Privacy and information statement

This privacy statement outlines how NZSPA collects, uses and discloses personal information in accordance with the Privacy Act 2020. It also explains:

• how to request a copy of the personal information we hold about you
• how to make a privacy complaint
• who to contact if you have a privacy question.

We collect personal information that you choose to give us while using our website and its services – for example, your email address if you sign up to a newsletter. We only use this personal information for the purpose(s) specified at the point of collection.

NZSPA is subject to the requirements that apply to public sector agencies under the Privacy Act 2020.

On this website we use web measurement tools to collect statistical information about your visit. We use this information to help us understand how people are using www.schoolproperty.govt.nz and to improve the site. The information will be viewable by site administrators and certain other staff.

These tools do not identify individuals using the site. We can see a record of what people do on the site, but not who they are. The information we collect includes:

• your top-level domain name, for example .co.nz
• the search terms you use
• the pages you visit on the site and the links you select
• the date, time and duration of your visit
• the site you visited before arriving at www.schoolproperty.govt.nz
• your operating system, for example Windows 10, Linux or Mac OS
• the kind of technology you use, for example desktop, mobile, or tablet
• the type of internet browser you’re using to view www.schoolproperty.govt.nz – for example Chrome or Internet Explorer.

Cookies

This website uses temporary cookies – small text files that are sent by a website and stored on your computer's hard drive to collect information about how you browse the website. These cookies do not collect any personal data and are deleted when you close your browser. You can choose to disable the use of cookies, but this may affect your ability to use some of the site's features and view some content.

Analytics

The NZSPA site uses Google Analytics, a web analytics service provided by Google Inc. Google Analytics also uses cookies. The information generated by the cookie about your use of the site is transmitted to, and stored by, Google on servers in the United States.

Google uses this information to:

• evaluate how you use this site
• compile reports on site activity
• provide you with other services related to site activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. When you use this site you consent to Google processing data about you, in the manner and for the purposes set out above.

Monitoring services

We may use IT monitoring services, including monitoring services provided by one or more third parties, to improve our IT systems’ security. If you provide information to NZSPA in electronic form you agree that the information can be monitored for IT security purposes by NZSPA and any third parties engaged by NZSPA.

If you subscribe to our newsletter, we will only use your personal information for managing your subscription and assessing the newsletter’s effectiveness. You can unsubscribe from the newsletter at any time by following the ‘unsubscribe’ link.

Our newsletter is managed using a third-party tool.

The third party tool provides us with analytics showing how people interact with our newsletter (for example, how many subscribers have opened emails or clicked on links). This means that both NZSPA and the third party will be able to see your name, email and details about which links you’ve clicked on in the NZSPA newsletter.

We only use this information to assess the effectiveness of our newsletter.

Information collected directly

The information we collect is provided directly by people or entities, or an authorised representative. If you’ve approved someone to act for you, we may collect your information from them.

Information collected from another person or agency

This may include us receiving or requesting information from other people or agencies. Any such information will be gathered in compliance with the relevant legislation and any information sharing agreements, memoranda of understanding (MOUs), or similar.

Collection by third parties

Where information gathering requires capacity or specialist capability that we don’t have within our organisation, we may from time to time engage a third party to collect information for us. Such information gathering (including about individuals) is subject to standard legal limits relating to privacy, access to private property, and the privacy/security of communications by individuals, among other things.

Any such information gathering must be procured and approved according to our internal processes, clearly setting out the business need and scope of work, and include the expectations and obligations we have of the third party with regard to conduct. That process, and the related activities, are regularly reviewed to ensure compliance with the law, our internal policies, and our risk management requirements.

When we collect information

We collect personal information when you interact with us, if we need it to help you or to carry out our functions. For example, when you:

• contact us with an enquiry or a complaint
• use our website, or
• complete a survey.

How we use it

We only use the information we gather to fulfil our functions. We may use your personal information for:

• confirming your identity
• providing you with our services and improving those services
• responding to correspondence or giving you information you've requested
• complying with legal obligations
• statistical analysis, and/or
• general administrative and business purposes.

If we receive a complaint or enquiry that relates to you, we may use information we hold about you to investigate it. This may involve raising the complaint with third parties. If we intend to use your information for any specific purpose not covered above, we'll let you know at the time we collect the information.

When we share it

We may share information where necessary in order to properly carry out our legislated functions. This information will be shared in accordance with our functions and in compliance with the relevant legislation and any information sharing agreements, MOUs or similar with the other agency. We will take all practicable steps to verify information provided to third parties. We may, for example, share information with:

• a statutory oversight agency or complaints body
• anyone we believe could provide information that is relevant, to undertake our functions
• the Police or another government agency:
  • if required by law – for example to assist with the investigation of a criminal offence
  • to report significant misconduct or breach of duty, or
  • where there is a serious threat to health, or if our staff are threatened or abused.

How we protect it

Information is stored and retained in accordance with our privacy policy and internal information policies, protocols and guidelines, and in compliance with the Privacy Act 2020 and the Public Records Act 2005.

Who we share your information with 

We won't share your personal information with any third parties, except where disclosure is authorised by law. For example, we may share your personal information:

• if you give us permission to share your personal information with another agency or person
• with our agents, professional advisors or others with a reasonable need to access your information
• with our service providers such as contractors who help us provide website services or engagement and research activities (they may be based in New Zealand or overseas)
• if disclosure is required or authorised by law, including for law enforcement purposes, to facilitate court proceedings, to enforce or apply our terms and conditions, or to protect our business, our users, or others
• with third-party email service providers when they help us send newsletters and other IT monitoring services.  When needed for these communications, we may share your email address and other personal information such as your name. We require third parties to protect the personal information they handle on our behalf and only use it for the purpose we gave it to them.

You have the right to ask us for a copy of the personal information we hold about you. You can also ask for this information to be corrected if you think it’s wrong.

If you would like a copy of your personal information, or to have it corrected, you can:

• email us at privacy@schoolproperty.govt.nz, or
• write to us at The Privacy Officer, New Zealand School Property Agency, 25 The Terrace, Wellington 6011.

If you have any enquiries about our information gathering activities, or believe we have not acted in accordance with this statement, you should:

• email us at privacy@schoolproperty.govt.nz, or
• write to us at New Zealand School Property Agency, 25 The Terrace, Wellington 6011.

You can get more information about New Zealand’s privacy laws on the Privacy Commissioner’s website.

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