Privacy Policy

Last updated: [January 01 | 01 | 2026]

Your privacy matters to us

We understand that when you reach out to us, you’re sharing information at a time that might already feel vulnerable.
We take that trust seriously.
Waitomo-Waipā Women’s Refuge is committed to protecting your privacy and keeping your personal information safe, confidential, and used only for the purpose it was given.

What this policy covers

This policy explains:

What information we collect and why
How we store and protect that information
When (and if) we may share it
Your rights under the Privacy Act 2020

It applies to all personal information collected through our website, social media, contact forms, email, and any other direct communication with our team.

Information we collect

We may collect personal information when you:

Use our website forms (for example, to request support or send feedback)

Donate or enquire about partnership opportunities

Apply for a job or volunteer position

The information we collect may include your name, contact details, and any other details you choose to share so we can provide support.

How we use your information

We only use your information for the purpose it was provided.
This could include:

Responding to your enquiry or request for help

Providing advocacy or support services

Contacting you about donations, volunteering, or partnership opportunities (only if you’ve given permission)

Meeting legal or funding reporting requirements, where data is anonymised whenever possible

We never sell or share your personal information with third parties for marketing or commercial purposes

Keeping your information safe

Your information is stored securely and only accessed by authorised staff who need it to perform their work.
We use password-protected systems and secure storage for all sensitive records.
Electronic data is encrypted and backed up regularly.

If you contact us online, please remember that email and internet communications are not always completely secure.
If you’re concerned about safety or privacy, you can choose to contact us by phone instead.

When we might share information

In most cases, the information you share with us will remain confidential.
The only time we may share information is if:

You have given clear permission for us to do so, or

We believe there is an immediate risk of harm to you, your children, or someone else.

Even in those cases, we share only what is necessary to keep you and others safe, and we’ll always explain why.

Accessing or correcting your information

You have the right to access the personal information we hold about you and to request corrections if something isn’t accurate.
You can make a request at any time by contacting us at:

Email: [email protected]

Phone: (07) 878 5081

We’ll respond as soon as possible, usually within 10 working days.

Links to other websites

Our website includes links to external sites such as AreYouOK.org.nz or other community resources.
We’re not responsible for the privacy practices of those sites and encourage you to read their privacy statements.

Changes to this policy

From time to time, we may update this policy to reflect new legal requirements or improvements in how we manage information.
The most recent version will always be available here on our website.

Contact us about privacy

If you have any questions, concerns, or complaints about how we handle your information, please get in touch.

Email: [email protected]
Phone: (07) 878 5081
Postal: P.O. Box 163, Te Kūiti

If you’re not satisfied with how we’ve handled a privacy concern, you have the right to contact the Office of the Privacy Commissioner at www.privacy.org.nz.

Women's Refuge Waitomo Waipā is an affiliated member of the Women’s Refuge National Collective, working alongside refuges across Aotearoa to support women and whānau experiencing family violence.