Privacy

Haumaru Housing Limited Partnership respects your privacy

‍Haumaru Housing is committed to protecting the privacy of our tenants, employees, contractors and the wider community organisations we work with. This policy explains how we collect, use, store, disclose and protect personal information, and what to do if you have concerns about your privacy. 

Purpose

We collect and use personal information so we can provide safe, supportive village communities and deliver services effectively. This includes information you provide to us directly, information provided by authorised representatives, and information required for tenancy, wellbeing or administrative purposes.

Who this policy applies to

This policy applies to all Haumaru Housing tenants, employees, Board members and contractors.

Legislation

Our privacy practices comply with the Privacy Act 2020 and the Harmful Digital Communications Act 2015.

Privacy Officer

Haumaru Housing’s Privacy Officer is the Chief Executive Officer. The Privacy Officer oversees privacy compliance, responds to privacy enquiries, manages privacy breaches and ensures appropriate procedures are in place.

What personal information we collect

We may collect information such as:

• Names, addresses, phone numbers and email contacts

• Date of birth, gender and emergency contact details

• Details of next of kin, Enduring Power of Attorney (EPOA) or authorised representatives

• Information required to assess tenancy applications, wellbeing needs or eligibility for services.

By providing their information to us, tenants consent to our collection, storage, use and disclosure of their personal information in accordance with this policy.

Providing personal information is optional, but some services may not be available to tenants if they choose not to provide it.

How we use and share personal information

Haumaru Housing will only collect tenant information necessary for our business activities. We use this information to:

• Confirm tenant identity (or authorised representative’s identity) before releasing any personally sensitive information

• Consider and process applications for social housing tenancy (either directly or via the Social Housing Register)

• Assess suitability for social housing tenancy, including ability to live independently with or without support

• Request access to ancillary services associated with tenant wellbeing

• Communicate about tenancy matters, services, events and offerings

• Carry out administrative tasks such as record keeping and processing payments

• Improve the services we offer.

We may disclose personal information when required or permitted by law, or when necessary to support a tenant’s wellbeing – for example, in a medical emergency.

We will not sell, trade, rent or provide personal information to others, unless there is a need to share in line with the Privacy Act 2020 requirements.

Some service providers may be located outside New Zealand, meaning your information may be processed overseas.

We will hold your personal information on our records for as long as administratively necessary to do so, or for as long as prescribed by statue, including the Public Records Act 2005.

Tenant privacy

All Haumaru Housing staff must treat tenant information with strict confidentiality and only disclose information with tenant approval or in line with internal procedures. This includes the use of any personal information with artificial intelligence tools.

We will only contact authorised persons (such as next of kin or EPOA) if we have the tenant’s express permission to do so. For any communication with EPOA, we will ensure all requirements around medical incapacity have been satisfied.

Accessing and correcting your information

You have the right to access and request correction of your personal information. We may require proof of identity before releasing information. If we cannot make a correction, we will note that a correction was requested.

Security of information

We have robust protocols to protect our data and keep personal information secure. This includes secure storage, password protection and safe disposal of documents.

If you provide personal information to us over the internet, the provision of that information is at your own risk. Links to external websites are subject to those sites’ privacy policies.

Privacy breaches

If a privacy breach occurs, we will follow the Privacy Act 2020 requirements. If the breach is likely to cause harm, we will notify the Office of the Privacy Commissioner and affected individuals.

Making a complaint

If you have concerns about your privacy or how your information has been handled, please contact us:

Email: privacy@haumaruhousing.co.nz
(include the heading “For the Attention of the Privacy Officer”)

Phone: 0800 430 101

Our target response time in managing these enquiries is two working days, and we endeavour to handle all complaints in a way that is fair and consistent.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner as follows:

Phone: 0800 803 909, email: enquiries@privacy.org.nz or visit their website: https://www.privacy.org.nz/your-rights/making-a-complaint/

Policy review

Reviewed: August 2026 

This policy will be reviewed every three years, or sooner if required by legislative changes.

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