Who we are
What personal data we collect and why we collect it
When communicating with us we may collect the following personal data.
Your name and contact details:
- If you correspond with one of our team
- When you volunteer at one of our events.
- When you become a supporter, corporate or educational network contact.
- If you enter into a contract with us.
Information about the number of children or adults attending an event with you:
- If you are a teacher or parent who is accompanying children to one of our events.
Communication we have with you – emails, letters, online messages and social media posts, feedback:
- When you engage with us via correspondence or social media activity
Sensitive personal information regarding your (or any accompanying children’s) health, your ethnicity or your alleged or convicted criminal offences:
- If you request assistance at one of our events
- If you volunteer at one of our events
- If you have an accident at one of our events.
- If you communicate special dietary requirements with us.
- If we ask for ethnicity through our evaluation activities (for the purposes of promoting equality and diversity)
- If your Police check shows a criminal conviction
Evaluation data from event questionnaires:
- Information that you choose to give us through our questionnaires/evaluations/surveys/polls.
Please consider that any personal information that you post on any of our social media platforms or comment areas is visible to all members of the public.
How do we process the personal data we collect and what legal grounds do we have to process it?
How do we process your data?
To process your attendance at one of our events (e.g. visitor, exhibitor, volunteer)
We will share your information with our registration provider (eventbrite or humanitix) to ensure you can access the event(s).
To manage our current and future relationships in our contact network (e.g. employers, sponsors, corporate contacts, government contacts).
We will use your information to contact you regarding how you are currently working with us. We will also make contact if we feel there is a possibility your organisation may work and support us to promote our event(s).
To communicate with you regarding any feedback or evaluations we receive
We will use your information to communicate with you to follow up and analyse the feedback you give us.
To manage your request for careers resources
We will use your information to ensure that the resources you requested are sent to you at the correct location.
To provide you with any marketing material you have requested
We will use your information to provide you with any marketing material you have requested through one of our portals. You can unsubscribe to this at any point.
What legal basis do we have for processing?
If you have provided us with your consent to process your data then giving us that consent provides us with the legal basis to process that data. Please note that you have the right to withdraw your consent at any time.
We may also process your data if its within our legitimate interests to do so, this means that is necessary for us to achieve our objectives as an organisation. We make sure that if we do process personal information on a legitimate interests basis that it is balanced against the rights and freedoms of the individuals.
We may also process your data under contractual necessity to fulfil contractual obligations.
We may also process your information to comply with a legal obligation or to protect your vital interests (e.g. in case of a medical emergency)
How do we use your data to tailor the service we provide?
How can you manage marketing messages you receive?
We may send you marketing communications by email if you have indicated that you would like to hear from us with regards to the work that we do and the programmes we manage.
If you would like to unsubscribe from these emails please follow the unsubscribe link at the bottom of the email you have received.
Please note that if you unsubscribe we may keep a record of your personal information to ensure that we do not send any further communication.
How long do we keep individual’s data?
We will only keep data as long as we need it. This timescale will vary for different types of data and reasons for processing. For more information on how long we retain data please contact us.
In some cases we may anonymise your personal information to use for statistical and research purposes – this information will no longer be associated with you.
How do we share your personal data?
We may share your personal data with the following categories of recipients:
Event logistics partners – When you register for one of our events, your details may be shared with our registration provider to administer your booking.
What are your rights
You are entitled to see copies of all the personal data that we hold on you. You also have the right to make changes to that data, request that your data be deleted or request that your data is moved to another organisation. To make a subject access request please email us.
Please note that if you registered for one of our events you can edit your details by logging onto the registration system.
If you consented to us sending you newsletters and information about our activities then you can unsubscribe using the link at the bottom of the email.
For more information on your rights under the GDPR please visit the Information Commissioners Office website here https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/ or visit data.gov.nz.
How to make a complaint
If you are unsatisfied with the way your data is being processed we would appreciate that you contact us in the first instance to resolve the matter.
Changes to this policy
This policy may change from time to time and if we make any changes to this policy we will inform you.
This policy was last updated in July 2020.