Skills Group (Skills Organisation Incorporated, Skills International Limited and Shift Innovation Centre) must collect, use and share personal information about the people we deal with to meet our core purposes. This privacy statement explains how and why we do this and also how we store and protect it, and how you can access and correct it.
We don’t just view privacy as a compliance requirement, we see it as a fundamental part of our values:
Real – We are genuine, and we will always be honest and upfront with you about our privacy practices, and any data breaches that affect your information.
Smart – We love to find better ways to do stuff, and that includes managing and protecting your personal information. We’re continuously improving our privacy practices because we know how important these are to trainee trust and confidence..
Partner – Partnering is in our DNA, and we think it is important to partner with our trainees and let them access and correct their information at any time. After all – you’re the best person to ensure that we’re using up-to-date information.
Grow – We grow others and ourselves, and we need information about you to do this well. We will always make sure we collect only the information we need to grow you and we will only use your information for legitimate purposes.
When we collect personal information from you (for example, when you sign our training agreement), we may also tell you other things about the way we’ll manage that information. It is important that you read and understand this statement and any other things we tell you about privacy. You can always ask us if you’re not sure.
We may update our privacy statement, to reflect changes to privacy regulations or our business operations. This privacy statement was last updated in November 2018.
We collect personal information from you directly (or via your employer or one of our overseas diplomatic posts) when you apply for any of our services, or when you engage with our call centre, website or contact us in other ways. We may generate information about you internally when we’re delivering services.
We may also collect information about you from third parties, including your employers, your other training providers or government agencies such as the Tertiary Education Commission, NZ Qualifications Authority or (where you are an overseas-based trainee) the Ministry of Foreign Affairs and Trade.
In all cases, we’ll only ever collect or generate the minimum amount of personal information necessary to meet our purposes. If you choose not to provide any of the personal information requested, we may not be able to consider you for enrolment in a training programme and our ability to deliver services to you may be affected.
If you are a NZ-based trainee, we may collect the following personal information about you:
If you are an overseas-based trainee, we may also collect the following personal information about you:
We also collect the following information about you when you use our websites or online services:
We will usually tell you why we need to collect information about you at the time we ask you for it. In general, however, we collect personal information in order to deliver the services you have requested from us (that is, meet our contractual obligations to you and your employer), improve and grow our business and market our services, comply with our contractual and regulatory reporting requirements, and keep our trainees and staff safe.
To meet the purposes set out above, we need to process (that is, use and share ) the personal information we collect about you. We will only process your information in the ways set out below. If we need to process your information in a way we did not anticipate, then we will do so only with your consent or if we are otherwise required or permitted by law to do so.
We will use the personal information we collect about you to:
We use the personal information collected when you use our website or online services to:
We store all the personal information we collect or generate electronically on password-protected servers located in New Zealand and overseas (with IT service providers in Australia and Singapore). We also store some personal information in hard copy, where necessary. We keep all hard copy documentation in secured cabinets.
We retain personal information only for as long as we have a lawful purpose to use it. Usually, we retain information about trainees for the duration of their training plus a further two years to allow us to manage any complaints or queries about training and meet our regulatory and reporting obligations.
When we no longer need to use it, we securely destroy it. We also make sure that any third-party service providers which hold personal information on our behalf destroy the information we no longer need.
We take reasonable steps to ensure the personal information we collect is protected against loss, unauthorised access and disclosure or any other misuse.
We recognise that we’re accountable for your personal information wherever it is in the world. Where we can, we will use cloud platforms that host our data only in countries that have adequate privacy laws in place. However, where we cannot do this, we take reasonable steps to ensure that any third-party service providers we use can meet our privacy and security expectations.
Most of the personal information we hold is stored on Microsoft 365. Microsoft has put in place a significant number of security and privacy safeguards to protect information it holds on our behalf. You can read more about Microsoft’s privacy and security practices here.
In addition to using safe and secure systems, we:
You have the right to ask us for a copy of the personal information we hold about you. You also have the right to ask us to correct your information if you believe it is wrong. These are important rights and we’re committed to making it easy for you to exercise them.
If you want to make a request about your personal information, the best place to start is to talk to your Account Manager. However, you can also contact us in the following ways:
Where you use our contact form or write to us, please make sure you put the word “PRIVACY” in the subject line, to ensure that your request goes to the right person.
We may need to verify your identity or authority before responding to your request. Once we’ve verified who you are, we’ll try and respond to your request or query as soon possible, and no later than 20 working days after we receive it.
There are some things we need to do with your information – like using or sharing it to deliver the services you have requested from us – but where we’re using your information in other ways that are not critical to services, then you may be able to ask us to stop doing this.
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