Privacy Policy
Purpose of this Privacy Policy
Filipino Grapevine Charitable Trust ("we," "our," “the Trust”) is committed to protecting the privacy, dignity, and safety of every individual we serve, as a community organization rooted in faith, integrity, love, interconnectivity, passion, inclusion, nurturing, optimism, and bayanihan. We handle personal information with care, transparency, and respect. This policy explains how we collect, use, store, and protect personal information in accordance with the Privacy Act 2020 and the Information Privacy Principles (IPPs).
By engaging with our programs, events, website, or services, you agree to the practices described in this policy.
What Personal Information We Collect
We collect personal information only when necessary for our charitable activities. This may include:
● Identity information: name, age, date of birth, gender
● Contact information: email, phone number, address
● Emergency contact details
● School or organization details (for youth programs)
● Photos, videos, and event recordings
● Registration and attendance information
● Volunteer information: background checks, references, availability
● Feedback, surveys, and evaluation forms
● Website or social media interactions
● Any information required for safety, safeguarding, or program delivery
● For children and youth under 18, we collect information with the consent of a parent orguardian unless an exemption applies
How We Collect Information
We collect information through:
● Online forms (Google Forms, website forms, event registrations)
● Email, phone, or social media communication
● In-person events, workshops, and programs
● Volunteer onboarding processes
● Photos and videos taken during events
● Third-party platforms used for program delivery or communication
Why We Collect Personal Information
We collect personal information to:
● Deliver youth and community programs
● Ensure the safety and well-being of participants
● Communicate event details, updates, and opportunities
● Manage volunteers and staff
● Report to funders, partners, and stakeholders
● Improve our services through feedback and evaluation
● Maintain accurate records for governance and compliance
● Promote community events (with consent for photos/videos)
We do not sell or trade personal information.
Use and Disclosure of Personal Information
We may share information only when necessary and only with:
● Schools, community partners, or venues involved in program delivery
● Funders (in aggregated or anonymized form unless consent is given)
● Volunteers or staff who require information to perform their roles
● Service providers (e.g., email platforms, cloud storage)
● Emergency services if safety requires it
● Government agencies, when legally required
We will always seek consent before publishing identifiable photos, videos, or stories.
Storage and Security
We take reasonable steps to protect personal information from:
● Loss
● Unauthorised access
● Misuse
● Modification
● Disclosure
Information may be stored in:
● Secure cloud platforms (e.g., Google Workspace, Microsoft 365)
● Password-protected devices
● Encrypted digital storage
● Locked physical storage (if applicable)
● Access is restricted to authorized trustees, staff, and volunteers.
Retention and Disposal
We keep personal information only for as long as necessary for:
● Programme delivery
● Reporting and accountability
● Legal and audit requirements
After this period, information is securely deleted or destroyed.
Access and Correction Rights
Under the Privacy Act 2020, you have the right to:
● Programme delivery
● Request access to your personal information
● Ask for corrections if the information is inaccurate or incomplete
We will respond within 20 working days as required by law.
Requests can be made by contacting our Trustee (listed below)
Photos, Videos, and Media
Under the Privacy Act 2020, you have the right to:
● Reporting to funders
● Community updates
● Social media
● Promotional materials
● Programme documentation
We will
● Seek consent from adults
● Seek parent/guardian consent for minors
● Respect requests to remove or not publish images
● Avoid identifying minors by full name unless permission is explicitly given
Website, Cookies, and Digital Tools
Our website and online platforms may automatically collect:
● IP addresses
● Device information
● Browsing behaviour
● Cookies for analytics and performance
We use this information to improve user experience and website functionality.
Third-Party Services
We may use third-party tools such as:
● Google Forms
● Eventbrite/AllEvents/Ticketek
● Social media platforms
● Cloud storage providers
These services may store data outside New Zealand. We ensure they have appropriate privacy protections in place.
Privacy Officer
We have appointed a privacy officer responsible for the following:
● Responding to privacy requests
● Managing data protection practices
● Ensuring compliance with the Privacy Act 2020
Contact: Cherrylyn Panganiban Privacy Officer – Filipino Grapevine Charitable Trust
Email: filipinograpevine@gmail.com Phone: 0221066713
Complaints
If you believe your privacy has been breached, contact us immediately. If unresolved, you may
contact the Office of the Privacy Commissioner:
Website: privacy.org.nz Phone: 0800 803 909
Updates to This Policy
We may update this Privacy Policy from time to time. Any changes will be published on our website with the updated effective date