Customer privacy is important to the Porirua City Council. This privacy statement covers our collection, use, and disclosure of your personal information. It has been prepared in accordance with our obligations and your rights, as set out in the Privacy Act 2020.
At times we may amend the statement in response to developments in our services or privacy best practice.
The personal information we collect may include your name, date of birth, address, email address, telephone numbers, and gender. It may also include information on your use of our services or facilities and any other information provided by you through your communications with us.
We may collect personal information about you when you or someone acting on your behalf provides information to us directly. For example, when you:
We may keep a record of any information you acquire from us and we may monitor and record phone calls for quality control or staff training purposes. If a call is to be monitored and recorded, you will be informed at the time of the call.
We may collect personal information about you from other organisations, entities or persons, such as:
Closed Circuit Television (CCTV), capturing both sound and footage, is used in particular areas to monitor passenger and traffic movements, secure facilities such as libraries and recreation centres, and monitor public places in order to help reduce crime and anti-social behaviour, and to promote community safety.
Signage indicates where CCTV equipment is operating. CCTV footage will only be viewed by authorised people in accordance with the purpose noted above, or when checking that the system is operational. No attempt will be made to identify individuals from CCTV footage except in cases of reported or suspected incidents requiring investigation.
Cameras are worn by our parking wardens and animal control officers as a deterrent to anti-social behaviour towards them and to provide a clear record of events if an altercation occurs. The officer will only start recording if an interaction escalates and will notify those present when this occurs.
In the interests of making our decision-making process transparent and accessible, most public Council meetings are broadcast live online and then made available on our website. You will know which meetings are being filmed as there will be a sign clearly stating this before you enter into the meeting room. Most of the filming will cover elected members as they speak and debate at the meeting, however, the filming may also include shots of the public in the background and of anyone speaking at a meeting.
In some instances, your personal information may be transferred, and held, by service providers in New Zealand and overseas (for example, where it is stored using a cloud-based service).
When you respond to an online form on our site, we hold any information you have entered into these forms. This information is used to respond to issues you raise, correct information we hold, provide a service to you, or to inform decision making and is shared with Porirua City Council officers and any third-parties needed to provide a service to you.
All submissions (including name, but not contact details) may be provided in their entirety to elected members and made available to the public at our office and on our website. Personal information (including contact details) will also be used for the administration of the consultation process including organising an oral submission and informing you of the outcome of the consultation.
The personal information we collect from you, or someone acting on your behalf, may be used for any of the following purposes:
Keeping your information secure and accurate
We take reasonable steps to make sure personal information is:
We may disclose personal information about you to:
If you do not provide us with all of the personal information about you that we request from you, we may not be able to adequately respond to your correspondence, process any applications you have submitted, provide the services or facilities you have requested, process payments, or otherwise deal with any requests or enquiries you have submitted.
We may retain all personal information we collect (on both our active systems and our archive systems) for as long as administratively necessary, in accordance with the Council’s information retention and disposal schedule.
The Public Records Act 2005 requires us to retain “protected records” indefinitely. In some circumstances, your personal information may be included within a protected record, including submissions you make in relation to bylaws, annual plans, and district or regional planning instruments.
Your right to access and correct any personal information we hold about you are outlined in the Privacy Act. You may request confirmation of whether or not we hold any personal information about you, and you may request access to your personal information that we hold by emailing us at Privacy.email@example.com or via the Privacy Commissioner’s 'About Me' tool. Once we have verified your identity, we will provide you with confirmation and access, unless one of the grounds for refusal set out in the Privacy Act applies.
You may request that the personal information we hold about you be corrected. If we agree, we will do so and we will also provide you with an amended record, if requested.
If you have any queries or concerns about this Privacy Statement or personal data Porirua City Council has collected, we are happy to respond or investigate. Please contact the Porirua City Council Privacy Officer by email Privacy.firstname.lastname@example.org or by post at PO Box 50218, Porirua 5240, New Zealand.
For more detailed information about our obligations and your rights under the Privacy Act, you can refer to the Privacy Commissioner's website or call the Privacy Commissioner’s enquiry line: 0800 803 909.
This work is based on/includes WCC data, which is licensed by Wellington City Council for re-use under the Creative Commons Attribution 4.0 International licence.
The Privacy Act 2020 sets out 13 information privacy principles (IPPs) dealing with the collection, holding, use and disclosure of personal information, and the assigning of unique identifiers. The principles also give you a right to access information about yourself and to ask for it to be corrected.
For an overview of the privacy principles, see the Privacy Commissioner's website A quick tour of the privacy principles here.
The Act applies to the Porirua City Council in its role as an agency. In compliance with The Act, the Porirua City Council holds certain information about ratepayers and residents of Porirua City. This information is required for lawful purposes used in the functioning of the Porirua City Council. This information is sourced in accordance with Principle 2 of The Act.
For more detailed information please refer to the Privacy Commissioner's website.
If you wish to view any personal information held by the Porirua City Council, please phone (04) 237 5089 or email email@example.com.