What we do with your personal information
How we use it
We will only use the personal information you provide to us for the purposes of delivering the services you have requested (such as responding to a query) or carrying out our lawful functions.
We may use your personal information to:
- contact you about your request, query or registration
- consider and respond to your enquiry
- improve our website and the delivery of our online services
- conduct internal statistical analysis and meet our reporting requirements.
When we share it
We do not generally share your personal information with third parties (other than third parties which are providing services to us). However, we may share your personal information in the following circumstances:
- If necessary to appropriately respond to your enquiry
- If you make a submission to us as part of a public consultation process. We may make submissions available in response to requests under the Official Information Act 1982
- We may share personal information with 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 safety. If our staff are threatened or abused, we may refer this to the Police.
- We will also share your personal information with the Office of the Privacy Commission in the event of a notifiable breach of your privacy.
Your privacy rights and how to contact us
The Privacy Act gives you rights to request access to and correction of the personal information we hold about you. You can take steps to control the ways we use your information (such as opting out of receiving newsletters). You can also complain to us or the Office of the Privacy Commissioner at any time if you think we have misused your personal information.
Contact us to exercise any of these rights, including the right to complain about our privacy practices. Remember that you can make an information request to us in any form.
Requesting access to or correction of your information
You have the right to request a copy of the personal information we hold about you (whether we have collected from you directly or from a third party). You also have the right to ask us to correct your information if you think it is wrong.
We will process your request as soon as possible, and no later than 20 working days after we receive it.
We may also occasionally need to withhold personal information under sections 49-55 of the Privacy Act, for example where the information requested is legally privileged. However, we will only ever withhold information where necessary to do so.
Complaining about our privacy practices
If you have concerns about our privacy practices, let us know about your concerns and we will try our best to resolve it. This could include escalating your concerns to ensure we have made the right decision and fully considered your concerns.
If we cannot resolve your concerns, then you have the right to complain to the Office of the Privacy Commissioner about our actions:
- Phone: 0800 803 909 (Monday to Friday, 10:00 to 15:00)
- By email:firstname.lastname@example.org
For more information about the complaints process visit the Office of the Privacy Commissioner’s website (external link)(external link).
This section explains how we collect, use and share personal information when we are engaging with the public and with agencies, including managing our enquiries function, receiving submissions or other public consultations, and social media activity.
The personal information we may collect about you
We only collect the personal information you choose to give us (for example, you decide how much detail to provide us as background to an enquiry), and you can opt out of our communications activities, such as receiving newsletters from us, at any time.
The information we may collect when you engage with us includes:
- your name (if you choose to provide it)
- your contact details, including your address, email address or phone number
- the content of your enquiry (our enquiries line may record calls for training purposes)
- any questions or comments you submit via email or other engagement methods
- details of any events you have registered for, including dietary or other specific requirements
- your responses to surveys or focus group discussions (usually these will be captured in a de-identified form)
- your submissions on public consultations
- information about your use of our website (explained further below).
Third party providers
We use some third party providers to manage some processes and services, such as newsletters, events registration, and surveys. Where we do this, any personal information you provide (such as your email address) may also be collected and stored by this provider and you should also check their privacy statements when using those services. We take steps to ensure that any providers we use can protect the personal information they process for us, including by conducting privacy impact assessments.
We use the following third party providers, however this is not an exhaustive list:
We collect anonymous data for website usage. Read Google Analytics Terms of Service (external link)(external link).
We may collect the following information about your use of our website (though, if we do collect it, please note we make no efforts to associate this with your identity):
- Your IP address
- The search terms you used
- The pages you accessed on our website and the links you clicked on
- The date and time you visited the site
- The referring site (if any) through which you clicked to our website
- Tour operating system (such as Windows 10)
- The type of web browser you use (such as Mozilla Firefox)
We may use web cookies to temporarily store information to enhance your browsing experience and helps us improve our website.
Cookies are small text files on your computer’s hard drive to collect information about your use of our website. Cookies do not collect identifiable information about you.
You can disable and enable cookies at any time and can continue to view our website.
Links to social networking services
We may use social networking services such as Twitter, Facebook, YouTube and Instagram to communicate about our work. When you communicate with us using these services, the social networking service may collect your personal information for its own purposes.
These services may track your use of our website on those pages where their links are displayed. If you are logged in to those services (including any Google service) while using our site, their tracking will be associated with your profile with them.
These services have their own privacy statements which are independent of ours. They do not have any access to the personal information we hold on our systems.
Web analytics/Social media cookies
We may use social media to communicate information to the public. These social media services have their own privacy policies and may track your use of our website on those pages where their links are displayed. They do this by the use of persistent session cookies. If you are logged in to those services (including any Google service) while using our site, their tracking will be associated with your profile with them.
To disable all cookies
Most web browsers will allow you to set some control over cookies in your browser settings. This includes deleting them from your browser or disabling them altogether.
If you do choose to set your browser to disable all cookies, this may affect your ability to use some of the features on our site.
To learn more about cookies and how you can manage them in your web browser, visit:
To enable or disable a cookie:
- Google Chrome:Settings > Show advanced settings > Privacy > Site settings
- Mozilla Firefox: Options > Privacy > History (use custom settings)
- Safari:Edit > Preferences > Privacy
- Internet Explorer:Tools > Internet options > Privacy