Privacy Policy

SENZ Charitable Trust, trading as SENZ Training & Employment Centre (“SENZ”, “we”, “us”, “our”), is committed to protecting your privacy and handling your personal information responsibly. We comply with the New Zealand Privacy Act 2020 and collect personal information only where it is necessary to deliver our services effectively and safely.

This policy explains how we collect, use, share, and protect your information across all SENZ programmes and locations.

1. Information We Collect

We may collect personal information when you:

• access SENZ services
• enrol in a SENZ programme
• complete online or paper forms
• meet with SENZ staff
• attend workshops, courses, or sessions
• provide feedback, concerns, or complaints
• communicate with us in any form
• visit our website
  

Information we may collect includes:

• your name and contact details
• date of birth and demographic information
• employment, training, or education history
• information about your goals and support needs
• notes from appointments or conversations
• whānau, emergency, or support person details
• survey responses, feedback, or complaints
• documents you provide or upload
  

Some services may also require:

• referral information from partner agencies
• eligibility details for government-funded programmes
• progress and outcome information related to employment, training, or family wellbeing
  

We only collect information necessary for the services we provide and to meet our contractual responsibilities.

2. How We Use Your Information

We use your information to:

• deliver SENZ programmes and services
• understand your needs and support you appropriately
• communicate with you about appointments, opportunities, or updates
• maintain accurate case notes and service records
• meet reporting requirements for government funders
• evaluate and improve SENZ services
• respond to feedback, concerns, or complaints
• ensure the safety and wellbeing of clients and staff
• monitor programme quality and effectiveness
  

We do not use your information for unrelated purposes unless required or permitted by law.

3. Recording of Sessions

To support accurate record-keeping and service quality, SENZ may use secure AI transcription tools (such as Otter.ai) to record client sessions or meetings.

• Recordings are used only to create accurate written notes, support reporting requirements, and ensure continuity of support.
• SENZ will always seek your clear consent before recording any conversation. You may decline or withdraw consent at any time.
• Audio recordings are discarded once a written summary or case notes have been completed and securely saved.
• Only authorised SENZ staff may access transcripts or written notes created from these recordings.
  

4. Sharing Your Information

We may share your information with:

• government funders, including the Ministry for Pacific Peoples (MPP), the Ministry of Social Development (MSD), and the Ministry of Education (MOE), as part of our contractual reporting requirements
• training providers, employers, and partner organisations (with your consent)
• authorised SENZ staff who require the information to support you
• agencies where required by law, including situations involving risk of harm, legal obligations, or court orders
  

We never sell personal information and we do not share personal information for marketing purposes.

5. Storing and Protecting Your Information

We store information securely using:

• trusted digital systems
• password-protected and encrypted files
• restricted staff access
• secure archiving and disposal processes
  

We take reasonable steps to:

• protect information from loss, misuse, or unauthorised access
• keep information accurate and up to date
• securely destroy or archive information when it is no longer required
  

6. Your Rights

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

• access personal information we hold about you
• request corrections to your information
• ask how your information has been used or shared
• withhold information (noting this may affect eligibility for some services)
• withdraw consent for sharing information where applicable
  

To exercise these rights, contact us at info@senz.org.nz.

7. Website Information and Analytics

When you visit the SENZ website, we may collect:

• browser and device information
• standard traffic and usage data
• anonymised analytics
  

This information helps us understand how our website is used and how we can improve it.

We do not use cookies or analytics tools to personally identify individuals.

8. Feedback and Privacy Complaints

If you have concerns about how SENZ has handled your information, please contact us at:

info@senz.org.nz

If we cannot resolve your concern, you may contact the Office of the Privacy Commissioner:

www.privacy.org.nz

9. Updates to This Policy

We may update this Privacy Policy occasionally to reflect changes in our services, systems, or legal obligations. The most recent version will always be available on our website.