Your Privacy

The Manawatu District Council is committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

This Privacy Policy sets out the data processing practices carried out by us, including through the use of the internet, all websites operated by us, and any other electronic communications networks such as the MDC FaceBook page (together "our Site"). If you have any requests concerning your personal information or any queries with regard to our personal data processing practices, please contact us.

Information collected

We collect personal information from visitors to our Site through the use of online forms, including, but not limited to, information about you, which you provide to us through the input areas within our Site.

We also collect information about you every time you email us with your details, and we collect additional information automatically about your visits to our Site.

The information we collect may include: name, postal and email address, telephone numbers (work, home and mobile), and diversity monitoring information which we collect for the purposes of discharging our statutory obligations.

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information.  This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

We may also use and disclose other information in aggregate for research, marketing and strategic development purposes.

We may also ask you to complete surveys used for research purposes, which you are not obliged to complete but which will be completely confidential and analysed anonymously. Data from research will also be destroyed once it has been analysed and written up in a report.

If you contact us in any other way (for example by post, telephone, fax), we may keep a record of that contact.

We may have cause to contact you by letter, telephone, email or otherwise in relation to the purposes specified in this Privacy Policy. It is, therefore, of fundamental importance that you ensure that your records are kept up to date in accordance with the Code of Conduct, by updating your details via the Change Details-page or by contacting us.

By submitting your personal information, you consent to us processing your personal information in accordance with this Privacy Policy.

Use of personal information

We will use personal information, as provided by you or appropriately obtained from third parties (including persons duly authorised by you to provide such information on your behalf), for the purposes listed below:

  • to inform you about developments within, or pertaining to, the Council
  • for the investigation of complaints
  • to complete authorisation to forms
  • to change mailing preferences in relation to communication from the Council
  • to update personal data, and
  • in any other respect that we may reasonably require in order to carry out functions or to provide a specific service requested.

Sensitive personal information

We may ask you to submit sensitive personal information, e.g. your ethnic origin or disability information. By submitting such sensitive personal information to us, you explicitly consent to the collection and processing of your sensitive personal information in accordance with this Privacy Policy. By submitting such sensitive personal information to us, you agree to us processing such information for the purposes described.

Use of sensitive personal information

Your sensitive personal information will:

  • be kept confidential within the Council, and will not be passed to anyone who deals with any aspect of your relationship with the Council (for example, in respect of any complaints against you)
  • not be released in a form that may result in identification of individuals. Anonymised analyses may be published on the Council websites.

If we alter these stipulated purposes, we will notify you and will destroy your sensitive personal information if you request us to do so in the light of that.

Storage and security of personal data

We will take all necessary reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy. All our employees are personally responsible for maintaining personal information confidentiality. We provide education and training to all our staff to remind them about their obligations. Our policies and procedures are audited and reviewed. All information that you provide to us is stored on our secure servers. Any payment transactions will be encrypted (using SSL technology). Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Disclosures and sharing information

We will follow the appropriate legal requirements to ensure that no third parties see your personal information except as set out in this Privacy Policy.

Access to your information

The Act affords you the right of access to the personal information we hold about you. If you wish to exercise this right you should submit a request to the Council. If it transpires that any information we hold is inaccurate or incorrect you should inform us immediately so that it can be amended.

Internet-based transfers

Given that the internet is a global environment, using the internet to collect and process personal data necessarily involves the transmission of data on an international basis. Therefore, by browsing our Site and communicating electronically with us, you acknowledge and consent to our processing of personal data in this way. We will endeavour at all times to protect all personal information collected through our Site in accordance with applicable data protection laws.