Part 1 – Personal information management
Why we collect your personal information and what it is used for
We only collect, use and disclose personal information where that information is reasonably necessary for purposes which are directly related to one or more of our functions or activities. These include:
- Processing of donations;
- Recruitment of field staff;
- Communication with our supporters on our field activities;
- Marketing activities; and
- Recruitment of volunteers
For the purposes of the EU General Data Protection Regulation, we collect, use and disclosure your personal information on the basis that it is necessary for:
- the performance of a contract or intended contract which you are a party to; and
- our legitimate interest in processing employee information.
We use your information to process your donations, to advise you on how your support is helping, and to keep you updated on events and our work in the field. We also use information provided to us to process applications for field work. We may use your personal information to send you direct marketing materials. Where you no longer wish to receive direct marketing materials from us in future, you may contact us at any time using the contact details provided below. Where we have facilitated direct marketing to you from personal information we have obtained from a third party, you may also request we disclose the original source of the information.
You may request at any time that you remain anonymous when dealing with us or use a pseudonym, and to the extent that it is lawful and practicable for us to enable you to do so, we will accommodate that request. However, if personal information is not provided in full where we have indicated that it is required, we may not be able to process your donations, recruit you as field staff or enable you to become a member of MSFNZ.
What we collect and how we collect it
We collect information, such as:
- Name and address;
- Telephone/e-mail contact details;
- Bank account/credit card numbers; and
- Employment/education history;
It is our usual practice to collect personal information directly from the individual. From time to time,MSFNZ may also collect personal information from publicly available sources such as telephone directories or mailing lists, provided that the collection is conducted in a fair and lawful manner, the information is reasonably necessary for our functions or activities and it would be impracticable or unreasonable for us to collect the information from you. We may also collect anonymous traffic data on our website to improve our services.
Transfer within MSF generally
We may also use external service providers to provide us with certain outsourced services, such as helping us with our functions and activities, including mailings and fundraising. These service providers are required to sign confidentiality agreements to maintain the privacy of your information and we only disclose your personal information to them to the extent necessary for them to perform the services we have requested. Some of these external service providers may be based overseas, for example, we receive account management services from a third party service provider which requires personal information of donors to be held in Australia and the United States of America.
We do not give information about you to government agencies, organisations or anyone else unless one of the following applies:
- You have consented or the disclosure is otherwise in accordance with this policy;
- You would expect us to or we have told you we will;
- we are required to by law;
- we believe on reasonable grounds that disclosure is required to prevent or lessen significant risk to your life or physical, mental or emotional health or that of another person;
- we take appropriate action in relation to a reasonable suspicion of unlawful activity, or misconduct of a serious nature, that relates to our functions or activities;
- disclosure is required to assist any entity, body or person to locate a person who has been reported as missing;
- disclosure is made for the purpose of establishing, exercising or defending a legal or equitable claim; or
- disclosure is made for the purposes of a confidential alternative dispute resolution process.
Information quality, access and correction
We take reasonable steps to make sure that the personal information we collect is accurate, complete and up-to-date. These steps include maintaining and updating personal information when we are advised by individuals that their personal information has changed and at other times as necessary.
You are in control of any personal information you provide to us. If at any time, you would like to correct the personal information we have about you or if you would like to change your preferences for contact from us, you can let us know by contacting us at the email or postal addresses listed below.
You can access the personal information we currently hold about you or request that we change that personal information at any time. We endeavour to respond to any such request within a reasonable period. We will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act or other relevant law to withhold the information. If we cannot agree to make requested changes to personal information, we will provide you a written notice which sets out the reasons for our refusal and the mechanisms available to complain about the refusal.
We will attach this statement to our records. You may also request access to personal information we hold about you in archive for legal and administrative reasons, which are not current records [but if you do, we may charge you a reasonable fee for the cost of providing access].
There is no cost associated with making a request for access to or correction of your personal information [but there may be a cost associated with accessing that personal information]. You can obtain further information about how to request access or changes to the information we hold about you by contacting us (see details below).
If you wish to allow another person to access your details (eg family member) you need to notify us in writing and it will be noted on your record.
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification or disclosure.
When no longer required, personal information is destroyed in a secure manner or deleted.
Part 2 – Specific information collection details
This section further details the specific methods of personal information collection we undertake and how that information is used.
We collect personal information from donors in order to process/receipt their donations and to send out periodic mailings relating to our work in the field and how donors can further support this work.
This personal information may include:
- Name and address
- Your date of birth
- Social Media information you have supplied to us.
- Telephone/e-mail contact details
- Credit card and/or bank account details
- Bequest intentions.
We also engage an external service provider to transmit electronic supporter communications ( e.g. our monthly E-Newsletter, fundraising emails, or invitations to MSFNZ-related events). The external service provider collects personal information about your use of our supporter communications, for example, whether you click-through or unsubscribe from the service. The external service provider uses the collected personal information for the sole purpose of preparing reports to help us improve the efficacy of our supporter communications. MSFNZ takes measures to ensure the privacy of the personal information included in these reports.
Donor questionnaire responses
We also collect personal information from donors through questionnaires posted out to help us better understand their needs.
The information collected will depend on what you choose to provide us with but may include the following:
- Reason for donating
- What other charities and causes you may support
- What publications you read and how frequently
- What your interests and hobbies are
- What television stations you watch, which types of programs and how often
- Your travel destinations
- Your date of birth
- The industry you work in
This information is used to more effectively communicate with you personally on specific areas of interest. It is also used as aggregated, de-identified data to assist us in making cost-effective fundraising method choices.
Field staff information
We collect personal information from applicants for field work and field staff to enable the recruitment/ongoing employment process, to contact relatives/friends in the case of a health/security incident in the field and to send out periodic mailings relating to our work in the field and internal events. We only collect health information after the applicant consents to the collection as part of the application form for field work. In circumstances where the applicant refuses to provide such a consent, the applicant will not be considered for field work.
This information will include:
- Name, address, date of birth, telephone/e-mail contact details (including relatives/friends)
- Bank account details
- Passport details
- Employment history
- Police reports
- Educational history
- Health information (only that which is relevant to field work)
- Contact log
- Information pertaining to your employment references
- driver's licence or other secondary form of identification
- medical registration
- travel history, where relevant to field work (e.g. for visas)
Where necessary, to facilitate the recruitment process, personal information may be sent to Africa, Asia, Caribbean, Central America, Europe, North America, Oceania and South America and including to other MSF offices, but only where the applicant has consented by signing an application form for field work which explains this process. Occasionally social media may be used to assist in assessing an application for field work.
Field staff applications may be retained in the event that they are unsuccessful for the purpose of their consideration in future roles that may become available.
De-identified information is used to monitor recruitment processes, for data presentation in our annual report and for internal MSF international reporting.
The only personally-identifying information collected from visitors to our website www.msf.org.nz is that which is provided to us on a voluntary basis. Where you provide unsolicited personal information to our website, we determine whether or not we should be collecting such personal information and in circumstances where such information is not reasonably necessary for our functions and activities, we destroy or de-identify the information.
Google Analytics is our analytics tool for the website. Each page is tagged using Google Analytic's universal tracking pixel which collects anonymous traffic data. We use Google Adwords to run pay-per-click advertising campaigns, this includes interest and demographic ad targeting using the information made available by Google.
Any personal information you provide to us (such as an e-mail address) will only be used for the purpose for which it is collected. We do not trade, sell or rent to any third party information captured or voluntarily submitted on this website.
Any external websites linked to/from MSFNZ website are not controlled by MSFNZ and therefore we cannot take responsibility for content, claims or adherence to the privacy laws in New Zealand or overseas.
Cookies are small files that a website transfers to your computer. Most web browsers are automatically set to accept cookies. Your browser controls will allow you to restrict, block or delete cookies.
- To collect non-identifying statistical information on how many people visit our website, what country/city/region they are from, which browser/operating system they are using and pages viewed on the website.
- To allow functionality for the user within our website
- For use of third party advertising or social media services to enable tracking and retargeting for online marketing material. We have floodlight tags (or Doubleclick tags) that collect cookies for our programmatic advertising activity. We then show remarketing ads to people that have visited our website.
By using this site, you agree that we may place these types of cookies on your device.
What rights do i have?
- In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
- These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
- To exercise any of these rights, you can get in touch with us using the details set out below. If you have unresolved concerns, you have the right to complain to the Office of the Australian Information Commissioner.
To the extent that there is no conflict and that the level of protection of the individual is higher under European law, MSF Australia will look to apply the higher standard not only because it is part of a Movement that has a significant presence in Europe, but also because of the importance the organisation places on protecting individuals’ right to privacy, regardless of nationality or location.
Questions/complaints about privacy:
- Call 0508 633 324
- By e-mail to firstname.lastname@example.org
- Mail us at Privacy Officer, Médecins Sans Frontières New Zealand, PO Box 6241, Wellesley Street, Auckland 1141
- We will endeavour to respond to complaints within 14 days of their receipt. If you are dissatisfied with our response, you may refer the matter to the New Zealand Privacy Commissioner (see https://www.privacy.org.nz/).
Updating your information through our Service Centre Team:
- Cost of a local call 0508 633 324
- By e-mail to email@example.com
- Mail us at Médecins Sans Frontières New Zealand, PO Box 6241, Wellesley Street, Auckland 1141
For more information please contact us:
Médecins Sans Frontières New Zealand
PO Box 6241