This privacy statement explains how The Greenhouse collects, stores, uses and shares your personal information.

Care and respect for your information is important to us. The Privacy Act 2020 requires us to tell you certain things about the personal information we need to operate our business. 

We have categorised our services into two broad groups: 

1. Educational offerings (Morning Sprouts) & general engagement

2. Professional Services (Tend & Thrive, Cultivate, Bespoke)

Under these groups, we explain what personal information we collect and how we use or share it. We also explain the way we store and protect personal information and your rights to access and correct it. At the end of this statement, we also provide information about our storage and security procedures, your privacy rights and how to contact us, or lodge a complaint regarding our privacy practices.

Points of note:

• We collect personal information only where this is necessary to provide our services.

• We collect personal information about you directly from you in most instances.  In some cases, we may collect it from other people or organisations for example, if someone refers you to us.

• We may generate personal information about you (such as notes taken during face-to-face sessions or video recordings in group sessions) when we provide our services.

• We store all our data (including your personal information) on secure platforms including Google Workspace. We also use Microsoft Office 365 applications. We protect our data with all reasonable technical and process controls.

• You can ask us for a copy of your personal information at any time. We will be as open as we can with you.

• We will use and share personal information only where it is necessary to carry out the functions for which we collected it, or if required or permitted by law (including where it is necessary to lessen a threat to the health or safety of any person).

If you cannot find the information you need below, or you have concerns about the way we are managing your personal information, then please contact us at any time.

Changes to our Privacy Policy

We reserve the right to revise our privacy policy, or any part of it, from time to time.  Please review the policy periodically for changes.

This section explains how we collect, use and share personal information when we are engaging with the public and with organisations, including managing our enquiries function, delivering e-learning services, and otherwise engaging with the community through our website or communications activities (such as events, surveys, and newsletters).

1) The personal information we collect about you

Effectively engaging with the public requires us to collect and use some personal information. However, we only collect the personal information you choose to give us (for example, you decide how much detail to provide us as background to an enquiry), and you can opt out of our communications activities, such as receiving our newsletter, at any time. The information we may collect when you engage with us includes:

• your name

• your contact details, including your address, email address or phone number

• your organisation and role

• the content of your enquiry

• any questions or comments you submit via our website or social media

• details of any events you have registered for, including dietary or other specific requirements

• information about your use of our website.  Where your browser settings permit, we collect the following information about your use of our website (though please note we make no efforts to associate this with your identity):

• your IP address

•  the search terms you used

• the pages you accessed on our website and the links you clicked on

• the date and time you visited the site

• the referring site or medium (if any) through which you clicked to our website

• your operating system (such as Windows 10)

• the type of web browser you use (such as Mozilla, Firefox)

• your general location and type of device/operating system

Cookies

Cookies are small text files on your device.  They are made by your web-browser when you visit a website.  Every time you go back to that website, your browser will send the cookie file back to our website's server.  

We may use cookies on our website to help us remember the information you enter, by passing a unique identification between your device and the website that identifies you.  This means that as you use the website we can relay any information you have entered earlier back to you at a later time. 

Other cookies and authentication tokens may be used to help us tailor services or to deliver information to you that may be more relevant or interesting to you.  We may use automated devices and applications to evaluate usage of our website. We use these tools to help us improve our website's performance and user experiences. 

Where cookies hold any personal information, those cookies will be handled in accordance with this privacy policy. 

If you choose to disable or block cookies, parts of our website may not function as intended, or at all.  Cookies can be disabled or blocked through your browser settings. 

2) Links to social networking services

We use social networking services (LinkedIn, Facebook & Instagram) to communicate with the public about our work. When you communicate with us using these services, the social networking service may collect your personal information for its own purposes.

These services may track your use of our website on those pages where their links are displayed. If you are logged in to those services (including any Google service) while using our site, their tracking will be associated with your profile with them.

These services have their own privacy statements which are independent of ours. They do not have any access to the personal information we hold on our systems.

3) What we do with your personal information

We will only use the personal information you provide to us for the purposes of delivering the services you have requested (such as registering you for an event, responding to an enquiry or sending you our newsletter).

We may use your personal information to:

• contact you about your request, query or registration

• let you know about new services you may be interested in

• send follow-up information to people attending our events

• consider and respond to your enquiry

• improve our website and the delivery of our online services

• conduct internal statistical analysis and reporting

4) When we share it

We do not share your personal information with third parties (other than third parties which are providing services to us). However, we may share your personal information, if necessary, to appropriately respond to your enquiry e.g., we may need to share your personal information with the NZHG privacy officer to properly respond to a Privacy Act request, query, or complaint. We may share personal information with the Police or another government agency, if required by law (for example to assist with the investigation of a criminal offence), to report significant misconduct or breach of duty, or where there is a serious threat to health or safety. If our staff are threatened or abused, we may refer this to the Police.

5) Third Party Providers

We use some third-party providers to manage some of our processes and services, such as newsletters, events registration, video conferencing and e-learning. Where we do this, any personal information you provide (such as your email address) may also be collected and stored by this provider and you should also check their privacy statements when using those services. We take steps to ensure that any providers we use can protect the personal information they process for us.

This section explains how we collect, use and share personal information when we are providing professional services. Professional services include:

• Consultation (i.e. free phone calls, assessment for service suitability)

• Tend and Thrive

• Cultivate

• Bespoke packages

Our professional service delivery requires us to collect personal information. We may request, receive and use sensitive personal information, including health information, as follows:

From you directly 

Most of the personal information we collect is provided directly by you, or people you authorise us to contact, when you engage with us and our services.  Engaging with this service is voluntary and you do not have to provide your personal information to us. However, we may not be able to effectively provide you with services if you do not provide us with the information we need.

The personal information we may collect from you directly includes:

• Your name

• Your contact details, including your address, email address, phone number

• Your date of birth

• Your gender and cultural identities

• Information in relation to the reason you have sought our service

• Information about your employment, such as your organisation, team or role

• Information about your business, service or organisation

• Your response to self-assessments, tests or questionnaires

• Any documents or other information you provide to us as part of our service delivery

• Details of your health conditions

• Contact details for your general practitioner and emergency contacts (for clinical services)

• Your responses to satisfaction/feedback/evaluation surveys we ask you to complete

The personal information we may collect form another person or agency includes:

Our professional services may also require us to receive or request personal information about you from external organisations.  We may collect personal information from the following people or agencies:

• Other persons who you have nominated and provided permission or consent for us to contact during the informed consent process.

• Any agency in a situation where we believe sharing information is necessary for the safety of tamariki or to stop and prevent family violence. 

• We may also collect publicly available information about you – such as any media reports – where this is relevant to carrying out our professional service functions, for example if we want to understand more about someone we are engaging with who has a public profile.

In the course of providing our services we may generate information about you.  The personal information we may generate about you includes:

• File notes, memoranda, meeting minutes or other records of observations or actions taken

• Professional assessments

• Interpretation of test/assessment results

What we do with your personal information

In order to carry out our professional service functions, we need to use your personal information in the ways set out below. Where we need to use information in a way we have not anticipated here, we will only do so if required or permitted by law or with your authorisation.

We may use your personal information to:

• Contact you about a concern for your welfare or the welfare of someone else

• Provide you with relevant reports, resources and referrals

• Provide you with technical support including access information for remotely / digitally provided services

• Reporting (non-individual) will be aggregated and anonymised.

• Measure, review and improve the delivery of our services, including conducting satisfaction surveys

• Conduct internal statistical analysis and reporting

• Invite you to register for events or training

When we share your information:

We do not share your personal information with third parties (other than third parties which are providing services to us). However, we may share your individual personal information in the following circumstances:

• In limited circumstances where The Greenhouse is unavailable to carry out a service, we may refer you on.  This would only be with your informed consent.  In these instances, the practitioner would have access to some personal information such as your name and contact details in order to contact you and provide the service to you.

• We may need to share your personal information with the NZHG privacy officer to properly respond to any Privacy Act request, query or complaint made by you.

• With your GP (with your prior consent) for the purposes of providing clinical support.

• With any other relevant individual or agency where we believe it is necessary to lessen or prevent a serious risk to you or any other person’s health or safety.

• Where we are required to do so by law.

• We may share aggregated and anonymised personal information with our staff and contractors for the purposes of research, analysis, quality control and program development.

Storage and retention

We use third party providers to store and process any information collected.  We store most of the personal information we collect and generate electronically on Google Workspace. We use Microsoft Office 365 for office productivity applications and  Zoom or Microsoft Teams for video calling. We would encourage you to review their privacy policies.  We retain personal information in compliance with the requirements of the Public Records Act 2005.

Security

We take all reasonable steps to ensure the personal information we collect is protected against loss, unauthorised access and disclosure or any other misuse, including meeting the requirements prescribed by the New Zealand government for the secure handling, storage and disposal of any protectively marked or security classified information.

We ensure that our third-party data processors can meet our privacy and security requirements.

The Privacy Act 2020 gives you rights to request access to and correction of the personal information we hold about you. You can also complain to us at any time if you think we have misused your personal information.

Requesting access to or correction of your information

You have the right to make a request for access to the personal information we hold about you. You also have the right to ask us to correct your information if you think it is wrong. Both requests can be made in any form. We respect your privacy rights and will attend to your requests in accordance with our obligations under the Privacy Act 2020.

We will process your request as soon as possible, and no later than 20 working days after we receive it. We will be as open as we can with you.

Opting out of certain uses of your information

You can opt out of receiving our newsletter or being included on any other subscription list or news feed by following the unsubscribe link at the end of the email or contacting us. You can opt out of our cookies when you use our website by changing your browser security settings.

Complaints regarding our privacy practices

We want to know if you have concerns about our privacy practices, as this allows us to try and put things right for you and helps us to identify and fix any problems with our systems or processes. In the first instance, let us know about your concerns and we will try our best to resolve it. If we cannot resolve your concerns, then you have the right to complain to the Privacy commission: 

https://www.privacy.org.nz/your-rights/making-a-complaint-to-the-privacy-commissioner/