consistent. However, if you remain dissatisfied, you may make a formal compliant with the Office of the Privacy Commissioner.

Definitions

Term	Definition
Health information	has the meaning given to that term in the Health Information Privacy Code 2020. This includes information about your health (including your medical history and clinical notes), information about any disabilities you have (or have had), information about any health services or disability services that are being (or have been) provided to you (including medication and prescription details), or information about you which is collected before or in the course of (or incidental to) the provision of any health service or disability services to you.
Personal information	means any information about an identifiable individual, including health information.
Selwyn	means Selwyn Village Limited.
Selwyn Group	means The Selwyn Foundation being the parent company of Selwyn Village Limited.
Website/s	means any website or application (including any applications for mobile devices) that are owned or operated by us or any company in the Selwyn Group.