Privacy Policy

The National Science-Technology Roadshow Trust Privacy Policy

1. Purpose

The National Science-Technology Roadshow Trust (“the Trust”, “we”, “us”, “our”) is committed to protecting personal information in accordance with the Privacy Act 2020 (New Zealand) and the Information Privacy Principles.

This policy outlines how we collect, use, store, protect and disclose personal information in carrying out our charitable purposes.

2. Scope

This policy applies to personal information collected through:

  • School and programme registrations
  • Event participation
  • Website use
  • Email and written correspondence
  • Surveys and feedback
  • Trustee, contractor and volunteer engagement
  • Any other interaction with the Trust

3. What Information We Collect

Depending on the nature of engagement, we may collect:

  • Names and contact details
  • School and organisational details
  • Registration information for programmes or events
  • Student names (where required for programme delivery)
  • Photographs or video recordings
  • Feedback and survey responses
  • Trustee, contractor or volunteer information
  • Invoicing and payment information
  • Website usage data

We only collect information that is reasonably necessary for our activities.

4. How We Collect Information

We collect personal information:

  • Directly from individuals
  • From schools or organisations
  • Through website forms
  • Through event or programme registration processes
  • Via email and correspondence
  • Through surveys and evaluation tools
  • Through cookies and website analytics

Information is collected using lawful, fair and transparent methods.

5. Purpose Of Collection

We collect personal information to:

  • Deliver science and technology outreach programmes
  • Communicate with schools, participants and stakeholders
  • Manage bookings and logistics
  • Evaluate and improve our services
  • Meet funding and reporting obligations
  • Administer governance and operational functions
  • Comply with legal requirements

We do not use personal information for purposes unrelated to our operations.

6. Children and Young People

As we operate within schools and engage with young people, we take particular care with children’s personal information.

Where appropriate:

  • We rely on schools to obtain necessary parental or guardian consent.
  • We minimise the collection of identifiable student data.
  • We seek consent before publishing identifiable images, where required.

7. Storage and Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

Information may be stored:

  • In secure cloud-based systems
  • On password-protected devices
  • In secure physical storage (where applicable)

Access to personal information is limited to authorised personnel.

8. Disclosure of Personal Information

We may disclose personal information:

  • To schools or programme partners involved in delivery
  • To contractors or service providers who assist us
  • To funders, where required for reporting purposes and in accordance with privacy obligations.

We do not sell personal information.

Where information is processed by third-party service providers, including cloud service providers, we implement reasonable administrative, technical and physical measures to ensure appropriate privacy safeguards are in place. Some information may be stored or processed outside New Zealand.

9. Data Retention

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, or as required by law.

10. Access and Correction

Individuals have the right to:

  • Request access to the personal information we hold about them
  • Request correction of inaccurate or incomplete information

Requests should be made to our Privacy Officer. We will respond within the timeframes required by the Privacy Act 2020.

11. Privacy Breaches

If we experience a privacy breach that is likely to cause serious harm, we will:

  • Notify the Office of the Privacy Commissioner as required by law
  • Notify affected individuals where appropriate
  • Take steps to mitigate harm and prevent recurrence

12. Website Cookies and Analytics

Our website uses cookies and analytics tools to understand site usage and improve performance.

Cookies may collect information such as browser type, device type and pages visited. You may disable cookies through your browser settings.

13. Marketing Communications

We will only send electronic communications in accordance with the Unsolicited Electronic Messages Act 2007.

Recipients may unsubscribe at any time.

14. Privacy Officer

The Trust has appointed a Privacy Officer responsible for ensuring compliance with the Privacy Act 2020 and handling privacy requests or complaints.

Contact: privacyofficer@roadshow.org

15. Complaints

If you believe your privacy has been breached, please contact our Privacy Officer.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner at www.privacy.org.nz.

16. Policy Updates

We may update this Privacy Policy from time to time. The most current version is available on our website.