Privacy Policy

Introduction

WIPCE (we, us, our) complies with the New Zealand Privacy Act 2020 (the Act) when dealing with personal information. Personal information is information about an identifiable individual (a natural person).

This policy sets out how we will collect, use, disclose and protect your personal information.

This policy does not limit or exclude any of your rights under the Act. If you wish to seek further information on the Act, see www.privacy.org.nz.

Changes to this policy

We may change this policy by uploading a revised policy onto the website. The change will apply from the date that we upload the revised policy.

This policy was last updated on 14th October 2024

Collection of your personal information

We collect personal information from you, when you provide that personal information to us, including via the WIPCE 2025 website (wipce2025.com) or through any contact with us (e.g. telephone call or email).

Information we collect on you includes:

• Name
• Contact information
• Country, state, town and city
• Your organisation or community group
• Tribal affiliation and nation
• Year of birth
• Interactions with us
• Billing or purchase information, including credit card or debit card information
• Dietary and accessibility needs

How we use your personal information

We collect your personal information in order to:

• verify your identity
• respond to communications from you, including a complaint
• contact you if you have submitted an expression of interest for participating in WIPCE 2025
• coordinate and plan WIPCE 2025 based on information provided in expressions of interest
• process orders and payment

Besides our staff, we may share this information with:

• Auckland University of Technology in order to perform event planning and event management, process orders and payments, and respond to communications.
• Mahi Tahi Media Limited and AV Softlabs in order to allow them to update and operate our website, and assist with support queries.
• Stripe, Inc. in order to allow them to process payments via forms on our website and detect and prevent fraud. Information on how shared information is used is available at https://stripe.com/nz/privacy.
• Some forms on our website are protected by Google Recaptcha and are subject to Google’s privacy policy available at https://policies.google.com/privacy?hl=en.

Your preferred name, full name and email address may be shared with other users on the website or when using the website to send invitations to individuals to join.

Providing some information is optional.

• If you choose not to provide a preferred name we'll address you by your first name or last name in communications with you.
• If you choose not to provide your country, state, gender identity, or tribal affiliation, we'll be unable to respond to communications in the context of that information.
• If you choose not to provide consent to receive marketing communications we will not send marketing communications to your given contact details.
• If you choose not to provide information on your dietary or accessibility needs, we may not be able to accommodate your accessibility or dietary needs
• If debit card or credit card information is not provided you will need to provide another payment method.

We will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse. Credit card and debit card information is stored on Stripe Inc. servers, while all other information provided on our website is stored in a secure database that is only accessible via a secure portal for staff that require access.

Accessing and correcting your personal information

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. Before you exercise this right, we will need evidence to confirm that you are the individual to whom the personal information relates.

In respect of a request for correction, if we think the correction is reasonable and we are reasonably able to change the personal information, we will make the correction. If we do not make the correction, we will take reasonable steps to note the personal information that you requested the correction of.

If you want to exercise either of the above rights, email us at privacy@wipce2025.com. Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information, or the correction, that you are requesting).

We may charge you our reasonable costs of providing to you copies of your personal information or correcting that information.

Internet use

While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk.

If you follow a link on our website to another website, the owner of that website will have its own privacy policy relating to your personal information. We suggest you review that website’s privacy policy before you provide personal information.

Contacting Us

If you’d like to ask for a copy of your information, or to have it corrected, or have any questions about this privacy policy or our privacy practices, please contact us at privacy@wipce2025.com.