Privacy Policy
This privacy policy explains how Collective Intelligence collects, stores, uses and shares any personal information we hold.
We are committed to respecting the privacy of our staff and contractors, members and Board.Openness and transparency are important to us. The Privacy Act 2020 requires us – like any other New Zealand company – to keep secure all personal information we collect, and to communicate what we do about the personal information we need to carry out our functions.
Here’s what guides us when we handle personal information:
We only collect personal information from our members where this is necessary to carry out our business service functions. We only collect personal information from our staff or contractors for the purposes of having a legal arrangement (e.g. Employment Contract or Contract for Service).
We may collect personal information either directly from people or from other people or agencies, and we may generate personal information about people when we carry out our business service functions.
We store all our data (including personal information) on a secure Microsoft cloud platform, and we use Microsoft Office 365 applications. We protect our data with all reasonable technical and process controls.
We can be asked for a copy of the personal information we hold at any time.
We will only use and share personal information where necessary to carry out the functions for which we collected it (or if required by law).
Third-party providers
We use some third-party providers to manage some of our engagement processes and member services, such as newsletters and events registration and e-learning.We use the following key third-party providers:
Mailchimp - MailChimp's privacy policy
Humanitix - Humanitix's privacy policy
IDA & Amazon Web Services (AWS) - IDA’s privacy policy and AWS privacy policy.
Xero - Xero's privacy policy
Microsoft 365 - Microsoft’s privacy policy
Airtable - Airtable’s privacy policy
What we do with personal information
For staff and contractors, we only store personal information for use in the event that there might be a need (e.g. a legal matter).For members, we will only use the personal information provided to us for the purposes of delivering our services (such as maintaining their membership to our organisation, registering them for an event we offer, or responding to an enquiry) or carrying out our lawful functions.When we share it: We do not generally share personal information with third parties (other than third parties which we have listed above who are providing services to us).
For members, we will only use the personal information provided to us for the purposes of delivering our services (such as maintaining their membership to our organisation, registering them for an event we offer, or responding to an enquiry) or carrying out our lawful functions.
When we share it: We do not generally share personal information with third parties (other than third parties which we have listed above who are providing services to us).
Storage and security
All hard copy contracts and personal information are stored in a locked cupboard in the Collective Intelligence offices, with limited access.
We use third party providers to store and process our data. We store most of the personal information we collect and generate on Microsoft cloud servers.
We take all reasonable steps to ensure the personal information we collect is protected against loss, unauthorised access and disclosure or any other misuse.
Commercial Sensitivity
We are conscious of commercial sensitivity when working with our members. Specific company information may be a good learning tool but our facilitators will work with members supplying information to minimise the potential for the ability of disclosed information to be misused. Where appropriate, we will advise members to redact information that may identify companies, projects or markets that they wish to discuss.
Privacy rights
The Privacy Act 2020 gives rights to request access to and correction of the personal information we hold. We give as many options for people to control the ways we use their information (such as opting out of receiving our newsletters). Complaints can be made at any time if we have misused personal information.
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