INTRODUCTION
Kaikorai Primary School (“we, “us”, our”) is committed to complying with the Privacy Act 2020 (the Act) when dealing with all personal information collected from the students, whanau, and community and will act in accordance with this policy and the relevant legislation.
Our obligations apply to all personal information that we collect, process, or receive. This may be in person or via email, social media, apps including Hail, over the phone, website, the new CCTV that has been installed in the new School build, or by any other means.
Personal information is “information about an identifiable individual”. It includes information that is simply about a person (e.g. a student’s eye colour) and information that may also identify them (e.g. the student’s name). The information does not have to identify the individual to be personal information.
This policy does not provide an exhaustive list or explanation of all aspects of our collection and use of personal information. The purpose of the policy is to summarise the types of information that may be collected, why we collect it, what it may be used for and the rights of students and whanau to access and correct it.
We are happy to provide any additional information or explanation needed or you can contact the School’s privacy officer, or for further information www.privacy.org.nz.
CHANGES TO THIS POLICY
We may change this policy by uploading a revised policy onto our Website. Any changes will apply from the date that we upload the revised policy.
This policy was last updated on December 13, 2021.
WHEN DOES THIS POLICY APPLY
This privacy policy applies to any personal information we collect from parents, guardians, relatives of our students, our students, whanau of our students, visitors to our School, from our website, from Hail, from CCTV and other persons with who we deal directly.
CHILDREN/ STUDENTS
We collect personal information from or about our students primarily for the purposes of providing education and learning. We rely on individual or parental consent for any personal information that we may collect from our students.
We will ensure that when we collect any personal information from our students we will do so by lawful means and in circumstances that are fair to the students.
CCTV
As part of the rebuild, the Ministry of Education has recommended the installation of CCTV in the School. This has been installed mainly for the purposes of addressing vandalism and the individual safety of all those that use our school. However, the information collected may also be used in limited circumstances by the Principal or the BOT for the purposes of student conflict, behavioural issues (for example bullying behaviour) and to ensure safe teaching practices.
WHAT PERSONAL INFORMATION DO WE COLLECT
We collect your personal information where you choose to provide it. The type of personal information we collect depends on the nature of our relationship with you.
When you visit our Website, we do not collect any personal information about you, except to a limited extent through the use of cookies.
When you fill in a contact or enquiry form on our Website, call us, meet us in person or otherwise contact us, we collect your name, email address, phone number and any other information you choose to provide to us.
When you sign up for our newsletter and other electronic alerts, we collect your name, email address, user preferences and any other information you provide to us when you ask to receive our newsletter or other alerts. You can unsubscribe from them at any time.
When you purchase products (e.g. stationery) or services (e.g. sports registrations) from us, we may collect your name, date of birth, email address, phone number, credit card information, and any other information you submit to us for invoicing purposes.
If you come onto the School grounds we may collect personal information about you through the use of our CCTV system. All video footage will be kept for 30 days before being deleted permanently.
Where you provide us with your personal information, you agree to allow our use of this information as detailed in this policy. We try to only collect the personal information necessary to fulfil your request. We will notify you whether the information we ask for is additional or optional.
Some of the personal information that we collect directly from you may be mandatory and some may be optional. We will let you know which of these applies at the time we collect the relevant personal information. While you do not have to provide us with some of the information that we may request, this might mean that our services may not perform as well as they should, or that we may not be able to provide some parts of the website or all of our services to you.
When you access and use our Website or related services we may automatically collect information about your device and usage of our Website, products and services, including your IP address, operating system, browser type, time spent on certain pages of the website, pages visited, links clicked and language preferences.
Some of this data is collected through third-party tools and/or the use of cookies, web beacons and similar storage technologies.
Email newsletter
We use Hail to send out newsletters to our subscribers. Hail provides analytics to us on how people interact with our newsletters (eg, how many subscribers have opened emails or clicked on links). This means that we and Hail will be able to see your name, email address and details about which links in our newsletters you have clicked on. We only use this information to assess newsletter effectiveness. For more information, see the Hail terms and conditions
HOW WE USE YOUR PERSONAL INFORMATION
We may use personal information about any student, parent, or whanau to:
Verify identity.
Assist us in providing education to our students or address any student conflict or behavioural issues
provide any services or documentation
contact you directly and electronically (e.g. by text or email for this purpose)
publish information on our Website (e.g. comments on pages)
invoice and collect money that may be owed to us, including authorising and processing banking transactions (for example sports fees, books and materials).
respond to communications, including enquiries and complaints
meet any Ministry of Education guidance, requirements, or legislation relating to the Covid-19 pandemic. For example, covid vaccine certificate information for parents/ whanau providing volunteer support in the classroom or EOTC.
conduct research and carry out statistical analysis
protect and/or enforce our rights and interests, including defending any claim
respond to lawful requests by public authorities, including to comply with law enforcement requirements, or
for any other purpose authorised by you or in accordance with the law.
DISCLOSING YOUR PERSONAL INFORMATION
We may disclose your personal information to:
Your child’s previous and future education providers
The Board of Trustees
Any of our teachers including the Principal and Deputy Principal
Oranga Tamariki
The Ministry of Education and the Ministry of Health or any other relevant government agency
any business that supports (or delivers services you have requested in connection with) our website, newsletter alerts, including any person that hosts or maintains any underlying IT system or data centre that we use to provide our Website, products or services or that we use to process payments
a credit reference agency for the purpose of credit checking you
third parties (for anonymised statistical information)
professional advisers e.g. accountants, lawyers or auditors
a person who can require us to supply your personal information (e.g. the NZ Police or regulatory/ enforcement authority)
any other person with your consent
any other person authorised by applicable law.
PROTECTING YOUR PERSONAL INFORMATION
As required we will take all reasonable steps to keep all personal information that we collect safe from loss, unauthorised activity, or other misuses.
We all play an important role in keeping your personal information secure by maintaining the confidentiality of any password and accounts used in relation to our services.
The Principal will be responsible for ensuring that all information collected is retained for only as long as it is needed, used for a relevant purpose and protected from misuse.
ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION
Subject to certain grounds for refusal everyone has the right to access their own personal information that we hold and to request a correction to that personal information. Before exercising this right, we will need evidence to confirm that you are the individual to whom the personal information relates or if it relates to a student you are the authorised guardian or carer.
Where a correction is requested, if we think the correction is reasonable and we are reasonably able to change the personal information, we will make the correction. In all other cases, we will take reasonable steps to make a note of the personal information that was the subject of the correction request.
Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information to be corrected and the correction that you are requesting).
We may charge you our reasonable costs of providing you copies of your personal information or correcting that information.
INTERNET USE
While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk.
If you follow a link on our Website to another website, the owner of that website will have its own privacy policy relating to your personal information. We suggest you review that website’s privacy policy before you provide personal information to that owner or website.
RETENTION POLICY
The personal information that we collect and use is not intended to be kept longer than necessary for the purposes for which it is collected. Generally, we will keep any personal information we collect for no longer than 1 year unless the law requires that we keep it for longer. For any personal information that relates to the students, we will maintain that information for the duration of their schooling at Kaikorai Primary School and in some cases up to 1 further year. Personal information that is collected through Seesaw will, for example, be deleted at the end of the student’s journey with us.
CONTACTING US
If you have any questions about this policy or our privacy practices, or if you would like to request access to, or correction of, your personal information, you can contact our Privacy Officer:
Name: Beth Downie
Email address: [email protected]
Phone number: 03 4640065