Whakanui is committed to ensuring that all relevant personal data that it holds regarding its customers (i.e. individuals) is processed and protected in accordance with Data Protection legislation and shall take all reasonable steps to do so in accordance with this Policy.
Data Protection covers manual records, including paper, microfilm, and other media as well as those processed by information technology of any kind.
To achieve this, Whakanui shall comply with the Data Protection Principles contained in the Data Protection Act 1998 and any amendments thereto.
1.1 The Principles
Whakanui shall as far as is reasonably practicable ensure that all data is:-
- Processed fairly and lawfully
- Obtained for specified purposes and only processed in accordance with those purposes
- Adequate, relevant and not excessive
- Accurate and up-to-date
- Not kept for longer than necessary
- Processed in accordance with the data subject’s rights
- Kept secure
- Not transferred to other countries without adequate protection
1.2 Processing of Personal Data
Any information which falls under the definition of personal data will be kept and remain confidential and will only be disclosed within Whakanui to the extent necessary for the proper processing of that data for the purpose for which it was acquired.
It may be necessary to disclose personal data to third parties acting as legal, financial or other professional advisors or agents acting on Whakanui’s behalf in order to process that data. Personal data will not otherwise be disclosed to third parties without the consent of the customer.
1.3 Rights of Access to Information
Customers have a right of access to information held about them by Whakanui. Any customer wishing to access their personal data should make a request in writing by using our contact form.
Whakanui will endeavor to respond to any such written requests as soon as is reasonably practicable and, in any event, within 40 days for access to records and within 21 days provide a reply to an “access to information” request.
Please note; if the information requested would disclose personal information relating to another 3rd party it may not be possible to allow access to this information.
Certain data is exempted from the provisions of the Data Protection Act. These include the following:
- The prevention or detection of crime
- Where the processing is necessary to exercise a right or obligation conferred or imposed by law
- Employment and other references given by Whakanui
Whakanui will endeavour to ensure that all personal data held in relation to customers is accurate. Customers must notify Whakanui of any changes to information held about them, and have the right to request that inaccurate information about them be erased.
1.6 Information Security
No personal data can be disclosed without authorization from the customer.
All Whakanui computers and USB storage devices will be password-protected.
All information kept in paper form will be kept in files in secure cabinets and should be shredded when no longer required.
Back-up copies of information stored on computers will be made regularly and will be kept in a secure place.
Personal data will only be kept as long as is necessary, and all data will be safely and securely destroyed as soon as it is no longer needed.