Privacy
Your information should have a clear purpose and destination.
Last reviewed August 2026
The Wellbeing Hub separates browsing and asking a question from Be Heard, its concerns and complaints portal, because each action handles information differently.
Sensitive delivery features remain disabled until the intended mailbox, responsible people, retention rules and domain controls are configured and approved.
Browsing the hub
Published hub pages, resources and team spaces are open information. Essential browser state may remember a presentation preference or protect a form from abuse. The Wellbeing Hub does not use advertising cookies or sell personal information.
Asking the assistant
Your question and relevant hub excerpts are processed to generate an answer. The Wellbeing Hub does not intentionally save a chat history or create an account profile. Limited technical metadata may be processed to deliver and protect the service.
Read AI and your privacy for the specific model and retention controls applied to the assistant.
Submitting a concern
When the concern form is enabled, the information you choose to send is delivered by an email provider to a restricted organisational inbox. This first release does not create a separate concern record in the Be Heard database.
A named submission includes the contact method you provide. An anonymous submission omits name, email and phone fields, although the words you write may still identify you. Delivery and anti-abuse services may process technical request metadata even when the receiving email contains no contact details.
Incident reports and police vetting
The hub incident form remains closed until its provider, recipient, reviewers and retention arrangements are approved. When enabled, incident reports and attachments are stored encrypted in a private database and delivered to the approved inbox, where the receiving team reads them. The receiving team may use the contact details you supply to follow up. Incident reports are not public content and are not available to the assistant.
Police-vetting guidance links to Swimming NZ's official process. The hub does not collect vetting identity documents or submit police checks. Information entered on external forms is handled under that organisation's privacy arrangements.
Use and disclosure
Concern information is intended only for authorised people who assess the matter and decide the appropriate next step. It is not automatically forwarded to an outside body. Where disclosure is required for safety, safeguarding or law, the receiving organisation must apply its approved process.
The independent Sport Integrity Commission route is separate. If you choose it, their service and privacy practices apply.
Retention and privacy questions
Mailbox access, retention and deletion rules must be agreed before online concern delivery is switched on. The public organisational privacy contact will be added when the Collective's domain and responsible contact are confirmed.