Privacy Policy

TRUSTMARK FUNDRAISING LTD

PRIVACY POLICY

Version 1.0

Last Updated: 21/01/2026

Trustmark Fundraising Ltd (“Trustmark”, “we”, “us”) respects your privacy and is committed to protecting personal information in accordance with the Privacy Act 2020 (New Zealand).

This Privacy Policy explains what information we collect, why we collect it, how it is stored and used, and how you can access or correct your information.

By submitting information to Trustmark through our website or associated systems, you acknowledge and accept this Privacy Policy.

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1. Who We Are

Trustmark is an independent booking and conduct-regulation service for face-to-face fundraising activity at participating private sites in New Zealand.

We collect personal information only where necessary to operate our systems safely, fairly, and lawfully.

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2. What Information We Collect

We collect different types of information depending on how you interact with Trustmark.

2.1 Observer Onboarding and Participation

When you apply to become a Trustmark Observer, we may collect:

• Full name  

• Email address  

• Phone number  

• New Zealand postal address  

• Information about whether you work for, contract to, or have a financial interest in any charity or fundraising agency operating in New Zealand  

• Observation submissions and feedback associated with your Observer ID  

2.2 Booking Requests (Charities / Agencies / Organisations)

When a booking request is submitted, we may collect:

• Requested dates and times  

• Store or site identifier  

• Charity, cause, or campaign represented  

• Agency or organisation name (if applicable)  

• Email address

• Event type  

• Fundraiser incentive structure (if any)  

• On-site team leader name, contact number, and experience level  

• Operational history with Trustmark or specific sites  

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3. Why We Collect Information

Trustmark collects personal information solely for operational purposes necessary to provide our services, including:

• Verifying identity and eligibility  

• Identifying and managing conflicts of interest  

• Assigning observation requests geographically and operationally  

• Administering incentive draws and prize fulfilment  

• Maintaining system integrity and auditability  

• Managing site bookings and access control  

• Monitoring conduct patterns and regulatory compliance  

• Communicating with participants and agencies where required  

Trustmark does not use personal information for external marketing purposes.  

Trustmark does not sell personal information.  

Trustmark does not disclose personal information to third parties except where required by law.

Observer identities are not disclosed to fundraising agencies, site operators, or the public.

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4. How Information Is Stored and Protected

Personal information is currently stored in private Google Workspace systems (including Google Sheets and associated services) protected by access controls, authentication safeguards, and security features provided by Google.

Access to data is restricted to authorised Trustmark personnel only.

While no digital system can guarantee absolute security, Trustmark takes reasonable steps to protect information against loss, misuse, unauthorised access, modification, or disclosure.

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5. Who Can Access Your Information

Access to personal information is limited to Trustmark management and operational personnel who require access for legitimate business purposes.

At present, this is primarily Trustmark’s founder, and may expand to a small number of authorised staff as the organisation grows.

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6. How Long Information Is Kept

Trustmark retains personal information only for as long as reasonably necessary to support operational integrity, compliance, auditing, and system effectiveness.

Observer information may be retained on an ongoing basis to support long-term participation and continuity of the observation system, unless deletion is requested or retention is no longer necessary.

Booking and operational data may be retained for audit, compliance, and dispute resolution purposes.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

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7. Sharing of Information

Trustmark does not share personal information with third parties except:

• Where required by law  

• Where necessary to comply with lawful regulatory obligations  

Observer identities are never shared with fundraising agencies or host sites.

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8. Accessing or Correcting Your Information

You have the right to request access to, or correction of, any personal information Trustmark holds about you.

Requests can be made by contacting Trustmark using the details below. We may require reasonable verification of identity before releasing or amending information.

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9. Privacy Enquiries and Contact

All privacy enquiries, access requests, or correction requests should be directed to:

Email: info@trustmarkfundraising.org

Subject Line: Privacy Request  

Trustmark will respond within a reasonable timeframe in accordance with the Privacy Act 2020.

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10. Legal Compliance

Trustmark complies with the Privacy Act 2020 (New Zealand) and its Information Privacy Principles.

If you believe your privacy rights have been breached, you may also contact the Office of the Privacy Commissioner.

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11. Changes to This Policy

Trustmark may update this Privacy Policy from time to time. The current version will always be available on the Trustmark website.

Continued use of Trustmark systems after changes are published constitutes acceptance of the updated policy.