Privacy Policy

Last Updated: December 2024

1. Introduction

The New Zealand Insoluble Fuel Disposal Agency (NZIFDA) ("we", "our", or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

This policy complies with the New Zealand Privacy Act 2020 and other applicable data protection laws, including the General Data Protection Regulation (GDPR) for users in the European Union.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, postal address
• Business Information: Company name, business address, registration details
• Compliance Reports: Information provided when reporting non-compliance incidents
• Certification Applications: Details submitted during the certification process
• Communication Records: Correspondence, inquiries, and feedback

2.2 Automatically Collected Information

When you visit our website, we automatically collect certain information:

• Technical Data: IP address, browser type, device information, operating system
• Usage Data: Pages visited, time spent on pages, click patterns, referral sources
• Cookies and Tracking Technologies: See our Cookies Policy for detailed information

3. How We Use Your Information

We use the collected information for the following purposes:

• To process and respond to compliance reports and certification applications
• To maintain our records of operators and workshops carrying the NZIFDA Mark
• To communicate with you regarding your inquiries, reports, or applications
• To improve our website functionality and user experience
• To analyze website usage and trends
• To comply with legal obligations and regulatory requirements
• To protect our rights, property, and safety, and that of our users
• To send you updates about industry standards and regulatory changes (with your consent)

4. Legal Basis for Processing (GDPR)

For users in the European Union, we process your personal data based on:

• Consent: When you provide explicit consent for specific processing activities
• Legitimate Interests: To maintain industry standards and protect public safety
• Legal Obligations: To comply with applicable laws and regulations
• Public Interest: To ensure compliance with hazardous substances regulations

5. Disclosure of Information

We may disclose your information in the following circumstances:

• Regulatory Authorities: To the Environmental Protection Authority (EPA), WorkSafe New Zealand, or other relevant regulatory bodies when required by law
• Service Providers: To third-party service providers who assist in website operations, data analysis, or business functions (under strict confidentiality agreements)
• Legal Requirements: When required by law, court order, or governmental authority
• NZIFDA Mark Authorization: Information about operators and workshops authorized to display the NZIFDA Mark may be published (excluding personal contact details)
• Business Transfers: In connection with any merger, acquisition, or sale of assets

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption of data in transit using SSL/TLS protocols
• Secure storage systems with access controls
• Regular security assessments and updates
• Limited access to personal information on a need-to-know basis
• Staff training on data protection and privacy

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law:

• Compliance Reports: Retained for 7 years as required by regulatory obligations
• Certification Records: Retained for the duration of certification plus 7 years
• Website Analytics: Retained for 26 months (Google Analytics default)
• Marketing Communications: Until you opt-out or withdraw consent

8. Your Rights

Under the New Zealand Privacy Act 2020 and GDPR, you have the following rights:

8.1 Access Rights

You have the right to request access to the personal information we hold about you.

8.2 Correction Rights

You have the right to request correction of inaccurate or incomplete personal information.

8.3 Deletion Rights

You have the right to request deletion of your personal information, subject to legal retention requirements.

8.4 Objection Rights

You have the right to object to processing of your personal information based on legitimate interests.

8.5 Restriction Rights

You have the right to request restriction of processing in certain circumstances.

8.6 Data Portability

You have the right to receive your personal information in a structured, commonly used format (GDPR).

8.7 Withdraw Consent

You have the right to withdraw consent at any time where processing is based on consent.

8.8 Complaints

You have the right to lodge a complaint with:

• New Zealand: Office of the Privacy Commissioner - www.privacy.org.nz
• European Union: Your local data protection authority

9. International Data Transfers

Your information may be transferred to and processed in countries outside New Zealand, including countries that may not have the same data protection laws. When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions by the European Commission
• Other legally recognized transfer mechanisms

10. Children's Privacy

Our website and services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Third-Party Links

Our website may contain links to third-party websites, including the EPA website and other regulatory resources. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending email notifications for significant changes (where applicable)

Your continued use of our website after changes become effective constitutes acceptance of the updated policy.

13. Contact Us