Privacy Policy

1. Information we collect

We collect information that you voluntarily provide, such as your name, contact details, and any messages you send us by email. We also collect limited technical information when you browse our website, including IP address, browser type, device identifiers, and pages viewed. We may use cookies or similar technologies to remember your preferences and measure how the website is used.

2. How we use your information

We use the information we collect to:

• Review non-sensitive questions or topic suggestions when capacity allows;
• Respond with a general resource or use de-identified themes to shape future public guidance;
• Deliver and improve our website resources;
• Send updates or resources you have asked to receive;
• Monitor website performance and troubleshoot technical issues; and
• Meet our legal and regulatory obligations.

3. Legal bases for processing

We rely on one or more of the following legal bases to process personal information:

• Your consent, where you have provided it;
• Our legitimate interests in running and developing our community initiatives;
• Performance of a contract with you; and
• Compliance with legal obligations that apply to us.

4. Sharing your information

We do not sell your personal information. We may share information with trusted service providers who help us deliver the Services (such as website hosting, email, or analytics providers). These providers are only permitted to use the information as instructed by us. We may also disclose information if required by law or to protect the rights, property, or safety of our community.

5. International transfers

Some of our service providers may be located outside New Zealand. Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place and that your information remains protected in line with this policy.

6. Data retention

We keep personal information only for as long as it is needed to fulfil the purposes described in this policy or as required by law. When it is no longer required, we will securely delete or anonymise the information.

7. Your rights

You have the right to request access to the personal information we hold about you, to ask for corrections, and to request deletion or restriction of your information in certain circumstances. You can also object to processing or withdraw consent where we rely on it. To exercise these rights, please contact us using the details below.

8. Cookies and analytics

We use cookies and similar technologies to enhance your browsing experience, tailor content, and understand how visitors interact with our website. You can adjust your browser settings to refuse cookies or to alert you when cookies are being sent. However, some website features may not function properly without cookies.

For topic pages and email links, analytics events use safe metadata such as source page, topic identifier, resource identifier, and CTA label. We do not send names, email addresses, message bodies, free-text questions, file contents, or sensitive records to analytics.

9. Manual email questions

The “Ask a question or suggest a topic” links open your email client. No message is submitted through the website, no backend form storage is added, and no automatic AI reply or AI processing is triggered when you click the link.

Please do not send credentials, private records, analytics exports, screenshots containing private information, or identifiable details about members, volunteers, students, customers, patients, donors, employees, health, financial, legal, disciplinary, or safeguarding matters.

10. Keeping information secure

We employ administrative, technical, and physical safeguards designed to protect personal information against loss, misuse, and unauthorised access. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security, but we strive to protect your information to the best of our ability.

11. Children's privacy

Our Services are intended for adults and young people involved in community initiatives. We do not knowingly collect personal information from children under 13 without appropriate consent. If you believe a child has provided us with information without consent, please contact us so we can remove it.

12. Changes to this policy

We may update this privacy policy from time to time. When we make material changes we will revise the “Last updated” date above. Your continued use of the Services after changes take effect indicates your acceptance of the updated policy.

13. Contact us

For questions or requests regarding this policy, please email hello@chestnutcommunities.com.