Privacy agreement - street coordinator | Neighbourhood Support Manawatu

Privacy agreement for street & area coordinators

Including database access

As street or area coordinator ("coordinator") for Neighbourhood Support Manawatu, you are granted access to our database for the purposes of maintaining contact details for your neighbours. In the interests of protecting our members' privacy, all street coordinators must agree to this privacy agreement.

This privacy agreement (“agreement”) describes how you may use, store and disclose personally identifiable information (“personal information”), in your role of street coordinator for Neighbourhood Support Manawatu (“NSM”).

Neighbourhood Support Manawatu collects personal information in order to conduct our core activities, which include:

- Organising community initiatives and events, including coordinating volunteers
- Updating the community about our projects, events, and the work of related community organisations in the Manawatu
- Sharing educational material with the community about community safety, emergency preparedness

Information collected includes, but is not limited to, the following:

- Name
- Contact information
- Location / address
- Details about who lives in their household
- Details about their support needs
- Additional details on occasion, dependent on the activity
- Details about their organisation

All information is collected on a voluntary basis, and must not be disclosed to any other person or organisation, beyond what is stated in this agreement, without prior consent from the individual and authorisation from the general manager of Neigbourhood Support Manawatu.

Our members have the right to ask for a copy of any personal information we hold about them, to ask for it to be corrected, or to be removed from our database. If you receive any such request from any individual within your street contact group, please forward the request to connect@nsm.org.nz or write to us:

Neighbourhood Support Manawatu
C.O. Feilding Police
PO Box 341, Feilding 4702

Coordinator role & database accessibility

Information is collected according to contact types. All contacts within your contact group are recognised as Members: residents of Manawatu District who have signed up to be part of NSM’s core activities.

NSM’s data is accessible to certain individuals depending on role. The following information defines your role types as street coordinator, the information you can access, and under which circumstances.

Role: Street / Area coordinator

Access details: Access to members in your designated street group, who have consented to their details being shared with you as their street coordinator.
Bulk email rights for your designated street group.
Reporting and export rights for your designated street group.

Circumstances and/or restrictions: All street coordinators must undergo database training from a NSM staff member or volunteer, sign a privacy agreement, and sign the Neighbourhood Support NZ Code of Conduct.

Designation of street / area contact groups

Street groups are self-defined by you as the street / area coordinator, according to what you deem as your “neighbourhood”. In most cases, a street group will comprise a whole street, a segment of a street (if it is longer than 20-30 house), and the neighbouring houses at the end of the street. An area may comprise of a number of streets, usually in a rural area.

It is important, when recruiting members for your contact group, that you disclose the intended boundaries of your street / area group. Members can also request the list of addresses in the contact group from you at any time, or by emailing connect@nsm.org.nz

Database features & permissions

NSM’s database is hosted on https://www.infoodle.com. All information collected by NSM is subject to Infoodle’s privacy policy, sections 2,3 and 4, in addition to NSM’s privacy policy.

Read Infoodle's privacy policy

https://www.infoodle.com/privacy-policy

Read Neighbourhood Support Manawatu's privacy policy

NSM Privacy policy

Exporting your contact group’s information

Infoodle provides the capability to export data in reports.

You are permitted to export the information in your contact group for the purpose of circulating a printed or digital copy of the list to those in the contact group.

You are NOT permitted to circulate the information to anyone in your street or area who is NOT in the contact group.

Downloaded reports may be stored in any of the following ways:

- Saved to your computer hard drive
- Saved to Google Drive

Downloaded reports must be deleted and replaced with a new report whenever someone leaves or opts-out of the street group, to ensure only up-to-date data is shared at any given time.

Using the bulk email function

As a street / area coordinator you are permitted to make use of the bulk email function, within Infoodle, for the purposes of contacting your street group for topics that contribute to Neighbourhood Support’s mission of safe, connected and resilient communities. These might include:

- Sharing crime-related information relevant to your street
- Sharing information about unusual behaviour observed in your street
- Encouraging neighbours to report any suspected crime through https://www.police.govt.nz/105support
- Organising a street meeting or social event
- Notifying the group of a new resident & member

You are NOT permitted to use the bulk email function for any non-Neighbourhood Support related topics, or any topics which encourage unrest or disruption in the community. This would include:

- Encouraging or endorsing vigilantism
- Spreading negative information related to crimes that have already been reported
- Threatening or menacing language

If you are unsure whether the topic you with to email about is appropriate, please email connect@nsm.org.nz

Circulating contact lists

A key responsibility of Coordinators is to circulate contact lists to all members of the group so that they can easily communicate with each other. Some members may not wish to have their details circulated, but still be part of the group. It is expected that Coordinator's respect any such preferences.

It is the responsibility of the Coordinator to keep track of who has copies of the list, and to provide an updated version when any details change within the group.

Privacy agreement breaches

Any actions that breach this privacy agreement in any way will result in either restriction of specific database functions, or removal of access to the database entirely, and may result in notification to your contact group of the breach.

Name *

First name

Last name

By checking the box below, you agree to comply with the permissions stated in this privacy agreement.

Do you agree? *