Introduction
The Kidney Society is a charitable organisation committed to improving the health and wellbeing of people affected by kidney disease in Aotearoa New Zealand. We work to raise awareness, support early detection, and provide individuals and whānau with information and support services.
We are committed to protecting your privacy and handling personal information in a fair, lawful, and transparent manner, in accordance with the Privacy Act 2020 and the Information Privacy Principles.
Personal information is any information about an identifiable individual.
Our websites, online services, and digital platforms may contain links to third-party websites. We are not responsible for the privacy practices of those websites and recommend that you review their privacy policies.
Purpose of this Policy
This Privacy Policy explains how we collect, use, disclose, store, and protect personal information, and how individuals can access and correct their information.
We aim to ensure that personal information is:
- collected only where necessary for our functions and activities
- used and disclosed appropriately and lawfully
- kept secure and accurate
- accessible to individuals, with the ability to request correction
Scope
This Privacy Policy applies to all activities of the Kidney Society, including our programmes, services, events, fundraising, employment and volunteering processes, and our websites and digital platforms, where personal information is collected, used, or held.
Collection of Personal Information
What information we collect
The personal information we may collect includes (but is not limited to):
- name, date of birth, and contact details (address, phone number, email)
- demographic information
- donation and payment details
- information about your engagement with our services, programmes, or events
- health information, where relevant and with consent
- employment or volunteering information (where applicable)
How we collect information
We collect personal information in several ways, including:
- directly from you (for example, when you contact us, register for services or events, make a donation, or use our website)
- from authorised representatives acting on your behalf
- from our own records of interactions with you
- where required or authorised by law
Fair and lawful collection
We collect personal information by lawful and fair means and only where it is reasonably necessary for our functions. When we collect personal information, we will take reasonable steps to inform you:
- why the information is being collected
- how it will be used
- who it may be shared with
- your rights of access and correction
If you choose not to provide certain information, we may be unable to provide some services or respond fully to your request.
You may interact with us anonymously or using a pseudonym where lawful and practicable, although this may limit the services we can provide.
Information about other people
If you provide us with personal information about another person (for example, a family member or authorised representative), you are responsible for ensuring that person is aware of this and understands how their information will be used.
Sensitive and Health Information
We take extra care with sensitive information, including health information. We will only collect, use, or disclose such information:
- with your consent; or
- where permitted or required by law
Where possible, we use de-identified or anonymised health information.
Use of Personal Information
We may use personal information to:
- provide, manage, and improve our services and programmes
- communicate with you and respond to enquiries
- process donations and maintain records
- conduct research, evaluation, and service development (often using de-identified data)
- inform you about services, events, or opportunities
- meet legal, regulatory, and reporting obligations
- maintain and improve our systems and security
If you have concerns about how your information is used, you may contact us using the details below.
Direct Communications and Marketing
We may contact you to provide information about our services, activities, appeals, or events that we believe may be of interest to you.
You can opt out of receiving promotional communications at any time by:
- using the unsubscribe option provided; or
- contacting us directly
We do not use sensitive or health information for marketing without your explicit consent.
Disclosure of Personal Information
We do not sell personal information.
We may disclose personal information to trusted third parties where necessary to carry out our functions, including:
- service providers (such as IT, mailing, or data storage providers)
- health professionals (such as nephrologists, social workers, occupational therapists)
- government or regulatory agencies where required or authorised by law
We take reasonable steps to ensure that third parties protect personal information and use it only for the purpose for which it was provided.
Storage and Security
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, or modification. This includes physical, electronic, and organisational safeguards such as secure systems, access controls, and staff training.
Accuracy of Information
We take reasonable steps to ensure that personal information we hold is accurate, up to date, complete, and relevant. You can help by letting us know if your details change or if you believe any information we hold is incorrect.
Access and Correction
You have the right to:
- request access to the personal information we hold about you; and
- request correction of that information if you believe it is inaccurate
Requests should be made in writing. We may require verification of identity. Access may be refused in limited circumstances permitted by the Privacy Act 2020. We will respond within a reasonable timeframe. January 2026
Retention and Disposal
We retain personal information only for as long as it is required for lawful purposes. When it is no longer needed, we securely destroy or de-identify the information in accordance with our legal obligations.
Privacy Breaches
If a privacy breach occurs that is likely to cause serious harm, we will notify affected individuals and the Office of the Privacy Commissioner, as required by law.
Complaints
If you believe your privacy has been breached or you have a concern about how your personal information has been handled, please contact us first so we can attempt to resolve the issue.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner.
Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in law, technology, or our operations. The most current version will be available on our website.
Contact Us
If you have any questions, requests, or complaints regarding privacy, please contact:
Kath Eastwood, Chief Executive Officer The Kidney Society
P O Box 97 026, Manukau City, Auckland 2241 kath@kidneysociety.org.nz
021 1044416