Privacy Statement

The information we collect may include your name, date of birth, email address, telephone numbers, images, footage, financial and technical information as well as demographic information such as age group, ability status, ethnicity and gender.

We may also collect personal information provided by you regarding your communications with us or your use of our services or facilities.

Wherever possible your personal information will be collected directly from you, or anyone you authorise to provide us with your personal information.

Personal information will be collected in a way that is lawful, seen as fair and reasonable in the circumstances, and not perceived to be threatening, coercive, or misleading in behaviour when collected.

We may collect personal information when you:

• Communicate with us in person, by letter, phone or electronically.
• Complete and submit forms or applications for consents, licences, approvals, permits, funding, or other authorisations.
• Use, or register for, any of our services or facilities, such as our online services and apps, including libraries, hire of Council facilities, online payment services, newsletters, or service updates.
• Submit a written submission, request, or other feedback.
• Follow or post comments in response to our social media or other online communications.
• Apply for employment with us.
• Interact with a Council officer who is using a body worn camera.

We may monitor and record your phone calls with us for quality control or staff training purposes. If your call is to be monitored and recorded, we will let you know at the time of the call.

We may collect personal information about you from other organisations, entities or persons to fulfil a necessary activity. These might include our suppliers such as Land Information New Zealand, QV, solicitors/conveyancers, the New Zealand Police, credit reporting agencies and other organisations, entities and persons where you have expressly authorised them to provide us with information.

• We have strict security procedures covering the storage of your information in order to prevent unauthorised access and to comply with the terms of the Privacy Act 2020. We do not sell, trade or rent your personal information to others.
• All data is stored behind corporate firewalls and only specific employees are able to access your personal data.
• We will also undertake reasonable measures to ensure personal information is accurate, current, relevant, and not misleading.

• Your right to access and correct any personal information we hold is subject to the Privacy Act.
• You can ask us to confirm whether we hold any personal information about you, and you may request access to your personal information by emailing us at info@taupo.govt.nz.
• Once we have verified your identity, we will provide you with confirmation and access, unless we believe we can withhold the information under the Privacy Act.
• You can ask us to correct the personal information we hold by emailing us at info@taupo.govt.nz. If we agree that your personal information needs to be corrected, we will do so and provide you with an amended record, if requested.

We may retain personal information we collect (on both our active systems and our archives) for as long as administratively necessary or required by law. This is in accordance with the Council’s disposal timeframe or applicable statutory requirements.

The Public Records Act 2005 requires us to retain most protected records indefinitely. In some circumstances, your personal information may be included within a protected record, including submissions you make in relation to bylaws, annual plans, and district or regional planning instruments.

Information will only be shared with your consent, or where there is a statutory requirement to share it. We can generally only use personal information for the purpose it was collected. We will also only assign unique identifiers to you when it is necessary for functions within the organisation.

We may disclose personal information about you to:

• Any person engaged by the Council to provide products or services to you on our behalf, where your personal information is necessary for the provision of those products or services.
• Our related organisations, in order to assist with the functions and services they provide.
• A third party, such as government agencies or industry bodies, if we are required to do so to meet regulatory and reporting requirements and to comply with laws or regulations, or in the course of legal proceedings or other investigations.
• Any person we may notify you of at the time we collect your information, and any person to whom you authorise us to disclose your personal information.

Some information we hold about, or in relation to you may be made available to the public, such as:

• Any submission you make in relation to bylaws, annual plans and Long-term Plans, district or regional plans, or draft or proposed strategies and policies. Submissions are made available in full (including the submitter’s name and contact details) on our website and at our main office;
• Information held on property files, resource consent applications, our rating information database; and
• Video footage of Council meetings that are intended for broadcast or to be otherwise available for public viewing

We will only disclose your information to another organisation outside of New Zealand once we confirm that the receiving organisation:

• Is subject to the Privacy Act because they do business in New Zealand
• Will adequately protect the information, e.g. by using the model contract clauses developed by the Office of the Privacy Commissioner, or
• Is subject to the privacy laws that provide comparable safeguards to the Privacy Act

*See also: the section above on “How we collect your information” for information on indirect collections coming into effect in May 2026.

You can browse the Taupō District Council website without providing any personal information. The website does not automatically collect any personal information about you.

However, when you visit the website we automatically log some non-personal information, namely

• the IP addresses from which you accessed the site;
• the terms you used to search for content on the site;
• the pages you accessed;
• the last site you visited before coming to this site; and the type of browser and operating system you use, and your screen resolution.

This information cannot be used to identify you and will be used only for the purposes of system administration, reporting within the Council, and auditing the use of the site.

When you visit or return to one of our websites, we may use technology solutions such as cookies to provide you with better access to tailored information and services. A cookie is a small data file that a website or app sends to your device, which may be stored for later retrieval by the website or app. Some cookies we use last only for the duration of your website or app session and expire when you close your browser or exit the app. Other cookies are used to remember you when you return. No credit card or other user specific details are saved in the cookie. All metadata stored is encrypted using the AES standard.

We use Google Analytics to collect statistical information about your visit to taupo.govt.nz to help us understand how our website is used by visitors and how it can be improved. This data collected is aggregated and cannot be used to identify individuals or any personal information.

We fully understand that some people do not want their online activity to be tracked even if it is being used anonymously. To prevent your data from being available to Google Analytics you can use the Google Analytics opt-out browser add-on.

The website contains links to other websites operated by third parties. Taupō District Council takes no responsibility for the privacy practices of third parties. You should consult the privacy policies of each linked website to determine the policy that each third party adheres to.

Taupō District Council uses artificial intelligence (AI) technologies to support service delivery, improve efficiency, and enhance customer experience. These tools may include data analysis, automated responses, and content generation.

AI use is governed by our internal AI Use Protocols, which ensure responsible, secure, and privacy-conscious practices:

• Transparency: We inform individuals when AI tools are used in ways that may influence decisions or interactions.
• Privacy Protection: Personal information processed by AI is handled in accordance with the Privacy Act 2020.
• Human Oversight: AI is a support tool - not a substitute for human judgment. Decisions with personal impact are reviewed by staff.
• Approved Platforms Only: Only authorised AI tools (e.g. Microsoft Copilot via TDC accounts) may be used to protect personal and Council data.

This statement will be updated as our use of AI evolves, and as regulatory guidance develops.

Council-Owned Buildings with Public Access:

CCTV systems are installed for lawful purpose in selected Council-owned and operated premises to enhance safety, protect staff, and safeguard facilities and assets. These locations include libraries, service centres, and recreational venues where the public interacts with Council services.

• CCTV Signage and Compliance: All CCTV use complies with the Privacy Act 2020. Council-owned buildings with public access prominently display CCTV signage that clearly states surveillance is in operation, the purpose of collection, who can access footage, and Council contact details.
• CCTV Footage Retention: Footage is retained only for as long as necessary to achieve its lawful purpose, generally no longer than 30 days. If required for investigations or legal proceedings, retention may be extended. All footage is securely stored and managed in accordance with the Privacy Act 2020.
• Public Access to CCTV Footage:Under the Privacy Act 2020, individuals have the right to request access to CCTV footage that contains their personal information. Requests must include sufficient details such as date, time, and location to identify the relevant footage. Council will provide access where practicable, subject to protecting the privacy of other individuals and any lawful grounds for refusal. Footage may be edited (e.g., blurring other people) to uphold privacy obligations.
• No Audio Recording: Cameras are not audio-enabled, and no audio is captured.

Town Centre and Surrounding Public Areas:

Council maintains CCTV cameras in designated public spaces within the town centre and surrounding areas; however, these cameras are operated by the New Zealand Police. Their primary purpose is to monitor pedestrian and traffic activity, deter antisocial behaviour, and support community safety initiatives.

• CCTV Footage Retention: Footage is managed and accessed exclusively by the New Zealand Police. All storage and handling comply with Police protocols and the Privacy Act 2020.
• No Audio Recording: Cameras are not audio-enabled, and no audio is captured.
• Public Access to CCTV Footage: Under the Privacy Act 2020, individuals have the right to request access to CCTV footage that contains their personal information. Requests must be submitted directly to the NZ Police. The NZ Police will provide access where practicable, subject to protecting the privacy of other individuals and any lawful grounds for refusal.

If you do not provide all the personal information that we request, we may not be able to adequately respond to your correspondence, process any applications you have submitted, provide the services or facilities you have requested or registered for, process payments, or otherwise deal with any requests or enquiries you have submitted.

In some circumstances, you are legally obligated to provide information, and the Council is fulfilling a statutory requirement.