About This Privacy Policy

Na Domo Ni Pasifika™ – The Voice of the Pasifika (NDNP) is committed to respecting and protecting the privacy, dignity and confidentiality of individuals, families, Service Users, professionals and community members who engage with our services.

NDNP operates in Aotearoa New Zealand and is committed to handling personal information in accordance with the Privacy Act 2020 and applicable professional and ethical obligations.

Our approach is grounded in Fijian cultural values, culturally responsive and bicultural social work practice, respect for
Te Tiriti o Waitangi, and the principles of care, respect, integrity, trust, accountability and sustainability.

This policy explains how NDNP collects, uses, stores, protects and shares personal information, including information received through our website, service enquiries, referrals, coaching, professional supervision, workshops and community programmes.

We recognise that individuals and families may have different cultural perspectives, communication preferences and privacy needs. We aim to provide clear information, support informed decision-making and treat personal information with sensitivity and respect.

Important: Submitting an enquiry, referral or workshop expression of interest does not automatically establish a professional Service User relationship or confirm acceptance into a service or programme.

Personal Information We Collect

Na Domo Ni Pasifika™ collects personal information that is reasonably necessary to respond to enquiries, assess referrals, plan educational programmes and provide its professional services.

Depending on the nature of the enquiry or service, this may include:

General Enquiries and Referrals

• Name and contact email address.
• The service being requested.
• A brief explanation of the enquiry or referral.
• Relevant information provided voluntarily to assist with initial screening.
• Communication records relating to the enquiry.

Professional Services

Where an individual has been accepted into an NDNP service, additional information may be collected where necessary and appropriate. This may include:

• Relevant personal and family circumstances.
• Information about wellbeing, safety and support needs.
• Service assessments, goals and agreed support plans.
• Professional case notes and records of services provided.
• Information shared by other professionals or organisations where authorised or otherwise permitted by law.

Workshops and Community Training

For educational workshops and community programmes, NDNP may collect:

• Participant names and email addresses.
• Workshop topics of interest.
• Preferred workshop delivery format.
• Suggestions for future educational programmes.
• Registration and attendance information, where applicable.

Expressions of interest are used to understand community needs and assist with programme planning. They do not guarantee a workshop place or establish a professional Service User relationship.

Information We Do Not Require Through Initial Website Forms

NDNP asks visitors not to submit sensitive personal information, detailed accounts of traumatic experiences, medical records, identification documents or confidential third-party information through initial website enquiry or workshop forms.

Where further information is required, NDNP will explain the purpose of collection and identify an appropriate communication or information-sharing process.

Collecting Information Respectfully

NDNP aims to collect information directly from the individual concerned wherever reasonably practicable.

We recognise the importance of cultural identity, family and community relationships, informed consent and individual choice. Information will be requested respectfully, with consideration for each person's circumstances and communication needs.

Consent, Privacy & Professional Confidentiality

Na Domo Ni Pasifika™ recognises that privacy, confidentiality, informed consent and professional boundaries are essential to building trust and maintaining safe, ethical relationships with individuals, families, Service Users and communities.

Our approach reflects NDNP's values of Care, Respect, Integrity, Trust, Accountability and Sustainability, alongside applicable professional social work standards and legal obligations.

Informed Consent

NDNP aims to ensure that individuals understand what information is being requested, why it is needed and how it may be used.

Where consent is required, individuals will be provided with appropriate information to support an informed and voluntary decision.

Consent will be sought and documented where appropriate, including for relevant referrals, professional services and information sharing.

Professional Confidentiality

Information shared during professional service delivery will be treated confidentially and accessed only by authorised individuals for legitimate purposes.

NDNP recognises the importance of protecting sensitive information, particularly when individuals disclose experiences involving family violence, trauma, mental health concerns, family circumstances or other personal matters.

Professional records will be handled in accordance with applicable privacy, legal and professional obligations.

Limits of Confidentiality

Confidentiality is an important professional responsibility; however, it is not absolute.

NDNP may disclose personal information where the individual has provided appropriate authorisation, or where disclosure is required or permitted under applicable New Zealand law.

This may include circumstances involving a serious threat to public health or safety, or to the life or health of an individual, where the relevant legal requirements are met.

Where appropriate, safe and lawful, NDNP will explain the reason for disclosure and limit the information shared to what is reasonably necessary.

Cultural Responsiveness and Individual Choice

NDNP acknowledges the importance of Fijian cultural identity, family relationships, community connections and collective wellbeing.

Our practice also recognises Te Tiriti o Waitangi and the importance of culturally responsive approaches to working alongside Māori, Pasifika and wider communities.

NDNP may draw on holistic wellbeing frameworks, including Te Whare Tapa Whā, where relevant and appropriate to the individual.

We recognise that cultural and family involvement must be considered alongside each person's privacy, preferences, safety and informed consent.

Initial Enquiries and Professional Boundaries

Initial enquiries and referrals are subject to screening and assessment of service suitability.

Submitting an enquiry does not automatically establish a professional Service User relationship.

NDNP generally undertakes initial communication and screening in writing by email to support privacy, accurate documentation, professional accountability and safe practice.

Additional communication arrangements may be considered where appropriate following screening and consent.

How We Use Personal Information

Na Domo Ni Pasifika™ (NDNP) collects and uses personal information for lawful purposes connected with its professional services, community programmes and administrative responsibilities.

Depending on the nature of the enquiry, referral or agreed service, information may be used to:

• Respond to enquiries and referrals.
• Undertake initial screening and assess service suitability.
• Communicate with individuals about requested services.
• Complete assessments and develop agreed support plans.
• Provide agreed social work, advocacy, coaching, professional supervision and community services.
• Maintain accurate professional and administrative records.
• Identify and respond appropriately to safety and safeguarding concerns.
• Manage workshop expressions of interest and programme planning.
• Meet applicable legal, ethical and professional responsibilities.

NDNP will take reasonable steps to ensure personal information is used for the purpose for which it was collected or another purpose authorised or permitted under New Zealand law.

Information collected through workshop expressions of interest will be used for relevant programme planning and communications, consistent with the information provided to participants when they submit their details.

Important: Submitting an enquiry, referral or workshop expression of interest does not automatically establish a professional Service User relationship or confirm acceptance into a service or programme.

Information Storage, Security & Recordkeeping

Na Domo Ni Pasifika™ (NDNP) recognises its responsibility to protect personal information collected through enquiries, referrals, professional services, workshops and community programmes.

NDNP is committed to taking reasonable steps to protect personal information against loss, unauthorised access, use, modification, disclosure and other misuse.

Information Security

NDNP aims to maintain appropriate administrative, physical and electronic safeguards proportionate to the sensitivity of the information held.

These safeguards may include:

• Restricting access to personal information to authorised individuals with a legitimate reason to access it.
• Using password protection and appropriate account security measures.
• Protecting electronic records and communications against unauthorised access.
• Keeping physical records securely stored when not in use.
• Taking reasonable precautions when communicating confidential information electronically.
• Reviewing information security arrangements as NDNP's services and systems develop.

Professional Recordkeeping

NDNP recognises the importance of accurate, relevant and timely professional documentation.

Where an individual has been formally accepted into a professional service, records may include assessments, consent documentation, agreed support plans, relevant communications, case notes and other information necessary for the provision of that service.

Professional records will be managed in accordance with applicable legal, privacy, ethical and professional obligations.

Website Enquiries and Workshop Forms

Information submitted through NDNP's website enquiry, referral and workshop expression-of-interest forms will be used for the purposes explained when the information is collected, or as otherwise permitted by law.

NDNP requests that individuals do not include sensitive personal information, detailed accounts of traumatic experiences, medical records or identification documents in initial website forms.

Where further information is required, NDNP will explain what is needed and identify an appropriate communication or information-sharing process.

Access to Records

Access to personal information will be limited to individuals who are appropriately authorised and require the information for legitimate professional or administrative purposes.

NDNP will take reasonable steps to maintain the confidentiality and integrity of records throughout their use and storage.

Information Sharing & Referrals

Na Domo Ni Pasifika™ (NDNP) recognises that information sharing may sometimes be necessary to provide appropriate professional support, respond to referrals, coordinate services or meet legal and safeguarding responsibilities.

NDNP is committed to protecting personal information and ensuring that any disclosure is appropriate, lawful and consistent with applicable professional and ethical obligations.

Consent and Authorisation

Where appropriate, NDNP will seek informed consent or other valid authorisation before sharing personal information with external individuals, agencies or organisations.

Individuals will be informed about the purpose of the proposed information sharing, the information involved and the intended recipient, where appropriate.

Consent and information-sharing decisions will be documented where necessary.

Referrals and Service Coordination

Where NDNP receives or makes a referral, personal information will be collected, used and disclosed only where there is an appropriate lawful basis.

Information sharing may involve relevant health services, social service providers, housing agencies, community organisations or other professional services.

NDNP will take reasonable steps to limit information shared to what is necessary for the relevant purpose.

Information Sharing Without Consent

In certain circumstances, New Zealand law may permit or require personal information to be disclosed without the individual's consent.

These circumstances may include:

• Disclosure required or authorised by applicable legislation.
• Compliance with a lawful court order or other legally enforceable requirement.
• Responding to a serious threat to public health or safety, or to the life or health of an individual, where the applicable legal requirements are satisfied.
• Responding to safeguarding or child protection concerns where disclosure is permitted or required by law.

NDNP will consider the circumstances, relevant legal requirements, professional responsibilities and the safety of those involved before making disclosure decisions.

Professional Supervision and Consultation

NDNP recognises the importance of professional supervision and consultation in maintaining safe, ethical and accountable social work practice.

Where Service User information is discussed for legitimate professional supervision or consultation purposes, NDNP will take appropriate steps to protect privacy and confidentiality.

Identifying information will be avoided or minimised where reasonably practicable, and any disclosure must have an appropriate lawful basis.

Respecting Individual and Cultural Preferences

NDNP recognises the importance of family relationships, cultural identity, collective wellbeing and culturally responsive practice.

Individuals will be supported to express their preferences regarding the involvement of family, whānau, community members or other support people.

NDNP will not assume that cultural or family relationships automatically authorise the sharing of confidential personal information.

Information-sharing decisions will take account of informed consent, individual choice, safety, professional responsibilities and applicable law.

Safeguarding, Privacy Breaches & Complaints

Safeguarding and Professional Responsibilities

Na Domo Ni Pasifika™ (NDNP) recognises the importance of protecting the safety, dignity, rights and wellbeing of individuals, children, families and communities.

NDNP aims to respond appropriately to concerns involving abuse, neglect, family violence, exploitation or other risks to safety and wellbeing.

Where safeguarding concerns arise, NDNP will consider the circumstances, relevant professional responsibilities, applicable legal requirements and appropriate pathways for seeking assistance.

Information will be shared only where there is an appropriate lawful basis, with consideration given to safety, confidentiality and the rights of those involved.

NDNP is not an emergency response service. Where there is immediate danger, individuals should contact emergency services by calling 111.

Privacy Breaches

A privacy breach may involve personal information being lost, accessed without authorisation, disclosed to an unintended recipient, altered without authorisation or otherwise compromised.

Where NDNP becomes aware of a suspected privacy breach, it will take reasonable steps to:

• Identify and contain the incident.
• Assess what information may have been affected.
• Consider the potential harm to individuals.
• Take appropriate steps to reduce or prevent further harm.
• Determine whether notification is required under the Privacy Act 2020.
• Document the incident and relevant actions taken.

Where a privacy breach has caused, or is likely to cause, serious harm, NDNP will notify the Office of the Privacy Commissioner and affected individuals as required by law, subject to any applicable exceptions.

Privacy Concerns and Complaints

Individuals who have concerns about how NDNP collects, uses, stores or shares their personal information are encouraged to contact NDNP.

Concerns may include:

• The collection or use of personal information.
• Confidentiality or information-sharing practices.
• Access to or correction of personal information.
• Suspected unauthorised disclosure.
• The handling of personal information through website forms or professional services.

NDNP will consider privacy concerns respectfully, fairly and in accordance with applicable legal and professional responsibilities.

Privacy concerns can be submitted in writing to:

info@nadomonipasifika.co.nz

Individuals may also contact the Office of the Privacy Commissioner if they believe their privacy rights have been breached.

Access to and Correction of Personal Information

Access to Personal Information
Na Domo Ni Pasifika™ (NDNP) recognises the right of individuals to request access to personal information held about them, in accordance with the Privacy Act 2020.

Individuals may request information about the personal information NDNP holds about them and ask for access to that information.

NDNP will consider requests in accordance with applicable legal requirements, including any lawful grounds for withholding information.

Correction of Personal Information

Individuals may request correction of personal information they believe is inaccurate, incomplete, misleading or out of date.

NDNP will take reasonable steps to ensure personal information is accurate, up to date, complete, relevant and not misleading before using or disclosing it.

Where NDNP does not agree to make a requested correction, individuals may request that a statement of correction be attached to the information, as provided for under the Privacy Act 2020.

Making a Privacy Request

Requests for access to or correction of personal information can be submitted in writing to:

info@nadomonipasifika.co.nz

To protect privacy, NDNP may need to verify the identity or authority of the person making the request before releasing personal information.

NDNP will respond to requests within the timeframes required by New Zealand law.

Important: Under the Privacy Act 2020, agencies generally must make and communicate a decision on an access or correction request as soon as reasonably practicable and no later than 20 working days after receiving it, subject to lawful extensions. Providing the information itself may follow the decision where permitted.

Record Retention & Secure Disposal

Retention of Personal Information

Na Domo Ni Pasifika™ (NDNP) recognises its responsibility to retain personal information only for as long as it is required for lawful professional, administrative or operational purposes.

The period for which information is retained may depend on the nature of the information, the service provided, applicable legal requirements and relevant professional obligations.

Records may include:

• Initial enquiries and referrals.
• Screening and service suitability assessments.
• Service User consent forms and agreements.
• Professional assessments, case notes and support plans.
• Coaching and professional supervision records.
• Workshop expressions of interest and attendance information.
• Administrative, financial and business records.

NDNP will consider applicable legal and professional requirements when determining appropriate retention periods.

Secure Disposal of Information

When personal information is no longer required and there is no lawful reason to retain it, NDNP will take reasonable steps to dispose of it securely.

Depending on the type of record, this may involve:

• Secure deletion of electronic information.
• Appropriate disposal of confidential paper records.
• Restricting access to records awaiting disposal.
• Taking reasonable steps to prevent unauthorised recovery or disclosure of information.

Retention of Professional Records

NDNP recognises that professional social work records may require particular consideration because they can contain sensitive information relating to individuals, families, safeguarding concerns and professional decision-making.

Professional records will be retained and disposed of in accordance with applicable legal, ethical and professional requirements.

NDNP will not destroy information where it is required to be retained under applicable law or where preservation is necessary for an existing legal obligation or process.

Workshop Privacy & Confidentiality

Privacy During Workshops

Na Domo Ni Pasifika™ (NDNP) is committed to creating respectful, culturally responsive and supportive learning environments during its educational workshops and community training programmes.

NDNP recognises that participants may have different cultural backgrounds, personal experiences, communication preferences and privacy needs.

Participation in discussions and activities involving personal experiences will be voluntary.

Participants will not be required to disclose sensitive personal information or share experiences of trauma, family violence, workplace bullying or other personal circumstances.

Confidentiality and Group Participation

NDNP will encourage participants to respect the privacy, dignity and confidentiality of others attending workshops.

Participants will be asked not to disclose personal information or experiences shared by other participants outside the workshop.

However, NDNP cannot guarantee confidentiality between workshop participants, particularly where individuals choose to share personal experiences during group discussions.

Facilitators will explain these boundaries at the beginning of relevant workshops.

Photography, Recording and Consent

Photography, audio recording or video recording involving identifiable participants will require appropriate consent.

Participants will be informed about the intended purpose and use of any photographs or recordings.

NDNP will respect participants who do not wish to be photographed or recorded.

Safeguarding and Professional Boundaries

NDNP workshops are educational and awareness-focused and do not replace individual social work assessment, counselling, legal advice, clinical treatment or emergency services.

Where safeguarding concerns arise, NDNP will consider its professional responsibilities, applicable legal requirements and appropriate referral or support pathways.

Personal information will only be shared where authorised or otherwise permitted or required by law.

Participation in a workshop does not automatically establish a professional Service User relationship.

Website Privacy, Cookies & Third-Party Services

Website Enquiries and Online Forms

Na Domo Ni Pasifika™ (NDNP) uses its website to provide information about its services, workshops and community programmes and to receive enquiries, referrals and expressions of interest.

Information submitted through website forms will be used for the purposes explained when the information is collected, or for other purposes authorised or permitted under New Zealand law.

Submitting an online form does not automatically establish a professional Service User relationship or confirm acceptance into a service or programme.

Website Security

NDNP takes reasonable steps to protect personal information received through its website against unauthorised access, use, modification, disclosure, loss or misuse.

However, no method of transmitting information over the internet can be guaranteed to be completely secure.

Visitors are encouraged not to submit sensitive personal information, detailed accounts of traumatic experiences, medical records or identification documents through initial website forms.

Cookies and Website Analytics

NDNP's website is hosted through Webador , which may use cookies and related technologies to support website functionality, security and performance.

Any collection or processing of information through these technologies is subject to applicable privacy requirements.

NDNP will review the website's cookie and analytics settings to ensure visitors receive appropriate information about the technologies being used.

Third-Party Service Providers

NDNP may use third-party technology providers to support website hosting, email communications, information storage and administrative operations.

Where these providers handle personal information on NDNP's behalf, NDNP will take reasonable steps to ensure appropriate privacy and security protections are in place.

Where personal information is disclosed to an overseas recipient, NDNP will consider its obligations under the Privacy Act 2020, including Information Privacy Principle 12, where applicable.

External Website Links

NDNP's website may contain links to external websites and resources.

NDNP is not responsible for the privacy practices or content of websites operated by independent third parties.

Visitors are encouraged to review the privacy policies of external websites before providing personal information.