Manaaki Whaanau Kids Before & After School Care

 

​​ Manaaki Whaanau Before & After School Care respects the privacy and personal information of tamariki, whaanau, and staff. We are committed to managing information safely, transparently, and lawfully in compliance with the Privacy Act 2020, Children’s Act 2014, OSCAR Programme 

Standards, and Health Information Privacy Code 2020.

 

Scope

This policy applies to all: 

•  Children enrolled in our programmes and their families/whaanau

•  Staff, volunteers, students, and contractors of Manaaki Whaanau

• Personal information collected by the service for operational purposes

 

​​Principles

We collect only information necessary for the safe, effective delivery of our services.

• We use information responsibly and only for legitimate purposes.

• We store and protect information securely.

• We respect each individual’s right to access and correct their information.

• We act promptly to address any privacy concerns or breaches.

 

Information we collect

• We may collect personal information including, but not limited to:

• Child’s full name, date of birth, age, and school attended

• Parent/caregiver names, addresses, phone numbers, and email addresses

• Emergency contact details

• Medical information, allergies, medications, and health needs

• Attendance records and sign‑in/sign‑out information

• Enrolment forms and programme participation details

• Fee, payment, and invoicing information

• Information required for OSCAR subsidy applications (IRD and MSD‑related information)

• Any additional information required to ensure the safety and wellbeing of tamariki

​​

Purpose of collection

information is collected and used to: 

• Provide safe, appropriate, and responsive care for tamariki

• Meet health, safety, and supervision obligations

• Communicate effectively with parents and caregivers

• Manage enrolments, attendance, and fees

• Comply with legal, regulatory, and funding requirements (including OSCAR / MSD)

• Respond to emergencies or medical situations

• Support programme planning and service improvement

 

Storage, Security, and Retention

Manaaki Whaanau takes all reasonable steps to protect personal information by:

• Storing records securely (password‑protected electronic systems and/or locked physical files)

• Limiting access to authorised staff only.

• Ensuring information is protected from loss, misuse, unauthorised access, or disclosure

is retained in line with OSCAR and legal record‑keeping requirements and securely destroyed when no  longer required.

 

Confidentiality and Disclosure of Information

Manaaki Whaanau will never give, lease, sell, or otherwise disclose personal information supplied by 

any means to any third party without the consent of the parent or caregiver, unless:

• Required by law or regulatory authorities (including Ministry of Social Development for OSCAR  audits); or

• Necessary to protect the health, safety, or wellbeing of a child.

 

Manaaki Whaanau does not sell, rent, or trade personal information.

 

Storage and Security

• Paper records kept in locked filing cabinets.

• Digitalrecordsstoredonpassword‑protecteddevicesandsecurednetworks.

• Only authorised staff access personal information.

• Visitors and contractors cannot access records.

• Records are retained for required periods (typically seven years) then securely destroyed.

 

Access, Correction & Delegation Rights

Under the Privacy Act 2020, you have the right to:                                                                                                    - 

• Access any personal information held about you or your child by Manaaki Whaanau

• Request correction or deletion of any personal information that is inaccurate, incomplete, or no  longer required

 

Requests can be made by contacting the Centre Manager (Privacy Officer) directly. We may require  proof of identity before releasing records.

 

Electronic Communication and Photos

Photographs or videos of tamariki will only be taken or used with written parent or caregiver consent.
Images may be used for approved purposes such as displays, newsletters, or promotional material and will be handled respectfully, safely, and securely.

Children without photo consent will never be included in external publications or social media posts.

Photos and videos used for programme activities or promotions require parental consent at

• Any child without photo consent is excluded from public images or social media posts.

• No personal details are attached to images shared publicly.

• Emails and digital records are used responsibly for communication with whaanau and staff.

 

Privacy Breaches

• If you believe that your privacy, or the privacy of another person, has been breached and this breach has caused (or is likely to cause) serious harm:

• Contact the Centre Manager (Privacy Officer) as soon as possible and provide details of the incident.

• Manaaki Whaanau will investigate the matter promptly and take appropriate corrective actions.

•  Where required, the service will notify the Office of the Privacy Commissioner and any affected individuals in accordance with the Privacy Act 2020. 

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Staff Responsibilities

• All staff must maintain confidentiality and adhere to this policy.

• Information shared about families or children is strictly on a need‑to‑know basis.

• Staff receive privacy and confidentiality training as part of their induction and refresher programme.

 

Complaints and Concerns

Privacy concerns should first be directed to the Centre Manager (Privacy Officer).
If unresolved, concerns can be referred to the Office of the Privacy Commissioner or MSD (OSCAR )for investigation.

 

Policy Review

ThisPrivacyPolicyisreviewedeverythreeyearsorearlieriftherearechangestolegislationorthe OSCAR Standards.

 

Contact details
📧 Email: info@manaakiwhaanau.co.nz
📞 Phone: 022 429 1903