This Privacy Notice governs our collection, use and disclosure of your personal information.
This Privacy Notice governs our collection, use and disclosure of your personal information (as defined in the Privacy Act 2020 (Privacy Act)) and has been prepared in accordance with our obligations and your rights set out in the Privacy Act. We may change this Privacy Notice from time to time. What type of personal information do we collect? When we say ‘personal information’ we mean identifiable information about you, relating to your: • identity including your name, marital status, title, date of birth and gender • contact details including your address, email address and telephone numbers • financial details including bank account and payment card details • transaction details including details about payments to and from you and other details of services you have requested • technical information including internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our websites • profile information including requests made by you, your feedback and survey responses • usage information including information about how you use our website, facilities and services. We may also collect any other information provided by you in connection with, or specifically related to your communications with us or your use of our services or facilities. When do we collect your personal information? We may collect your personal information when you, or someone acting on your behalf, provides information to us directly. For example, when you: • apply for employment with us • communicate and correspond with us, whether in person, by letter, phone, text, email, instant messages or other means of electronic communication • complete and submit forms for our services. For example: applications for consents, licences, approvals, permits, funding or other authorisations or for the use of any of our services or facilities, including signing up for and using our online services and apps, such as our online payment services • prepare and submit a written submission, request or other feedback in relation to applications for consents, licences, approvals, permits, funding or other authorisations, or in relation to consultation on any form of draft or proposed plan, policy, bylaw or other document • use any of our services or facilities • subscribe to our newsletter or update services • follow or post comments in response to our social media or other facilities such as Facebook, Twitter, LinkedIn, YouTube, etc. We may also: • keep a record of any information that you acquire from us • monitor and record phone calls made to or by us for quality control or staff training purposes. If a call you make to us, or that we may make to you, is to be monitored Your personal information is any information about you. Your name, contact details, finance, purchase records, anything that you can look at and say, ‘this is about me’ and recorded, you will be informed of this at the time of the call • collect personal information about you from other organisations, entities or persons, such as: our related organisations including partners where you have authorised them to provide us with information, the New Zealand Police, credit reporting agencies and other organisations, entities and persons where you have expressly authorised them to provide us with information, our suppliers which include solicitors and conveyancers. Why do we collect your personal information? We only collect your personal information when it is necessary for a specific purpose connected with the services we provide.
What do we use your personal information for? The personal information that we collect from you, or someone acting on your behalf, may be used for any of the following purposes: • to provide you with services or facilities, including: those you have requested; and assisting our partners to provide such services or facilities to you • to positively confirm your identity. This is to avoid inappropriate release or use of your information • to respond to correspondence or to provide you with information that you have requested • to process your application for any programme, funding or other authorisation for which you have applied • to process your application to use or to register for any of our services or facilities, including our online services • to process payments received by or made by partners • to respond to your requests, enquiries or feedback, or for customer care related activities • to provide you with information about our events, news, services or facilities, or the events, news, services or facilities of our partners that we consider may be of interest to you • to comply with relevant laws and regulations • to carry out activities connected with the running of our business or operations • for any specific purpose which we notify you of at the time your personal information is collected • to carry out surveys to improve our business processes and operations, based upon your feedback • for general administrative and business purposes. Who do we share your personal information with? We may share your personal information with: • any person engaged to provide products or services to you on our behalf, where your personal information is necessary for the provision of those products or services • Partners, in order to assist with the functions and services that they provide • a third party if we are required to do so under any laws or regulations, including to comply with their obligations under the Local Government Official Information and Meetings Act 1987,
Building Act 2004 and Resource Management Act 1991 • a third party in the course of legal proceedings or other investigations. This may include sharing CCTV footage with the New Zealand Police or other public sector agencies where criminal activity is reported or suspected. The New Zealand Police may also access live feeds from certain CCTV cameras from time to time, for law enforcement, investigation and emergency response purposes • any person you authorise us to disclose your personal information to • any person, if that information is held in a public register, • a third party contracted by us to provide data hosting services and who may be based in other countries such as Australia or the USA. Appropriate safeguards are put in place to ensure adequate protection of information. We only collect your personal information for a specific purpose connected with the services we provide What information do we make public? We are required by law to make certain information that we hold available to the public. How do we protect your personal information? Looking after your information is our priority. We are committed to protecting your personal information and take reasonable steps to ensure it is: • protected against loss, damage, misuse and unauthorised access. We restrict access to personal information to those individuals who need access to this information in order to assist us in performing our duties and obligations • accurate, up to date, complete, relevant, and not misleading. How long will we keep your personal information? The length of time we keep your personal information depends on what it is and whether we have an ongoing need to retain it (for example, to provide you with a service you’ve requested). We may retain all personal information that we collect (on both our active systems and our archive systems), for as long as administratively necessary, in accordance with the EMA's information retention policies and disposal schedule. To determine the appropriate retention period of your information, we consider the nature, sensitivity, appropriate legal obligations, the potential risk of harm from unauthorised disclosure, the purposes for which we process your information and whether these purposes can be achieved though alternative means. What if you do not want to provide the personal information requested? If you do not provide us with all of the personal information about you that we request, we may not be able to adequately respond to your correspondence, process any applications you have submitted, provide the services or facilities you have requested, process payments or otherwise deal with any requests or enquiries you have submitted. In some circumstances, failure to provide information when requested may be unlawful, and/or result in legal consequences. These circumstances and the potential consequences will be explained to you when your personal information is collected. What are your rights? You have the right to know what information we hold about you, to request a copy and to request that we correct your information if inaccurate. Your rights of access to and correction of any personal information we hold about you are subject to the procedures set out in the Privacy Act. • Accessing your information or obtaining a copy of your information: You may request confirmation of whether or not we hold any personal information about you and you may request access to your personal information that we hold. If you request to access your information, we take steps to confirm your identity. This might involve asking you some security questions and checking your identity documents. Once we verify your identity, we will provide you with confirmation and access unless one of the grounds for refusal under the Privacy Act applies. • Updating and correcting your information If you think the information we hold about you is inaccurate, you may request changes to your personal information. If we agree that your personal information is to be corrected, we will provide you with an amended record of your personal information if requested. If we do not agree that the information needs to be corrected, we'll make note of your request on the disputed information as a 'statement of correction'. We will endeavour to respond to your request as quickly as possible and no later than 20 working days after you make your request.
You can contact us at any time to ask about our Privacy Notice and privacy practices, to let us know that you're concerned about anything or make a complaint about the way we've handled your personal information. If you have any queries about personal information collected, please contact: EMA, 145 Kyber Pass Road, Auckland If you're not satisfied with the way we've handled your complaint, you have the right to make a complaint to the Office of the Privacy Commissioner. Complaints can be made online at https://www.privacy.org.nz/
or sent by post to: Office of the Privacy Commissioner PO Box 10094 Wellington 6143