Ko Te Arawa te waka

Privacy & Data Protection Statement

Your data is taonga (precious). We are kaitiaki (guardians) of your personal information, committed to protecting it with the same care and respect we give to all taonga in our community.

Te Kahui Raraunga: Data Stewardship

Rangatiratanga — Ownership, Control, Access, Possession

Te Kahui Raraunga principles—Ownership, Control, Access, and Possession (OCAP)—guide how we handle your data. Your information belongs to you. You have the right to know what data we hold, how it is used, and to access or request deletion of it.

Ownership (Mana)

Your personal data is yours. We are custodians, not owners.

Control (Manaakitanga)

You control how your information is used. You decide what to share, with whom, and for what purpose.

Access (Pānui)

You can request access to your data at any time. We will provide it within a reasonable timeframe.

Possession (Tiaki)

We securely store and protect your data using encryption, secure authentication, and access controls—like a whare with strong locks.

Kaitiakitanga (Guardianship): We treat your data with the respect and care it deserves—as taonga. We are stewards, responsible to you and our community for its protection and ethical use.

Data Security

The Te Arawa Resilience Programme is built on Base44, a secure cloud platform designed for community-focused applications. Your data is protected by:

  • •Encryption: Data in transit and at rest is encrypted, so only authorized systems can access it.
  • •Authentication: Only you can access your account. You must log in securely to view or edit your data.
  • •Access Controls: Your data is isolated from other users and accessible only to those you explicitly authorize.
  • •Monitoring: Base44 continuously monitors for unauthorized access and security threats.
  • •Compliance: The platform meets international security standards and best practices.

What Data We Collect & Why

Profile Information

Your full name, email, phone, rohe, CDEM role, and marae affiliations—collected to personalize your experience and enable community coordination.

Emergency Plans

Marae emergency plans and whānau evacuation plans contain contact information, hazard assessments, and response procedures—collected to support preparedness and response.

Training Progress

Your completion status, scores, and reflections from CDEM wānanga—collected to track your learning and provide certificates of completion.

Community Content

Hub discussions, events, and marae directories—collected to enable collaboration and information sharing across Te Arawa.

Usage & Analytics

Anonymized usage data (which pages you visit, how long you stay) helps us improve the platform—never linked to your identity.

How We Use & Share Your Data

Your data is used exclusively to support your emergency preparedness and community participation—never for commercial purposes or third-party advertising.

Within the Platform

You control what is visible. Your profile information is private unless you explicitly consent to share contact details with marae representatives on your Profile page.

With Marae Representatives

Marae representatives need access to contact lists for emergency coordination only. If you opt in (tick "Share my contact details with marae representatives"), your information is visible only to representatives of the marae you've selected.

Admin & Staff Access

CDEM partners have limited admin access to view aggregated plan data (completion rates, rohe summaries) for monitoring and improvement—not individual household details.

Legal & Safety

We may disclose your data if required by law or to protect safety in a genuine emergency—but only to the extent necessary.

No Third-Party Sales

We never sell, rent, or share your data with commercial third parties for marketing or profit.

Your Rights

You have the following rights over your personal data:

  • •Right to Access: Request a copy of all personal data we hold about you.
  • •Right to Correction: Ask us to correct inaccurate or incomplete information.
  • •Right to Erasure: Request deletion of your data (we will retain only what is required by law).
  • •Right to Withdraw Consent: Change your sharing preferences at any time on your Profile page.
  • •Right to Complaint: If you have concerns, contact us—or contact the Privacy Commissioner of Aotearoa New Zealand.

How Long We Keep Your Data

We keep your data for as long as you have an active account or as long as it is needed to provide the service. You can request deletion at any time. Some data (e.g., audit logs for security) may be retained longer for legal compliance, but your personal details will be removed.

Questions or Concerns?

If you have questions about your data, want to exercise your rights, or have privacy concerns, contact us:

Emergency Management Bay of Plenty

Rotorua Lakes Council

We take your privacy seriously and will respond to all requests within 20 working days.

Last updated: May 2026