1 INTRODUCTION
1.1 The Prime Minister’s Scholarship Programme supports eligible athletes, coaches, officials and support team staff to attain educational qualifications or professional development while continuing in sport. As an applicant or recipient of a Prime Minister’s Scholarship (“you”), HPSNZ (“we, “us”) needs to collect certain information about you.
1.2 The purpose of this document is to help you understand how your information is collected, used, shared and protected by us, and how you can exercise your rights when it comes to your information.
1.3 If you are under the age of 16, your parent or guardian needs to read this statement so they can understand how your information will be handled by us.
2 YOUR RIGHTS
2.1 We respect your right to own and control your personal information.
2.2 This document explains what information we collect and why, as part of the Prime Minister’s Scholarships Programme.
2.3 If you have any concerns about this Statement, you can contact HPSNZ’s Prime Minister’s Scholarships Team at [email protected] and we will discuss the implications of this with you. Please bear in mind that:
a) if you are unable to provide us with the information described below, you may not be eligible for a Prime Minister’s Scholarship; and
b) incomplete applications will not be accepted, and we may contact you to request missing information, but this will not always occur.
2.4 You have the right to ask for a copy of the information we hold about you – and to ask us to correct information, if you believe it is incorrect. Please note that if you are under the age of 16, your parent or guardian can also request to access a copy of the information about you that we have captured during your time in the Prime Minister’s Scholarship programme.
3 WHY WE COLLECT YOUR PERSONAL INFORMATION
3.1 We collect and use your personal information to help us:
a) assess your eligibility and priority for a Prime Minister’s Scholarship and obtain any endorsements required for your application;
b) monitor your compliance with Scholarship requirements as described in the relevant Prime Minister’s Scholarships Programme Guidelines;
c) inform, assess, and improve our decision making in respect of the Prime Minister’s Scholarship Programme;
d) arrange and deliver award ceremonies (where applicable);
e) promote the Prime Minister’s Scholarship Programme, including publishing case studies on our website; and;
f) manage our investment, accountability and governance processes.
3.2 We may also use your information to comply with our legal and reporting responsibilities as a
New Zealand Government agency, for example, reporting to the Minister For Sport and Recreation on the success of the Prime Minister’s Scholarships Programme. We will always de-identify this information to the extent possible.
3.3 We will also use your information to understand trends and patterns amongst Scholarship recipients so we can better understand the needs of recipients and improve our investment programmes. However, these insights will not identify you.
3.4 We will limit the amount of information that we collect about you to what is necessary for the reasons above.
3.5 We will always ask for your permission before using your information in a way that identifies you for another reason, unless we are already permitted to do so under the law.
4 WHAT WE COLLECT AND HOW
4.1 We collect information from you directly through the Scholarship application process and also from your National Sporting Organisation (NSO). We may also collect information about you from your education provider and/or organisation you are placed with if your application is successful.
4.2 We may collect the following information about you. We will not necessarily collect all of this – what we collect about you will depend on the type of Scholarship you are applying for, whether you are awarded a Scholarship and how the Scholarship investment will be used. Information could include:
a) Identity information such as your name, date of birth, photo identification, and passport information so we can verify you are a New Zealand citizen;
b) Contact information;
c) Bank account information and Inland Revenue (IRD) details;
d) Education and scholarship history and current study details (including your student ID);
e) Estimated course costs;
f) Your study/sport/life plan;
g) Any other information you include in your Scholarship application or that your NSO provides in connection with your application.
5 HOW WE PROTECT YOUR PERSONAL INFORMATION
5.1 We are committed to keeping your information secure, and we work to enhance protections on an ongoing basis.
5.2 We manage your information in line with our information technology policies. Please contact HPSNZ’s Privacy Officer at [email protected] for more information or if you have any questions.
6 WHO CAN ACCESS YOUR PERSONAL INFORMATION
6.1 In all cases, we work to ensure that your information can only be accessed on a “need to know” basis and only for the reasons set out in Section 3.
6.2 To receive a Scholarship, your information may need to be accessed by a range of people within HPSNZ, your NSO and by other organisations as set out below. If we need to share information
about you with anyone else, we will ask for your consent first unless the circumstances are exceptional.
a) HPSNZ staff will need access to your information to the extent it is relevant to their role – e.g. Finance staff will need access to your bank details to process Scholarship payments;
b) Your NSO will receive relevant information – e.g. to provide the required endorsement, and to provide input on the prioritisation criteria outlined in the relevant Programme Guidelines;
c) Investment Panellists (some HPSNZ staff and some independent) – involved in the assessment process for applications;
d) Your education provider, internship provider, or professional development provider – e.g. a university may need to see some of your information for identification purposes;
e) Our suppliers – e.g. our Investment Software providers who help us deliver the Programme;
f) The public – may see information relating to successful applicants in limited circumstances, e.g. where a list of successful Scholarship recipients are published on our website.
7 RETAINING RECORDS AND THE OFFICIAL INFORMATION ACT
7.1 Retaining Records: We will keep records of your information so we can track the pathways of recipients and develop the Prime Minister’s Scholarships Programme, and so that HPSNZ can comply with its obligations under the Public Records Act. We will take steps to de-identify the information where possible.
7.2 Official Information Act: HPSNZ is a public sector organisation and is subject to the Official Information Act. HPSNZ always considers the privacy interests of individuals before responding to requests for information and will protect your privacy to the extent allowed under the law.
8 CONTACT INFORMATION
8.1 Remember, if you wish to exercise your privacy rights or have any privacy concerns at any time, you can reach out to a member of the HPSNZ Prime Minister’s Scholarships team at [email protected] . You can also contact HPSNZ’s Privacy Officer at [email protected]. If we cannot resolve your concerns, you can also make a complaint to the Office of the Privacy Commissioner.
8.2 We may update this Privacy Statement from time to time and we will notify you of any material updates that will affect your information by email to the address you have provided.
