Union Policy, Rules and Code of Ethics
NZEI Te Riu Roa (New Zealand Educational Institute Te Riu Roa Incorporated) respects the privacy and confidentiality of members, potential members and users of web sites and social media sites that NZEI has control over under the Privacy Act 2020 and is committed to being open and transparent about how we manage your personal information.
What this policy covers
Where personal information is collected by third party web sites on behalf of NZEI Te Riu Roa the privacy policies of the respective organisations will apply except that information passed on
to NZEI Te Riu Roa will then be subject to this policy.
Collection and use of personal information
NZEI Te Riu Roa gathers and records personal information for the following purposes:
• To maintain a register of members of NZEI Te Riu Roa in accordance with the Incorporated Societies Act 2022 and the Rules of The New Zealand Educational Institute (Inc.)
• To provide support and services to members
• Organising and campaigning activities
• Branch functions and activities
• Event administration
• To communicate with members and non-members
• To conduct ballots or surveys of members
• To contact potential new members
NZEI Te Riu Roa will not sell or rent your personal information to any third party. But we will share limited personal information with trusted third parties that work on our behalf to:
• Distribute our email, print, social media, and other communications
• Conduct surveys or ballots
• Provide additional benefits or services to members
From time to time personal information might be provided to other third parties including:
• employers or their payroll agents in order to ensure appropriate employment agreement coverage and/or entitlements
• NZEI Te Riu Roa elected officials
In situations where NZEI Te Riu Roa is acting on behalf of an individual member, and disclosure to a third party (other than those mentioned above) is required, explicit permission to disclose will first be obtained.
In all such circumstances NZEI Te Riu Roa will only disclose sufficient personal information to allow the third party to undertake their function.
Third parties may not use any personal information provided by NZEI Te Riu Roa for any purpose other than that for which it was provided. We require any third parties to commit to protect the security and confidentiality of personal information provided to them.
Any personal information disclosed to NZEI Te Riu Roa by a third party will be treated in accordance with this policy.
Personal information supplied to elected officials will include the following privacy statement: You have been provided this information for the purposes of furthering the campaigning or organising aims of NZEI Te Riu Roa.
It must not be used for any other purpose nor be disclosed to anyone who is not an elected official or employee of the union. Where email addresses have been provided, then to maintain each member’s privacy, addresses must only be used in the Bcc field of any email that is being sent to multiple recipients.
Any breach of the above, whether accidental or not, must be reported to the Privacy Officer at NZEI Te Riu Roa – email@example.com
Storage and Security
NZEI Te Riu Roa stores the personal information we hold on either our own secure server located at Wellington or within a database hosted on Microsoft Azure Cloud Services.
We also use Microsoft Office 365 for our email and other office productivity applications. This means that some personal information we hold may be transferred to, or accessed from, countries other than New Zealand.
Flo2Cash Limited hosts the NZEI Te Riu Roa online membership application form and personal information from the form is passed on to us.
Flo2Cash has accredited security credentials to allow it to collect and retain credit card details. These details are not passed on to NZEI Te Riu Roa and we do not record and retain credit card details outside of the Flo2Cash environment.
NZEI Te Riu Roa takes all reasonable steps to ensure the personal information we collect is protected against loss, unauthorised access and disclosure or any other misuse.
Additionally, we ensure that any third parties provided with personal information meet our privacy and security requirements.
We are satisfied, for example, that Microsoft and Flo2Cash have adequate security and privacy safeguards in place to protect information it holds on our behalf.
Social media and web analytics
NZEI Te Riu Roa uses social media platforms, such as but not limited to, Facebook and YouTube. These social media services have their own privacy policies and may track your use of our sites or content hosted by them.
NZEI Te Riu Roa suggests users of such channels are always familiar and satisfied with the individual data and privacy policies of those organisations.
Any personal information collected by NZEI Te Riu Roa via social media will explicitly state the purpose for which it is being collected and held.
NZEI Te Riu Roa makes use of Google Analytics for web statistics that provides anonymous web usage data and web interaction analysis to us.
Cookies and automatic recall of web data
Telephone calls to NZEI Te Riu Roa are not routinely recorded. If a situation arises where an audio recording of a call is necessary, all parties will be made aware of this.
Video Calls and Conferencing
Video calls or conferences such as Zoom or Microsoft Teams might be recorded for the creation of a record or to make available for later viewing. In all instances where a recording is being made the convenor will notify participants.
Your rights: updating, requesting or deleting information
You have the right to know what information NZEI Te Riu Roa holds about you, and to correct it in case of error. These obligations are provided in line with the Privacy Act 2020, but do not supersede our obligations for information retention in line with other applicable New Zealand legislation, such as the Financial Reporting Act
If you have any questions about the information we hold about you or your membership details or any questions relating to this policy please contact our privacy officer at firstname.lastname@example.org