ORB are governed by New Zealand’s Privacy Principles (NZPP’S) contained in the Privacy Act 2020. For ease of reference, the Principles are featured at the end of this Policy. ORB ensures that all its staff members adhere to the NZPP’s to safeguard your Personal Information.
ORB have also adopted the EU General Data Protection Regulation (GDPR) guidelines covering data protection for all businesses transferring data to the European Union.
What is Personal Information? Why do we collect it?
Personal Information is information or an opinion that identifies an individual personally. Most of the Personal Information that ORB may collect about you, will be voluntarily provided by you, or your authorised representative, when you engage with us, to allows us to operate our wider operations and to deliver the products and services that you have requested.
Examples of Personal Information we collect may include;
- An individual’s name (including that of your authorised representative, if applicable),
- An individual’s contact details, including your residential and work addresses, email addresses and phone numbers
- Bank details or Credit Card information relating to the payment of services.
- Publicly available information relating to you.
- Any documents or other information that you provide to us as part of our provision of services.
This Personal Information can be captured in many ways including (interviews, correspondence, by telephone, by email, via our website www.orb360.co.nz, from your website, from media and publications, from other publicly available sources, from cookies, and from third parties.
ORB will only disclose your information as authorised by you, as required by law or where required for us to provide our services, ongoing communication and information updates. ORB will not, share, sell, rent or lease any client list or information to third parties.
ORB may also disclose Personal Information to other agencies where it believes on reasonable grounds that it falls within one of the exceptions to NZPP 11
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss from unauthorised access, modification or disclosure.
ORB may hold your Personal Information in either an electronic or hard copy form.
Personal information collected in hard copy form may be subsequently converted to electronic form. Hard copy information that remains as such, will be securely stored at ORB’s premises.
Personal information held or provided to us in electronic form is held on servers controlled by third parties under contractual arrangements with ORB. ORB uses a combination of physical security, password protection and other measures that ensure that Personal Information stored in electronic form is protected from misuse, interference and loss: and from unauthorised access, modification and disclosure. However, it is not possible for any organisation (including ours), to state that 100% security can be guaranteed.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files (electronic or hard copy) which will be securely retained by us for a minimum of 7 years.
You have the right to request a copy of the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions, if you think it is incorrect.
ORB will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information.
In respect of a request for correction, if we think the correction is reasonable, justified and we are reasonably able to amend the Personal Information, we will make the correction.
In order to protect your Personal Information, we will require identification and if relevant, proof of authorisation from you before releasing the requested information.
Where reasonable and practicable to do so, we will collect your personal information only from you. However, in some circumstances we may be provided with information by third parties. This information may relate to an individual’s Credit History as an example.
Where ORB enters into arrangements with associated contractors and third parties that involve the use or management of Personal Information that is held by ORB, appropriate provisions will be included to protect that Personal Information.
Maintaining the Quality of your Personal Information
It is important to us that your Personal Information is up to date. ORB will take reasonable steps to make sure that your Personal Information is accurate, and this may require individuals being contacted directly.
Role of the Privacy Officer
ORB have appointed a Privacy Officer in accordance with the requirements of the Privacy Act 2020. As part of their role, the ORB Privacy Officer needs to ensure that ORB’s internal policies and procedures are fully compliant with requirements under the Privacy Act 2020, NZPP and GDPR. The ORB Privacy Officer will ensure that all ORB staff and associated contractors understand their commitments under the Privacy Act, NZPP’s and the GDPR.
The ORB Privacy officer is the focal point for all privacy matters relating to ORB business. This contact may be from ORB Clients, ORB staff or associated contractors, or the Privacy Commission/Commissioner.
ORB want to know if you have any concerns about our privacy practices., whether these relate to the way we collect or share information about you or our decision on your access request. If you do have any concerns at all, please contact our Privacy Officer and they will endeavour to resolve any issues. The ORB Privacy Officer’s contact details are recorded below.