Privacy Policy

Last updated: 15th September 2026

1. About this policy

The Proprietors of Pokapu Incorporation ("the Incorporation", "we", "us") is a Māori incorporation constituted under Te Ture Whenua Maori Act 1993. We hold personal information about our shareholders, the people who work for us, and people who contact us.

This policy explains what we collect, why we collect it, who we share it with, how long we keep it, and what rights you have. We are bound by the Privacy Act 2020 and by the information privacy principles in it.

If you have a question about this policy, or about personal information we hold about you, contact:

Privacy contact: The Secretary, Proprietors of Pokapu Incorporation Email: admin@tepokapu.com Post: PO Box 172 Kawakawa 0243 New Zealand Phone: +64 21 0831 9813

2. Who this policy covers

This policy applies to personal information we collect about:

Shareholders — including trustees, administrators and successors registered as holders of shares;
Visitors to this website, including anyone who uses the enquiry form;
People who contact us by email, post or telephone;
Committee members, in relation to the registers we are required to keep; and
Employees, contractors and applicants, in relation to their engagement with the Incorporation.

3. What we collect

From the share register. We are required by Te Ture Whenua Maori Act 1993 and by our constitution to keep a share register. It records the name, address, occupation and shareholding of every shareholder, together with information about trustees, administrators, successors and share transfers.

When you contact us through this website. The enquiry form collects your name, email address, telephone number (if you give it), whether you are a shareholder, the subject of your enquiry, and the content of your message.

When you correspond with us. Anything you provide by email, letter or telephone, including information about your shareholding, your whānau connections to the whenua, or your circumstances where these are relevant to your enquiry.

From third parties. We receive personal information about you from sources other than you, including:

the Māori Land Court and its Registrar — for example, succession orders, vesting orders and other orders affecting shareholding;
other shareholders — for example, where a shareholder nominates you for election to the committee of management, or transfers shares to you;
trustees of pūtea trusts and whānau trusts, where shares are held in trust;

From committee members. Committee members must disclose their beneficial interests in the Incorporation's Māori freehold land, and their other relevant financial and personal interests, for entry in the registers we are required to keep. This includes the identity of family members connected to transactions with the Incorporation.

Automatically, when you use this website.

4. Why we collect it

We collect and use personal information for these purposes:

To maintain the share register, as required by Te Ture Whenua Maori Act 1993 and our constitution;
To give notice of annual and special general meetings, and to send agendas, financial statements and voting forms;
To administer voting, including proxies, postal votes and powers of attorney;
To process share transfers, successions, vesting orders and corrections to the register;
To administer dividends and other payments authorised by shareholders;
To keep the registers of committee members' interests that the constitution and the Act require, and to circulate them to shareholders;
To respond to enquiries made through this website or otherwise;
To manage employment and contractor relationships;
To run the farm safely, including recording visitors and meeting our obligations under the Health and Safety at Work Act 2015; and
To meet our legal obligations, including our obligations to the Māori Land Court and its Registrar.

We do not use personal information for any purpose unrelated to these, unless you have authorised it or the Privacy Act allows it.

5. Providing information is voluntary — but

You do not have to give us personal information. However:

If your address on the share register is not current, we cannot give you notice of meetings, and you will miss the AGM.
If you do not give us the information we need to process a share transfer or succession, we cannot register it.
If you do not complete the required fields on the enquiry form, we may not be able to respond.

6. Who we share it with

We share personal information only where we need to, or where the law requires it.

We disclose to WhatWhy

The Māori Land Court and its Registrar Committee election results, officer and registered office particulars, special resolutions, financial statements in the circumstances the constitution requiresRequired by Te Ture Whenua Maori Act 1993 and the Maori Incorporations Constitution Regulations 1994

Our auditorFinancial records, including payments to shareholdersRequired by section 277 of the Act

Our share valuerShareholding informationRequired by section 278 of the Act

Our accountants and professional advisersAs necessary for their workTo prepare financial statements and obtain advice

ShareholdersThe registers of committee members' interestsRequired by the constitution — see section 7 below

A court of competent jurisdictionVoting papers, proxy appointments and powers of attorney, where an application has been made to investigate a vote, election or appointmentRequired by the constitution

Any person we are legally required to disclose toAs requiredLegal obligation

We do not sell personal information. We do not disclose it for marketing. We do not disclose it to anyone else without your authorisation, unless the Privacy Act permits or requires it.

7. Two disclosures you should know about

Two disclosures follow from the law and from our constitution rather than from any choice we make. We set them out plainly because shareholders are often unaware of them.

The share register can be inspected. The share register is kept at our registered office. Any shareholder may inspect it free of charge during office hours, or authorise someone in writing to inspect it on their behalf. Other people may also inspect it during office hours, and may be charged a fee if shareholders have set one by special resolution. This means your name, address and shareholding recorded in the register are open to inspection, including by people who are not shareholders. This is required by the Maori Incorporations Constitution Regulations 1994 and our constitution. We cannot opt you out of it.

Committee members' interests are circulated to shareholders. If you are a member of the committee of management, the register of your other relevant interests is emailed to every shareholder who has given us an email address for that purpose — within 30 days of any new entry, and at least once a year regardless. That register records financial and personal interests, including where a parent, child, sibling, spouse or partner is involved in or benefits from a transaction with the Incorporation. Shareholders inserted this requirement into the constitution deliberately, to make conflicts of interest visible. If you stand for the Committee, you accept this disclosure.

8. How we store it and keep it safe

The share register and the Incorporation's books and records are kept in the safe custody of the Secretary, or of another person formally appointed by the Committee, at the registered office. Information kept stores digitally, physically and maintained securely online or on the premises of the Pokapu company. Digital information may also be contained and stored safely on contractors devices or staff.

We take reasonable steps to protect personal information against loss, unauthorised access, use, modification or disclosure. No system is completely secure, and we cannot guarantee the security of information sent to us over the internet.

Please do not send us your date of birth, IRD number, bank account details or identity documents through the website enquiry form. If we need those, we will ask you for them through a secure channel.

9. Information held outside New Zealand

Some of the services we use to run the Incorporation — Wix, Canva, Google Workspace — store information on servers located outside New Zealand, in USA, Australia, Canada, China, Brazil. Before using these services we satisfied ourselves that they are subject to privacy safeguards comparable to those in the Privacy Act 2020. If that position changes, we will update this policy.

10. How long we keep it

Information Retention

Share register For as long as required by Te Ture Whenua Maori Act 1993 and the Regulations. The register is a permanent record of ownership

Minute books Permanently

Voting papers, proxy appointments, powers of attorney, certificates of non-revocationTwo months from the date of the vote, election or appointment, then disposed of. If we are notified within that period that a court application has been made to investigate the vote, election or appointment, the documents are filed in the court and the court decides how they are disposed of

Financial records [PERIOD — AT MINIMUM 7 YEARS, PER TAX ADMINISTRATION ACT 1994]

Enquiry form submissions and general correspondence [PERIOD]

Employment records [PERIOD — NOTE MINIMUM RECORD-KEEPING PERIODS UNDER THE EMPLOYMENT RELATIONS ACT 2000, HOLIDAYS ACT 2003 AND WAGES PROTECTION ACT 1983]

Visitor records [PERIOD]

We do not keep personal information for longer than we need it for the purpose it was collected for, except where the law requires us to keep it.

11. Your rights

Access. You have the right to ask whether we hold personal information about you, and to be given access to it. Shareholders may inspect the share register free of charge at our registered office during office hours, without needing to make a formal request.

Correction. You have the right to ask us to correct personal information we hold about you. If we do not make the correction, you may ask us to attach a statement of the correction you sought, and we will take reasonable steps to do so.

Note on the share register. Corrections to the share register are subject to the constitution. The register can only be corrected with the approval and direction of the committee of management, and the Committee may require proof that a proposed correction is authorised. This is because the register is a record of legal ownership, not simply a contact list. Changes of address and contact details, by contrast, we will make on your request.

How to make a request. Email [PRIVACY EMAIL] or write to the Secretary at [ADDRESS]. Tell us what information you want and, if it helps, when you think we collected it. We may need to confirm your identity before we release information.

Timeframe. We will respond as soon as reasonably practicable, and in any case within 20 working days of receiving your request.

Cost. There is no charge for a shareholder to inspect the share register. We do not usually charge for access requests. If a charge applies, we will tell you before we do the work.

12. If something goes wrong

If personal information we hold is lost, or accessed or disclosed without authorisation, we will assess whether the breach has caused or is likely to cause serious harm. If it has or is likely to, we will notify the Office of the Privacy Commissioner and the people affected, as the Privacy Act 2020 requires.

13. Complaints

If you are unhappy with how we have handled your personal information, tell us first. Contact the Secretary at [PRIVACY EMAIL] or [PHONE]. We will look into it and respond.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner:

Website: www.privacy.org.nz
Phone: 0800 803 909
Post: PO Box 10094, Wellington 6143

14. Changes to this policy

We may update this policy from time to time. The current version is always published on this page, with the date it was last updated. If we make a change that materially affects how we handle your personal information, we will tell shareholders

Privacy Policy

Privacy Policy

Last updated: 15th September 2026

1. About this policy

The Proprietors of Pokapu Incorporation ("the Incorporation", "we", "us") is a Māori incorporation constituted under Te Ture Whenua Maori Act 1993. We hold personal information about our shareholders, the people who work for us, and people who contact us.

This policy explains what we collect, why we collect it, who we share it with, how long we keep it, and what rights you have. We are bound by the Privacy Act 2020 and by the information privacy principles in it.

If you have a question about this policy, or about personal information we hold about you, contact:

Privacy contact: The Secretary, Proprietors of Pokapu Incorporation Email: admin@tepokapu.com Post: PO Box 172 Kawakawa 0243 New Zealand Phone: +64 21 0831 9813

2. Who this policy covers

This policy applies to personal information we collect about:

Shareholders — including trustees, administrators and successors registered as holders of shares;

Visitors to this website, including anyone who uses the enquiry form;

People who contact us by email, post or telephone;

Committee members, in relation to the registers we are required to keep; and

Employees, contractors and applicants, in relation to their engagement with the Incorporation.

3. What we collect

From the share register. We are required by Te Ture Whenua Maori Act 1993 and by our constitution to keep a share register. It records the name, address, occupation and shareholding of every shareholder, together with information about trustees, administrators, successors and share transfers.

When you contact us through this website. The enquiry form collects your name, email address, telephone number (if you give it), whether you are a shareholder, the subject of your enquiry, and the content of your message.

When you correspond with us. Anything you provide by email, letter or telephone, including information about your shareholding, your whānau connections to the whenua, or your circumstances where these are relevant to your enquiry.

From third parties. We receive personal information about you from sources other than you, including:

the Māori Land Court and its Registrar — for example, succession orders, vesting orders and other orders affecting shareholding;

other shareholders — for example, where a shareholder nominates you for election to the committee of management, or transfers shares to you;

trustees of pūtea trusts and whānau trusts, where shares are held in trust;

Automatically, when you use this website.

4. Why we collect it

We collect and use personal information for these purposes:

To maintain the share register, as required by Te Ture Whenua Maori Act 1993 and our constitution;

To give notice of annual and special general meetings, and to send agendas, financial statements and voting forms;

To administer voting, including proxies, postal votes and powers of attorney;

To process share transfers, successions, vesting orders and corrections to the register;

To administer dividends and other payments authorised by shareholders;

To keep the registers of committee members' interests that the constitution and the Act require, and to circulate them to shareholders;

To respond to enquiries made through this website or otherwise;

To manage employment and contractor relationships;

To run the farm safely, including recording visitors and meeting our obligations under the Health and Safety at Work Act 2015; and

To meet our legal obligations, including our obligations to the Māori Land Court and its Registrar.

We do not use personal information for any purpose unrelated to these, unless you have authorised it or the Privacy Act allows it.

5. Providing information is voluntary — but

You do not have to give us personal information. However:

If your address on the share register is not current, we cannot give you notice of meetings, and you will miss the AGM.

If you do not give us the information we need to process a share transfer or succession, we cannot register it.

If you do not complete the required fields on the enquiry form, we may not be able to respond.

6. Who we share it with

We share personal information only where we need to, or where the law requires it.

We disclose to WhatWhy

The Māori Land Court and its Registrar Committee election results, officer and registered office particulars, special resolutions, financial statements in the circumstances the constitution requiresRequired by Te Ture Whenua Maori Act 1993 and the Maori Incorporations Constitution Regulations 1994

Our auditorFinancial records, including payments to shareholdersRequired by section 277 of the Act

Our share valuerShareholding informationRequired by section 278 of the Act

Our accountants and professional advisersAs necessary for their workTo prepare financial statements and obtain advice

ShareholdersThe registers of committee members' interestsRequired by the constitution — see section 7 below

A court of competent jurisdictionVoting papers, proxy appointments and powers of attorney, where an application has been made to investigate a vote, election or appointmentRequired by the constitution

Any person we are legally required to disclose toAs requiredLegal obligation

We do not sell personal information. We do not disclose it for marketing. We do not disclose it to anyone else without your authorisation, unless the Privacy Act permits or requires it.

7. Two disclosures you should know about

Two disclosures follow from the law and from our constitution rather than from any choice we make. We set them out plainly because shareholders are often unaware of them.

8. How we store it and keep it safe

We take reasonable steps to protect personal information against loss, unauthorised access, use, modification or disclosure. No system is completely secure, and we cannot guarantee the security of information sent to us over the internet.

Please do not send us your date of birth, IRD number, bank account details or identity documents through the website enquiry form. If we need those, we will ask you for them through a secure channel.

9. Information held outside New Zealand

10. How long we keep it

Information Retention

Share register For as long as required by Te Ture Whenua Maori Act 1993 and the Regulations. The register is a permanent record of ownership

Minute books Permanently

Financial records [PERIOD — AT MINIMUM 7 YEARS, PER TAX ADMINISTRATION ACT 1994]

Enquiry form submissions and general correspondence [PERIOD]

Employment records [PERIOD — NOTE MINIMUM RECORD-KEEPING PERIODS UNDER THE EMPLOYMENT RELATIONS ACT 2000, HOLIDAYS ACT 2003 AND WAGES PROTECTION ACT 1983]

Visitor records [PERIOD]

We do not keep personal information for longer than we need it for the purpose it was collected for, except where the law requires us to keep it.

11. Your rights

Access. You have the right to ask whether we hold personal information about you, and to be given access to it. Shareholders may inspect the share register free of charge at our registered office during office hours, without needing to make a formal request.

Correction. You have the right to ask us to correct personal information we hold about you. If we do not make the correction, you may ask us to attach a statement of the correction you sought, and we will take reasonable steps to do so.

How to make a request. Email [PRIVACY EMAIL] or write to the Secretary at [ADDRESS]. Tell us what information you want and, if it helps, when you think we collected it. We may need to confirm your identity before we release information.

Timeframe. We will respond as soon as reasonably practicable, and in any case within 20 working days of receiving your request.

Cost. There is no charge for a shareholder to inspect the share register. We do not usually charge for access requests. If a charge applies, we will tell you before we do the work.

12. If something goes wrong

13. Complaints

If you are unhappy with how we have handled your personal information, tell us first. Contact the Secretary at [PRIVACY EMAIL] or [PHONE]. We will look into it and respond.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner:

Website: www.privacy.org.nz

Phone: 0800 803 909