Operational privacy statement
Scope
This privacy statement applies to all personal information collected by us during the course of our work in registering and regulating community housing providers (CHPs). You can read our website privacy statement here
Purpose
Its purpose is to let CHP applicants, registered CHPs, tenants, and other stakeholders know when we may collect information and what we might do with it. It explains the type of information we collect, and who we might share it with, as well as our processes for collecting, storing and disposing of information.
We do not use, share or disclose personal information collected or received through our regulatory role, through our website or the Business Connect platform, except as set out below.
Collection of personal information
The personal information we collect is provided directly by individuals, organisations, or an authorised representative. When an organisation applies to become a registered CHP, they are required to provide information to demonstrate they meet the eligibility criteria and have the capacity to meet the performance standards.
Once registered, each CHP is required to submit an annual monitoring report and supply supporting information to satisfy the criteria for ongoing registration. You can find more information about what we collect by reading the performance standards and guidelines and the Annual Monitoring & Reporting Framework. Although this is not an exhaustive list, it notes many of the organisational documents we request.
Performance standards and guidelines
Annual Monitoring and Reporting Framework [PDF, 211 KB]
In order to ensure that we are not collecting personal tenant information unintentionally, community housing providers are required to check all information they provide to us do not contain any names of or details that would identify tenants and redact any information before submitting it to us.
Complaints information
When making a complaint about a registered CHP, you may provide personal information in writing or verbally. This might include your name, contact details and personal information about your tenancy or circumstances of your complaint.
Storage of complaint information
If you provide personal information when making a compliant, it will be held securely by Community Housing Regulatory Authority (CHRA). We will store and keep your personal information secure in accordance with the Privacy Act 2020.
Use of personal complaint information
CHRA will only use any personal information provided by yourself for the purposes of considering a complaint about a registered CHP. It will only be accessed by CHRA staff dealing with the complaint, except where there is consent to share this information with another team within Te Tūāpapa Kura Kāinga – the Ministry of Housing and Urban Development (the Ministry), such as the team that manage the income related rent contracts who may also have a role in managing complaints about contracted social housing providers.
Sharing of personal complaint information
We will only share any personal information provided with the CHP if you have given consent. Please note that where we do not have permission to share this information, we may be limited in our ability to investigate the complaint further.
Retention of personal complaint information
CHRA will only retain personal information as long as it is required for the purposes for which the information has been collected. Where any information provided (which may include personal information) to or through this site constitute public records, it will be retained to the extent required by the Public Records Act 2005.
Official Information Act and the Privacy Act
We are subject to the Official Information Act 1982 and the Privacy Act 2020. If we receive a request for personal or official information we hold, we will consult with any affected parties as appropriate. We will determine what information should be released and withheld in accordance with the Privacy Act 2020 and the Official Information Act 1982. This legislation provides protection against the release of personal information about a private citizen such as that provided with a tenant complaint.
Electronic and paper records
In general, we will keep our records electronically unless there are sound reasons to do otherwise. Electronic records will be kept secure in the Ministry’s document management system, and will only be able to be accessed by designated CHRA staff.
Hard copy information will be kept secure in a locked facility. Again, only designated CHRA staff will be able to access these documents.
Collection of statistical information
From time to time, we will collect statistical information, such as on the number and types of complaints received and their outcome. These will not identify individuals or specific CHPs.
Right of access and correction
You have the right to:
- find out from us whether we hold personal information about you
- access that information; and, if applicable
- request corrections to that information
If CHRA has a good reason for refusing a request for correction, you are entitled to request that a statement be attached to the information of the correction that was sought but not made.
If you are submitting information through the Annual Regulatory Report form on the Business Connects website, before you submit your report, you can access and correct that information. Once it has been submitted, you will need to contact us to request any corrections you might require.
If you want to check personal information that we hold, please write to:
Privacy Officer – CHRA
Te Tūāpapa Kura Kāinga – Ministry of Housing and Urban Development
PO Box 82
Wellington 6140
You can also email chra@hud.govt.nz
If a member of the public or individual from a CHP believes that we have breached their privacy, that person will be entitled to complain to the Privacy Officer. Any such complaint will be investigated in terms of our obligations and commitments under this policy.
For more information on the privacy laws in New Zealand and contact details for the Office of the Privacy Commissioner, please visit the Privacy Commissioner’s website