Big Buddy Privacy Policy

Big Buddy Mentoring Trust (“Big Buddy”, “we”, “our”, “us”) respects your privacy and is committed to protecting your personal information. This policy explains how we collect, use, store, and protect your information in line with the New Zealand Privacy Act 2020.

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1. What personal information we collect

The type of information we collect depends on how you engage with us. This may include:

• Contact details – name, address, phone number, email.

• Demographic details – date of birth, gender, occupation.

• Application and volunteer information – background checks, references, CVs, interviews.

• Financial information – donations, payment details (processed securely via third-party providers).

• Children’s information – details provided with parental or guardian consent for participation in our programmes.

• Technical information – cookies, IP address, browser type, and usage statistics (via Google Analytics).

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2. Why we collect your information

We collect personal information only where it is necessary for our work, including to:

• Process donations and provide tax receipts.

• Manage applications for mentors (Big Buddies) and mentees (Little Buddies).

• Deliver our mentoring programmes and provide support.

• Communicate with you about events, campaigns, and opportunities to support Big Buddy.

• Meet our legal, audit, and reporting obligations.

We will always tell you why we are collecting your information, and whether it is required or optional.

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3. How we collect your information

• Directly from you (through online forms, applications, donations, or communication with us).

• From third parties, where you have given consent (e.g. referees, background checks).

• Automatically through our website (cookies, analytics).

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4. Use and disclosure of your information

We use your personal information only for the purposes described above.
We may share information with:

• Service providers (such as IT, database hosting, cloud storage, payment processors).

• Government agencies or authorities, where required by law.

• Funders or partners, in anonymised or aggregated form only (not identifying you personally).

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5. Overseas disclosures

Some of our service providers store data on servers located outside New Zealand. Where this happens, we take reasonable steps to ensure your information is protected in a way that is comparable to New Zealand law (for example, through contractual agreements or international privacy safeguards).

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6. Retention of information

We keep personal information only as long as it is needed for the purposes described in this policy or as required by law. For example:

• Donor records – 7 years (for tax and audit purposes).

• Mentor and mentee records – retained for the duration of your involvement with Big Buddy, then securely destroyed after 10 years.

• General enquiries – deleted once no longer needed.

When personal information is no longer required, we securely delete or anonymise it.

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7. Children’s information

Because Big Buddy works with young people under 18, we take extra care to protect their privacy.

• We collect information about children only with the knowledge and consent of their parent or guardian.

• Children’s personal information is used only for the purpose of running our programmes.

• We do not use children’s information for marketing or fundraising.

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8. Cookies and analytics

Our website uses cookies and Google Analytics to understand how visitors use our site.

• Cookies are small files stored on your device. They help us improve functionality and user experience.

• You can disable cookies through your browser settings, but this may affect website performance.

• Data from Google Analytics is aggregated and does not personally identify you.

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9. Security of your information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Security measures include:

• Encrypted storage and secure servers.

• Restricted access to personal information.

• Regular review of our systems and policies.

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10. Your rights

Under the Privacy Act 2020, you have the right to:

• *Access the personal information we hold about you.

• Request correction of your information if it is inaccurate or incomplete.

• Request deletion of your information, unless we are required to keep it by law.

We will respond to such requests within 20 working days, as required by law.

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11. Privacy breaches

If a notifiable privacy breach occurs (where there is a risk of serious harm), we will:

• Inform the Office of the Privacy Commissioner as soon as practicable.

• Notify affected individuals, explaining what happened and how they can protect themselves.

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12. Unique identifiers

If Big Buddy assigns you a unique identifier (such as a volunteer ID number), we will not use it for any other purpose or allow it to be misused.

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13. Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website, with a clear “last updated” date. If the changes are significant, we will also notify you by email or other appropriate means.

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14. Questions or complaints

If you have questions or concerns about your privacy, please contact our Privacy Officer:

Privacy Officer
Big Buddy Mentoring Trust : Steve Sobota (Family) Christie Stuart (Donor)

Email: info@bigbuddy.org.nz

If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner: www.privacy.org.nz