Effective Date: 10 June 2025

The Aotearoa Circle is committed to protecting your privacy. This policy outlines how we collect, use, store and protect your personal information in accordance with the New Zealand Privacy Act 2020.

1. Who We Are

The Aotearoa Circle is a non-profit organisation based in Aotearoa New Zealand, focused on environmental and economic prosperity.

If you have any questions about this policy or how your information is handled, please contact us at:

info@theaotearoacircle.nz

C/O Public Trust, Private Bag 5902, Wellington 1140, New Zealand

2. What Information We Collect

We collect limited personal information, including your:

• Name
• Email address
• Position and organisation (if provided)

3. How We Collect Your Information

We collect personal information directly from you when you:

• Fill out forms on our website to contact us or subscribe to our newsletter
• Register for webinars or events
• Respond to invitations or surveys

‍4. Why We Collect Your Information

We collect your information for the following purposes:

• To send newsletters and organisational updates (if opted in)
• To manage event registrations and security (e.g. for high-security venues like Parliament)
• To maintain accurate contact records in our internal CRM system (Capsule CRM)
• To send event invitations (where appropriate)

We only collect the information necessary for these purposes, and we do not use it for any unrelated activity except where permitted by the Privacy Act.

5. How We Use and Share Information

Your personal information is used solely by The Aotearoa Circle for the same purposes listed above, in particular:

• Internal contact management (via Capsule CRM)
• Email communications (via Mailchimp), only where you have opted in
• Internal contact management (via Capsule CRM)

We do not share your personal information with any third parties.

6. How We Store and Protect Your Data

Your information is stored securely using trusted third-party services:

• Capsule CRM – for contact and stakeholder management
• Mailchimp – for newsletter and email communications

Access to these systems is limited to authorised staff and protected through user access controls. We regularly review access permissions to help ensure data security.

7. Your Rights

You have the right to:

• Request access to the personal information we hold about you
• Request
• Unsubscribe from newsletters and email communications at any time using the link at the bottom of our emails.

To exercise these rights, please contact us directly at info@theaotearoacircle.nz

8. Cookies and Website Analytics

Our website uses basic cookies for functionality and to help us understand how visitors interact with our site via tools such as Google Analytics. These cookies do not collect personal information and are not used for advertising purposes.

9. Changes to This Policy

We may update this privacy policy from time to time. The latest version will always be available on our website.

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