Kāpuhipuhi Wellington Uni-Professional (“we”, “us”, “our”) cares about your privacy and wants to be open with you about what we do with your personal information. This Privacy Notice describes how we collect, use, and share personal information and explains your rights in relation to those activities.
We must comply with the Privacy Act 2020, the Public Records Act 2005 and, if you are in the European Union, the General Data Protection Regulation (GDPR).
If you would like to get in contact with us, you can email us at profdev@vuw.ac.nz or call 04 463 6556.

Collection of your personal information is necessary to carry out our operations, functions and activities as a provider of non-degree teaching courses and as an employer. These are our “purposes” or “legitimate interests” and include:

• our learning, teaching, and other educational activities;
• our administrative, employment, and management activities;
  the services and benefits that we provide (including through third parties);
• communicating with you or with your emergency/alternative contacts;
• our legal, regulatory and contractual obligations;
  monitoring, evaluating and improving our performance and effectiveness;
• the recruitment, marketing and fundraising activities that we undertake;
• providing a safe, secure and healthy environment;
• providing an appropriate level of student support and pastoral care;
  ensuring we can comply with government requirements and expectations (including as to societal and other outcomes and in relation to emergency and public health measures);
• promoting equity and diversity; and
• maintaining an engaged community of learners, students, staff, and other persons with a connection to us.

In some cases, collection of your personal information is required under New Zealand law (including the Education and Training Act 2020). Without your personal information, we may not be able to enrol you as a learner or student, employ you as a staff member or provide services and benefits to you.

We collect information about you in three ways:

This includes information provided:

• as part of our marketing, recruitment, enrolment, conferment and employment processes and operations;
• when you register for, enrol at, or use our services and facilities;
• when you register or attend events, functions and conferences;
• when you participate in surveys and competitions;
• through your discussions and interactions with us;
• when you apply for a scholarship or award; and
• if you make a donation or gift to us.

This includes information collected:

• through your use of our websites (including via cookies), emails, and other services and systems that we provide to you (including Wi-Fi and our learning management systems); and
• through CCTV footage and recording of courses lectures and events / seminars.

This includes information collected or provided:

• from publicly available sources (including media articles, social media, company and charity filings, and the internet);
• by relevant government or education agencies and providers;
• by third parties that provide services to us or you (including exchange partners, scholarship providers, and accommodation providers);
• through reference or other pre-employment checking prior to employment or provision of a benefit;
• by our photographers and videographers; and
• by third parties with whom we also share information (see below).

If you are a learner, student (or prospective student), the information we collect could include your:

• biographical details (including name, former name, alias, gender, gender identity and date of birth);
• contact details (including address, telephone, email, and emergency and alternative contact details);
• education record and academic/research history;
• citizenship or residency information;
• country of origin and ethnicity (see “Sensitive Information” below);
• iwi affiliation (if you are a Māori student);
• National Student Number;
• National Health Number;
• interactions and communications with us and our systems;
  your location (including whether you are accessing our systems from on or off-campus and your location on campus);
• device ID (when you use a device to connect to our systems);
• your image (for example, through CCTV footage and for student ID cards);
• your voice (through recording of lectures/seminars); and
• other information that you have decided to share with us.

In addition, depending on your programme of study or involvement with specific services that we offer, we could also collect information about your:

• areas of study interest (if you are a prospective student);
• passport and visa details;
• English language proficiency;
• health and disability information (where you have enrolled with Mauri Ora (our Student Health and Student Counselling Services), Disability Services, Accommodation Services or our recreation services, applied for a field trip, student exchange or study abroad programme, or have otherwise consented to us collecting this information – see “Sensitive Information” below);
• career information (including aspirations and relevant work history/experience);
• financial information (including how you will pay for your studies, credit/debit card or bank account details, where you have provided these to us);
• criminal convictions (if necessary for certain programmes or work placements – see “Sensitive Information” below);
• information provided through reference checking processes for accommodation or other benefits;
• health and travel insurance arrangements (if, for example, you are an international student or going on a field trip; and
• information about your child provided by you to our Early Childhood Centres (if you have enrolled your child in one of these Centres).

If you are a staff member, the information we collect includes your:

• biographical details (including name, former name, alias, gender, gender identity and date of birth);
• contact details (including address, telephone, email, and emergency contact details);
• education record and academic/research history;
  professional affiliations;
• previous employment history (e.g. your CV);
• bank account and tax information;
• citizenship and passport details, and (where relevant) information on your entitlement to work for us in New Zealand;
• criminal convictions, credit history and other pre-employment vetting and verification information (see “Sensitive Information” below);
• country of origin and ethnicity (see “Sensitive Information” below);
• iwi affiliation (if you are a Māori staff member);
• health and disability information (see “Sensitive Information” below);
• interactions and communications with us and our systems;
• your location (including whether you are accessing our systems from on or off-campus and your location on campus);
• device ID (when you use a device to connect to our systems);
• credit card details (where you have provided these to us);
• your image (for example, through CCTV footage, and for staff ID cards and the staff directory);
• your voice (through recording of lectures/seminars);
• photograph (for staff ID cards and the staff directory);
• information provided through reference checking processes;
• Information about your child provided by you to our Early Childhood Centres (if you have enrolled your child in one of these Centres);
• trade union membership (see “Sensitive Information” below); and
• other information that you have decided to share with us.

If you are a prospective staff member applying for a position with us, or a contractor engaged (or seeking to be engaged) to provide services to us, the information we collect about you will include the categories of information described above that are necessary for us to consider and decide upon your application for employment, or to decide and manage your terms of engagement with us.

If you are an alumni, the information we collect includes your:

• biographical details (including name, former name, alias, gender, gender identity and date of birth);
• contact details (including location, address, former addresses, telephone, email, social media and website links, contact preferences);
• education record and academic history (including your associations with us if you were a student – such as your hall of residence);
• ethnicity (if we were required to collect this under New Zealand law from when you were a student – see “Sensitive Information” below);
• interactions and communications with us and our systems;
  device ID (when you use a device to connect to our systems);
• responses to our electronic communications (including what you open, any comments you make, and your location); and
• events you have been invited to and whether or not you have responded or attended.

In addition, we could also collect information about your:

• family details, including spouse/partner and children;
• links with other organisations and individuals (including alumni, supporters and potential supporters);
• business details including positions, organisation, professional memberships and qualifications;
• career highlights and other lifetime achievements;
• outside interests and membership of groups;
• media articles; and
• other information that you have decided to share with us.

If you have had an association with us (you may have studied here short term, taken part in an exchange, attended an event or have some other association with us), the information we collect could include your:

• biographical details (including name, former name, alias, gender, gender identity and date of birth);
• contact details (including location, address, former addresses,
• telephone, email, social media and website links, contact preferences);
• interactions and communications with us and our systems;
  device ID (when you use a device to connect to our systems);
  links with organisations and individuals (including alumni, supporters and potential supporters);
• business details including positions, organisation, professional memberships and qualifications;
• credit card details (where you have provided these to us);
• career highlights and other lifetime achievements;
• outside interests and membership of groups;
• media articles;
• events you have been invited to and whether or not you have responded or attended;
• donations of time, expertise or money (including to organisations other than us); and
• other information that you have decided to share with us.

Our staff will have access to your personal information where they have a genuine need to do so for our purposes and legitimate interests (see “Why do we collect your information?” above). Wherever possible, we anonymise information so that you are not identifiable.
There are circumstances where we share some specific categories of personal information with external people and organisations. However, we only do this where it is strictly necessary for our Purposes (see above) or it is permitted or required by law (including the Privacy Act 2020 and Education and Training Act 2020). We do not pass on all information that we collect – only the absolute minimum required in the particular context.
We also ensure that any information we share is used by the external person or organisation only for the purpose for which we shared it and, if possible, we anonymise information so that you are not identifiable.
We will not sell your information to anyone.

People and organisations we share specific categories of information with include:

• New Zealand Government departments and agencies – including the Ministry of Education, the Tertiary Education Commission, the Ministry of Social Development (including Work and Income and StudyLink), the Inland Revenue Department, the Ministry of Foreign Affairs and Trade, the Ministry of Health and Primary Health Organisations (PHOs), Statistics New Zealand, Immigration New Zealand, the Accident Compensation Corporation, the Education Review Office, EducationNZ and the New Zealand Qualifications Authority;
• My eQuals;
• Local authorities – including the Greater Wellington Regional Council and the Wellington City Council;
• Other education providers in New Zealand and overseas (including tertiary education institutions, schools and English language testing services);
• Service providers contracted to the Wellington Uni-Professional (including third party accommodation providers);
• Organisations that provide services related to your status as a student or staff member (including public transport providers, academic dress hire providers and organisations that provide discounts or benefits);
• Law enforcement agencies and emergency services;
• Professional registration agencies (e.g. the Education Council of Aotearoa New Zealand and New Zealand Law Society);
• Organisations and individuals responsible for course moderation, accreditation or quality assurance;
• Ranking and benchmarking agencies;
• Alumni groups, societies, and organisations;
• Scholarship or prize providers and sponsors (only if you have applied for, or been awarded, a scholarship or prize);
• Social media – in order to provide targeted information on Wellington Uni-Professional programmes and events;
• Our Iwi partners (only where you have identified an affiliation with a particular iwi);
• Providers of StudentSafe insurance (only if you are an international student or are studying with us on an exchange);
• Organisations and individuals involved in hosting events that you attend;
• Your emergency contacts (in an emergency situation or if we have concerns about the safety, security or wellbeing of yourself or others);
• Our insurers, professional advisers and auditors.

We retain your personal information for as long as is necessary for our Purposes and Legitimate Interests and for us to comply with our legal obligations and perform our contracts with you.
We are required under New Zealand law to retain information in accordance with the Public Records Act 2005. If you are in the European Union, please note that in some situations, this may conflict with your rights under the GDPR.

We may carry out profiling, analytics or tracking activities (including by automated means) to:

• improve the quality of our teaching and learning activities.
• measure space utilisation on campus, traffic flows, and attendance at our activities (including lectures and tutorials);
• tailor support services and pastoral care for you;
• support you in your learning and academic achievement; and
• personalise our communications with you.

We do not engage in any form of profiling that would give rise to a claim of discrimination (including as defined in the Human Rights Act 1993).
We do not use solely automated processes to make any decisions that would affect you in any way.

We will use your information to communicate with you and carry out our marketing activities. Generally, these communications would be by email, text message, post or telephone. You can unsubscribe from these communications at any time by clicking on the “unsubscribe” link in an email or by emailing profdev@vuw.ac.nz or phoning 04 463 6556.
We do not pass on your information to other organisations for their own communications and marketing purposes.

Under the GDPR, information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetics, biometrics, health, sex life, sexual orientation and criminal convictions is considered sensitive information.
Health information held by Mauri Ora (our Student Health and Student Counselling services) or Disability Services is managed in accordance with the Health Information Privacy Code and any specific Privacy Notice relating to that information. This Privacy Notice does not apply to that information.

We are required under New Zealand law to collect information relating to:

• your racial or ethnic origin, as part of our admission and enrolment processes;
• your criminal convictions, if you are being employed in a role covered by the Children’s Act 2014.

We also collect information relating to:

• your racial or ethnic origin, for statistical purposes, the promotion of equity and diversity and to tailor support services;
• your criminal convictions, as part of our pre-employment vetting processes and where you have applied for certain programmes (e.g. education and health);
• your trade union membership information, to ensure that you are employed on the correct employment agreement; and
• your health information, as part of our employment processes, where you have enrolled with Mauri Ora (our Student Health and Student Counselling services), Disability Services, Accommodation Services or our recreation services, applied for a field trip, student exchange or study abroad programme, or otherwise as required by the New Zealand Government (for example, for public health reasons). This helps us ensure we can provide a safe and healthy environment.

We do not collect any other form of sensitive information. However, if you or others have provided it to us, we may hold it in our systems.
If you are in the European Union, please note that some New Zealand law requirements regarding our collection of sensitive information may conflict with your rights under the GDPR and we are required to comply with New Zealand law. If you have any concerns about our collection of sensitive information, please email profdev@vuw.ac.nz or phone 04 463 6556.

If you are an enrolled student, alumni or a staff member, a unique identifier (in the form of a Student or Staff ID number) will be assigned so that we can carry out our purposes effectively and efficiently.

We take all reasonable steps to keep your information safe and secure. In some instances, your personal information may be transferred, and held, by service providers in New Zealand and overseas (for example, where it is stored using a cloud-based service). Where this occurs, we do everything reasonably within our power to ensure that the service provider also has reasonable security and data protection measures in place. Like most organisations, we use a range of IT providers to provide services. We take reasonable care to select reputable IT providers to store and manage personal information.
We will not transfer your information to an overseas-based service provider or organisation unless we are satisfied that the service provider has obligations to protect your information in a way that is comparable to the protections afforded by New Zealand privacy law or you expressly consent to the transfer.

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong (and you are unable to update it yourself through a relevant online service). If you would like to do this, please email profdev@vuw.ac.nz. You may need to provide specific details about the nature of your relationship with Wellington Uni-Professional and the information you are seeking so that we can easily locate it for you.
We’ll respond to your request as soon as reasonably practicable and no later than 20 working days after we receive it.
You also have the right to make a complaint to the Office of the Privacy Commissioner if you think we have breached, or may have breached, your privacy. You can contact the Office of the Privacy Commissioner at www.privacy.org.nz.
In addition, the GDPR gives you the right to:

• withdraw consent, where consent is the legal basis for our processing of your information;
• be forgotten, that is request your information be removed from systems that we use to process your personal information. However, under New Zealand law, we are required to retain certain information under the Public Records Act 2005;
• request copies of your personal information in a structured, commonly used and machine-readable format and/or request us to transmit this information to another person (where this is technically feasible);
• restrict our processing in certain ways;
• object to certain processing activities by us; and
• make a complaint to a supervisory authority.

On occasions, we may supplement this privacy notice with other specific privacy notices. Those specific privacy notices apply in addition to this privacy notice.
We may also make available to you services provided by third parties. For example, the Office 365 suite and Nuku. When you use these services, the service provider may collect personal information from you in accordance with its own privacy notice. The service provider may share some or all of that information with us; we will hold personal information shared with us in accordance with this privacy notice but otherwise the service provider’s privacy notice applies to personal information collected by these third party services.

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We use cookies and other online tools to collect certain computer-generated information about users of our website and other digital platforms. We do this to enhance your experience, to display customised content, and to help us better understand how you use our website. You can read more about cookies, how they are used, and their implications for you at www.allaboutcookies.org.
We work closely with industry-recognised partners, such as Google, to collect and analyse this information. In addition to providing this information to us, sometimes this information is also aggregated and used by our industry partners directly. See our privacy policy for further information.
You are not required to provide this type of information, and you can disable cookies in your browser’s internet settings or by using private or incognito browsing mode. However, our website is designed to use cookie-based functions. Disabling cookies may cause some pages to display incorrectly or not at all. If you are having technical difficulties with any part of our website and have disabled cookies, you may wish to try re-enabling cookies for that page.