Privacy Policy

Last updated: August 2026

1. Our commitment to privacy

Te Ao Mārama respects the privacy of our members, tauira, event attendees, website visitors, stakeholders and wider whānau.

This Privacy Policy explains how we collect, use, store and share personal information when you use our website, become a member, access the member portal, register for an event, contact us or otherwise engage with Te Ao Mārama.

We handle personal information in accordance with the Privacy Act 2020 and its information privacy principles.

2. Who we are

Te Ao Mārama is the Aotearoa Māori Dental Association.

For the purposes of the Privacy Act, personal information collected through this website and our membership services is collected and held by Te Ao Mārama.

Email: nzteaomarama@gmail.com
Postal or registered address: [CONFIRM CURRENT ADDRESS BEFORE LAUNCH]

3. Information we may collect

Depending on how you interact with us, we may collect:

Contact and identity information

• name

• email address

• phone number

• postal address where required

• profile photograph.

Membership information

• membership category

• membership status and renewal information

• iwi, hapū or other affiliation information you choose or are required to provide as part of the membership process

• professional role or occupation

• employer, practice or organisation

• region

• professional registration or credential information

• tauira/student information

• information you provide when updating your member profile.

Payment information

• payment status

• transaction references

• membership or event amounts paid

• billing information required to administer a transaction.

Payment card transactions may be processed by third-party payment providers rather than directly by Te Ao Mārama.

Event and engagement information

• event registrations

• attendance information

• dietary or accessibility information where relevant to an event

• bookings to meet with Te Ao Mārama representatives

• survey, submission or feedback information.

Communications

• enquiries sent through our website

• emails and other correspondence

• support requests

• preferences relating to communications.

Website and technical information

• IP address

• browser and device information

• website activity

• cookie information

• analytics and security information.

4. Whakapapa, iwi and culturally significant information

Some information provided to Te Ao Mārama may relate to whakapapa, iwi or other aspects of identity that carry particular cultural significance.

We recognise the sensitivity of this information and will limit its use and access to the purposes for which it has been collected and other purposes permitted by law.

Providing information does not automatically mean that it will be made visible to other members or the public.

5. How we collect information

We usually collect personal information directly from you, including when you:

• apply for or renew membership

• create or update a member account

• register for an event

• opt into a directory or networking service

• complete a website form

• book a meeting

• contact us

• subscribe to communications

• provide content or information to Te Ao Mārama.

We may also receive personal information from another source, including existing membership records, an authorised representative, publicly available professional information or a service provider acting on our behalf.

Where the Privacy Act requires us to notify you about information collected indirectly, we will take reasonable steps to do so.

6. Why we collect and use your information

We may use personal information to:

• assess and administer membership applications

• manage membership status, renewals and payments

• provide access to the member portal and restricted resources

• maintain member profiles

• operate member networking, directory and practitioner-map functionality

• process event registrations and ticketing

• provide member pricing or access to member-only events

• send account, membership and renewal communications

• respond to enquiries and bookings

• administer Hui ā-Tau and other events

• provide resources, recordings and member services

• communicate Te Ao Mārama news, activities and opportunities

• manage our governance and administration

• maintain the security and functionality of our website

• understand how our website and services are used

• meet legal, accounting and regulatory requirements

• prevent fraud, misuse or unauthorised access.

We will not use personal information for an unrelated purpose unless permitted by law or you have authorised that use.

7. When providing information is voluntary

Unless we tell you otherwise, providing personal information is voluntary.

However, some information is necessary for us to provide particular services.

For example, if you do not provide information required to establish eligibility, process payment or create an account, we may be unable to approve or administer your membership.

8. Member directory and map information

Where Te Ao Mārama provides a member directory, practitioner map or similar networking service, we will identify what profile information is intended to be visible to other members.

Where participation is optional, information will only be included where the member has opted in or otherwise authorised its inclusion.

You may ask us to update or remove optional directory information.

9. Who we may share information with

We may share personal information where reasonably necessary with:

• Te Ao Mārama Executive members or authorised administrators

• contractors and service providers supporting our website or administration

• website and member-platform providers such as Wix

• payment providers such as Stripe

• email and communications providers

• accounting and financial administration providers

• event, booking or ticketing providers

• professional advisers where necessary

• government, regulatory, enforcement or other bodies where disclosure is required or permitted by law

• another person or organisation where you have authorised the disclosure.

We do not sell member or user personal information.

10. Overseas service providers

Some technology providers used by Te Ao Mārama may store or process information outside New Zealand.

Where personal information is disclosed to an overseas person or organisation, Te Ao Mārama will take steps required by the Privacy Act to ensure appropriate privacy safeguards apply or obtain the necessary authorisation.

The Privacy Act places specific controls on overseas disclosure of personal information.

11. Storage and security

We take reasonable steps to protect personal information against loss, unauthorised access, misuse, disclosure, alteration and other inappropriate use.

Information may be stored within Te Ao Mārama systems and with trusted cloud and technology providers used to operate the website, membership system, payments, communications and administration.

No online service can guarantee absolute security. If you believe your account or information may have been compromised, please contact us promptly.

12. Privacy breaches

If Te Ao Mārama becomes aware of a privacy breach, we will assess and respond to it in accordance with the Privacy Act.

Where a breach has caused or is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as required by law.

13. How long we keep information

We keep personal information only for as long as it is reasonably required for the purposes for which it was collected or where retention is required for legal, financial, governance or administrative reasons.

When information is no longer required, we may securely delete, anonymise or otherwise dispose of it.

Some membership records may be retained to maintain an appropriate historical record of the organisation.

14. Email communications

We may send administrative communications that are necessary to manage your membership, account, payments, events or other services.

We may also send news, event information or promotional communications where you have consented or where otherwise permitted by law.

Marketing communications will include an unsubscribe option where required.

Unsubscribing from marketing does not prevent us from sending essential messages about an active membership, account, transaction or event registration.

15. Cookies and analytics

Our website may use cookies and similar technologies to:

• operate essential website and login functionality

• remember preferences

• maintain security

• understand website traffic and usage

• improve our website and services.

You can control or disable cookies through your browser settings, although disabling some cookies may affect website or member-portal functionality.

16. Third-party websites

Our website contains links to other websites.

Those organisations control their own privacy practices, and this Privacy Policy does not apply to personal information you provide directly to an external website.

17. Accessing and correcting your information

You have rights under the Privacy Act to request access to personal information Te Ao Mārama holds about you and to ask for it to be corrected.

Members may also be able to update some information directly through their member account.

To make an access or correction request, contact:

Privacy Officer
Te Ao Mārama
Email: nzteaomarama@gmail.com

18. Privacy complaints

If you have a concern about how Te Ao Mārama has handled your personal information, please contact our Privacy Officer first so we can investigate and respond.

You also have the right to raise a privacy concern with the New Zealand Office of the Privacy Commissioner.

19. Changes to this policy

We may update this Privacy Policy to reflect changes to our services, technology or legal obligations.

The latest version will be available on this website and will show the date it was last updated.

20. Contact us

For privacy questions, requests or concerns:

Privacy Officer
Te Ao Mārama
Aotearoa Māori Dental Association
Email: nzteaomarama@gmail.com