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Privacy Statement

This Privacy Statement sets out how Te Whare Tohu Tapuhi o Aotearoa |The College of Nurses Aotearoa (College) collects, uses, stores, and protects personal information, including information about its members.

Who the College is

The College is a professional body supporting nurses. The College is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 2020 (Act) and the Health Information Privacy Code 2020 (Code).

Personal information the College collects

The College collects personal information from you, including the following:

  • Name, or other names you are known by;

  • contact details (such as email, phone and residential address);

  • billing and purchase information;

  • professional qualifications and scope of practice;

  • ethnicity and/or Iwi affiliation (where you agree to provide it);

  • employer details; and

  • professional areas of interest.

Why the College collects your personal information

The College collects your personal information to:

 

  • manage your membership with the College;

  • provide professional indemnity support and advice;

  • process payments and meet accounting and banking requirements; and

  • communicate with you about membership updates, events, and services.

Who the College shares your information with

The College may share your information with:

 

  • trusted service providers, including IT and banking systems, to manage its membership data and accounting functions;

  • the College’s insurer or legal advisers, where necessary, to support you if you seek advice or assistance in relation to a complaint.

Client Information

In some limited circumstances, the College may collect client information from members for the purpose of the provision of professional indemnity or legal advice. Members are expected to comply with their obligations under the Act and the Code, including taking reasonable steps to:

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  • only share with the College information that is necessary for the purpose of seeking professional indemnity or legal advice;

  • provide de-identified information to the College wherever practicable;

  • ensure information is shared securely.

 

Where the College collects personal information about a client from a source other than the individual concerned, it will comply with Information Privacy Principle 3A (IPP3A), including taking reasonable steps to notify the individual of the collection where required, unless an exception applies. It is an exception to IPP3A if the member has advised its client that it would be sharing the individual’s personal and health information with the College.

 

The College may share client information with its insurer or legal advisers where necessary to seek advice, support, or indemnity. Identifiable information will only be used or disclosed where this is necessary and permitted by law, including in relation to complaints, investigations, or legal proceedings.

Providing personal information is optional

Providing your personal information is optional. However, if you choose not to provide required information (such as APC details and contact information), the College may not be able to process or accept your membership application.

How we store and protect your information

Your information is stored securely in digital systems. The College takes reasonable steps to protect it from loss, unauthorised access, or misuse.

How long the College keeps your information

The College keeps your personal information only for as long as necessary:

 

  • Financial records are retained for 7 years to meet audit and taxation obligations as an Incorporated Society;

  • Membership and general records are retained for up to 7 years after your membership ends; and

  • Personal and health information of a client of a member that has been provided to the College for the purpose of professional indemnity or legal advice is retained for a minimum of 10 years.

 

After this time, your/your client’s information will be securely destroyed or permanently de-identified.

Your rights

You have the right to:

 

  • request access to the personal information the College holds about you

  • request correction of your personal information if you believe it is incorrect

 

To make a request, please contact the College using the details below.

 

If you have a concern or complaint about how the College has handled your personal information, please contact the College in the first instance so it can try to resolve the issue.

 

If you are not satisfied with the College’s response, you may make a complaint to the Office of the Privacy Commissioner at www.privacy.org.nz

Contact us

If you would like to access or correct your information, or have any questions about privacy, please contact:

 

Email: member@nurse.org.nz
Phone: 06 358 6000

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