Privacy policy

Dwell has adopted this privacy policy to ensure that it handles personal information in accordance with the Privacy Act 1993. This policy governs Dwell’s collection, use and disclosure of personal information as defined in the Privacy Act.

Personal information Dwell collects

Dwell collects, holds and uses personal information in the following areas:

  • customers

  • business relations

  • employment

Customer information is usually collected via application forms, tenant surveys, face to face interactions, phone calls and customer queries. The information may include:

  • name, sex or gender, date of birth, address, contact number(s) and email address

  • personal information that is essential to determine eligibility and allocation of services and homes

  • the details of people who live in a household

  • information about preferences for services offered

  • a record of applications made

  • a record of any queries made

  • record of rent and bank account details

  • information provided in communications with Dwell

Collecting information

Dwell may collect information when a person, or somebody acting on a person’s behalf:

  • applies for housing with Dwell

  • applies for employment with Dwell

  • corresponds with Dwell

  • follows or posts comments on the Dwell Facebook or other social media pages

Dwell may also collect personal information from other organisations or people such as the Ministry of Social Development, Ministry of Housing and Urban Development and support agencies. With express authorisation, Dwell may also collect information from the New Zealand Police, credit reporting agencies and former landlords.

Purposes for collecting the information

Dwell collects this information for the following purposes. To:

  • contact people directly about Dwell

  • assess eligibility for housing

  • undertake work on Dwell homes

  • confirm identity

  • comply with relevant laws and legislation

  • provide services

  • follow up or pursue any queries

  • obtain customer feedback

  • process payments received, or made by Dwell

  • provide information about Dwell’s events, services and facilities, or events, services or facilities Dwell considers may be of interest

  • carry out activities connected with the running of Dwell business or operations such as training, or testing and maintenance of computer and other systems

  • for general administrative and business purposes

How personal information is managed

Dwell is dedicated to keeping personal information secure. This includes physical security, computer security, communications security and personnel security.

All applications and completed forms become the property of Dwell.

A person may request to view and/or update or correct any personal information held by putting the request in writing to the Dwell chief executive, as detailed in the “Access and correction of details section” below.

Dwell retains personal information for as long as administratively necessary and will keep rent and bond records for at least seven years, and tenancy agreement for at least 12 months after the end of a tenancy.

Disclosure

Dwell outsources some business functions to other organisations. For this purpose, personal information may, with permission and as required, be transferred to or handled by:

  • organisations that provide services, such as trades people who carry out repairs and maintenance work

  • social service agencies

  • government or statutory authorities

  • any other person or agency Dwell has authorisation to disclose personal information to

Dwell may disclose information without permission to a third party if required to under law or regulation, or in the course of legal proceedings or investigations.

Dwell will ensure that any third parties with whom it shares information are aware they are required to notify Dwell in the case of any breaches involving Dwell information.

Breach of Privacy

If it comes to Dwell’s attention that there has been a breach of Privacy, Dwell must advise all affected parties of the breach and report the breach to the Privacy Commissioner.

Family Violence Act 2018

The Family Violence Act lists those agencies and social services practitioners, including registered Community Housing Providers (CHPs) to whom the information sharing provisions apply. Dwell is a CHP.

Dwell must consider sharing information if:

  • it receives a request for information from another agency or social services practitioner to whom the Family Violence Act applies; or

  • it believes that sharing the information with another agency or person to whom the Family Violence Act applies may protect a victim from family violence.

The information can only be shared, whether in response to a request or spontaneously, for three purposes:

  • to help ensure that a victim will be protected from family violence

  • to make or contribute to, a family risk or needs assessment

  • to make, or contribute to, or carry out a decision or plan related to, arising from, or responding to family violence

It is not mandatory to share the information, but Dwell has a legal duty to consider sharing in the circumstances outlined above.

Most of the Principles of the Privacy Act 1993 still apply when information is shared under the Family Violence Act. That is, information that is shared must be relevant, consent should be obtained if safe and practicable, Dwell should do its best to ensure the information is accurate and it should record its decision on sharing the information.

Oranga Tamariki Act 1989

The Oranga Tamariki Act requires that every agency within the meaning of Section 21 Privacy Act 1993, which includes a Community Housing Provider, must on request supply to:

  • Chief Executive, Oranga Tamariki or

  • Care and Protection Co-ordinator or

  • Police Constable

Any information held by an agency that may relate to or affect the safety or well-being of a child or young person if the information is:

  • required to determine whether a child or young person is in need of care or protection or assistance under the relevant legislation

  • required of the purposes of any proceedings under the relevant legislation

It should be noted that an agency may refuse to disclose any information that may be withheld on the grounds of a legal professional privilege.

Information obtained from an agency for the reasons mentioned must not be used for the purpose of investigating any offence and is not admissible in any proceedings other than proceedings under the relevant legislation.

Access and correction of details

The right of access to and correction of any personal information Dwell holds are subject to the procedures set out in the Privacy Act. Access to personal information Dwell holds can be given by contacting the Dwell’s privacy officer (the Chief Executive) in writing or by email at the address below. Once Dwell has verified the identity of the requester, access will be provided unless one of the grounds for refusal to do so under the Privacy Act applies.

If the information held is inaccurate, incomplete or not up to date, the requester may ask Dwell to correct the information.

If Dwell agrees that the personal information is to be corrected, the requester will be provided with an amended record of the information if requested. If Dwell does not accept that the information is incorrect, a note may be attached to the file recording the requested amendment and the decision not to alter. The requester will be sent a copy of this note and a statement of the reasons why Dwell does not agree with the requested alteration.

Contact Dwell's privacy officer

If you are concerned about a possible interference with your privacy, please contact:

Chief Executive
49 Coutts Street
Kilbirnie
Wellington 6022
04 384 4854

info@dwell.org.nz