Privacy Policy
Our Clients
Well Women values its members and respects their privacy. We collect information about our members in an effort to improve our services. We do not sell personal information to third parties, and if we do need to share information with a third party it is because of the following reasons:
We have reason to be worried about your safety or the safety of your family/children as per the Vulnerable Children’s Act 2014.
We have helped to refer you to another organisation such as Maternal Mental Health, Plunket, Family Support or Work & Income.
To ensure confidentiality the Facilitators, only refer to the member by first name at all times.
Well Women does gather information to be used for anonymous statistical purposes for funding applications. We follow data minimisation guidelines as per The Privacy Act 2020.
Well Women has a complaint and feedback policy. If you feel your confidentiality has been breached, the Well Women Operations Lead will be able to help you and can be contacted by email at support@wellwomen.org.nz
Our Board Members
Our board members are trained on the importance of not breaching confidentiality and not to discuss specific points outside the monthly board meetings. If an individual client is spoken about, no details to identify the person will be given. If a member of the board has recently used the Well Women Peer Support Group (there is a 6 month stand down period), they will be asked to leave the meeting whilst details are discussed.
Our Volunteers and Contractors
Well Women volunteers and contractors are trained in the importance of acting in confidence and not discussing details of a women to other individuals. This is outlined in the other policies.
Conflict of Interest Policy
Statement
The Well Women committee places great importance on making clear any existing or potential conflicts of interest for its committee members. All such conflicts of interest shall be declared or documented in the board’s ‘Declaration of Conflicts of Interest’ form.
Application
This applies to all members of the Board and will be renewed as individuals circumstances change and/or at each Board Meeting.
Procedure
any business or personal matter which is, or could be, a conflict of interest involving the individual and their role and relationship with the organisation must be declared and registered in the Declaration of Conflicts of Interest form.
all such entries shall be presented to the Board and minuted at the first meeting following entry on the form.
where a conflict of interest is identified and/or registered, the board member concerned shall not vote on that issue. Only with the unanimous agreement of all other members present may the member concerned participate in any discussion on that topic. Failing such agreement being reached, the individual shall either refrain from participation or leave the room;
when the chair is aware of a real or potential conflict of interest involving one or more committee members, the chair must take whatever steps necessary to ensure that the conflict is managed in an appropriate manner according to this policy; and
individual board members, aware of a real or potential conflict of interest of another board member, have a responsibility to bring this to the notice of the Board.
Feedback and Complaint Policy
Purpose
To ensure that Well Women is providing a high level of support to women using the service in a way that is engaging and beneficial.
Complaint
If a person wishes to make a complaint, the complaint is required to be made in writing either by email to support@wellwomen.org.nz or by post to Well Women, 7 Paerata Rd, Pukekohe 2120. The General Manager will be responsible to making sure all complainants receive acknowledgement of the complaint and a time-frame for the complaint to be dealt with.
The General Manager will liaise with the Facilitators, Chairperson and Supervisor to ensure the complaint is dealt with within a suitable timeframe and discussed with the committee.
Feedback
Women will be asked to fill out an evaluation form:
each term to provide feedback.
if a woman has left group or only come for a short time.
Feedback is always welcome and can be emailed to the Operations Lead support@wellwomen.org.nz at any time.
Contact
Call us: 021 158 8134
Email us: support@wellwomen.org.nz
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