1. Who we are
This website is operated by Psychosocial Oncology New Zealand (PONZ).
Privacy contact: ponzorg@gmail.com
This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our website or interact with us.
2. What personal information we collect
We collect personal information you choose to provide, including:
Contact form: Name, phone number (optional), email address, subject, and message.
Membership applications: Name, email address, phone number (optional), current profession or field of study, organisation/employer (optional), university/institution (optional), and how you heard about PONZ (optional).
Membership applications are reviewed manually by the PONZ team before approval.
Donations: Name, email address, donation amount, and organisation name (optional). We do not collect or store your payment card details.
Website usage data (analytics): We use Google Analytics to collect information about how visitors use our website (for example, pages visited, time on site, device/browser type, approximate location at a city/region level). This is used to understand and improve the website.
3. What we don’t want you to send us
Please do not include medical details or health information in website messages or forms. If you need clinical support, contact your healthcare provider or local emergency services.
4. Why we collect your information
We use personal information to:
- respond to enquiries and provide support
- process and assess membership applications
- manage member communications (including operational updates and member administration). You may opt out of non-essential communications at any time by contacting us
- process and receipt donations
- maintain website security and improve site performance and content
5. Payments (Stripe)
Donations are processed by Stripe. Stripe handles payment processing and may collect payment information to complete your transaction. We do not store card numbers or security codes on our systems. Stripe’s handling of data is governed by Stripe’s own privacy policy.
6. How we store and protect your information
- Contact form submissions are delivered to us by email. This means your enquiry may be stored in email systems used by PONZ committee members and administrators.
- Membership application information is stored in our website’s content management system.
- We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Access is limited to people who need it to perform PONZ administration.
7. Who we share information with
We may share personal information with:
- PONZ committee members and administrators (for membership review and administration)
- service providers who help us operate the website and forms
- Stripe (to process donations)
- analytics providers such as Google Analytics
We do not sell personal information.
8. International disclosure
Some service providers (e.g., Google Analytics and Stripe) may store or process information outside New Zealand. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.
9. How long we keep information (retention)
Unless required or permitted by law, we retain information only as long as needed for the purposes above:
- Contact enquiries: 24 months
- Membership applications:
- Approved members: while membership is active, then 7 years after the last interaction
- Unsuccessful/withdrawn applications: 12 months
- Donation records: 7 years (for accounting and audit purposes), including transaction confirmations and donor contact details required for receipting.
- Analytics data: retained according to our Google Analytics settings
10. Your rights
You have the right to request access to the personal information we hold about you and request corrections. In some circumstances you can also request deletion.
To request access or correction, email ponzorg@gmail.com
11. Cookies
Google Analytics uses cookies to collect usage information. You can manage cookies through your browser settings. If you disable cookies, some parts of the site may not function as intended.
12. Changes to this policy
We may update this Privacy Policy from time to time. The updated version will be published on this page with a new “Last updated” date.
