Privacy policy

Privacy Statement

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Changes to the privacy policy

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From time to time, we review and may update this Privacy Policy. Updates are uploaded to the Vine website(s) and take effect from that date. It is your responsibility to ensure that you are aware of the most recent version of this Privacy Policy.

This Privacy Policy was last updated on 13 March 2025.

1.           Definitions

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1.1.        Personal information has the meaning given under the Privacy Act. Generally it means information about an
identifiable individual.

1.2.        Privacy Act means the Privacy Act 2020 or any replacement legislation.

1.3.        Privacy Policy means this Vine Privacy Policy, as updated from time to time.

1.4.        Services means our programmes, events, tools and other initiatives that we provide.

1.5.        UniServices, we, or us means Auckland UniServices Limited, a New Zealand company of Level10, 49 Symonds Street, Auckland, company number 373821.

1.6.        University means the University of Auckland, a body corporate established under the University of Auckland Act 1961 and the Education Act 1989, of 22 Princes Street, Auckland, New Zealand.

2.           Collection of Personal Information – Who

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2.1.        Members of the public who choose to use our Services (for example, who register to receive our newsletter(s) and alerts).

3.           Collection of Personal Information – What and How

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We collect the following types of information in the following ways:

3.1.         We collect name and email address when you sign up online through our website to receive our newsletter and other information;

3.2.        We collect details of your name and email when you sign up on online to attend events organised by Vine;

3.3.        We collect details of your name and email address when you submit an event to be hosted by us in the Vine Calendar.

3.4.        We collect details of your name and the email and postal address provided when requesting to loan an item from our physical library.

3.5.        Other information that you choose to provide to us, for example, your image following your consent to being photographed or videoed;

We may use third party service providers and/or their tools to help collect the above information, as set out in clauses below.

4.           Use of Personal Information

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4.1.        Administrative purposes, including to correspond with you;

4.2.        Evaluating our own performance, and the impact of our Services on the health, education, social services sectors, both for our own purposes and as part of our commitments to our funders;

4.3.        To provide our programmes or other Services to you for which you have registered and/or chosen to receive;

4.4.        Records of your attendance for events;

4.5.        Where you engage with us as a professional, we may also (where we have your consent to do so) share your details with Police to obtain a background check prior to you providing services;

4.6.        Other purposes for which you have given us your consent, for example, where you consent to us posting an image or video of you on our website;

4.7.        Health and safety purposes (for example, where you are attending one of our events or where you are providing services for us at a third party location); and

4.8.        Other reasons permitted under the Privacy Act.

5.           Storage and Security of Personal Information

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5.1.        We take reasonable security safeguards to ensure that your personal information is protected against unauthorised loss, access, use, modification, disclosure and other misuse, but it is not possible to guard against every risk of misuse.

5.2.        We use trusted third-party providers to store information and/or to use their applications and other tools for our own purposes, for example:

5.2.1.    Unless otherwise stated, our websites are hosted using Amazon Web Services (AWS);

5.2.2.    We use Mailchimp to assist with electronic communications; Mailchimp’s own security policy (including privacy) is set out here: https://mailchimp.com/about/security/ and includes participation in the EU-US Privacy Shield.

5.3.        We store personal information only for as long as we need it or are required by law to keep it. Paper records are securely destroyed using our trusted third party provider, Iron Mountain.

6.           Disclosure of Personal Information

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We may share personal information to the following persons and organisations:

6.1.        The Police, for the limited purpose set out in clauses above;

6.2.        The University, as set out in clauses 9.1 and 9.2;

6.3.        Te Puna Aonui (on an anonymised and aggregated basis) as part of our reporting and other contractual commitments to them; and

6.4.        Other reasons permitted under the Privacy Act.

7.           Your rights to access and request correction of Personal Information

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7.1.        You can:

7.1.1.    Ask us to confirm what personal information we hold about you;

7.1.2.    Access and correct some of your own personal information through the Mailchimp Preference Centre;

7.1.3.    Request access to and correction of your personal information; and

7.1.4.    Provide us with a statement of correction to attach to your personal information if we choose not to correct your personal information.

7.2.         We will:

7.2.1.    Make are quested correction, where reasonable to do so; or

7.2.2.    Otherwise attach a requested statement of correction, where reasonable to do so.

7.3.        We may choose not to provide you with access to your personal information for certain reasons set out in the Privacy Act, for example, where:

7.3.1.    To do so could disclose information about another individual;

7.3.2.    To do so could endanger an individual’s safety;

7.3.3.    The information is protected by legal professional privilege; or

7.3.4.    The information is evaluative material able to be withheld under the Privacy Act.

7.4.        Where you request correction of your personal information, we may choose not to do so where we consider it is not reasonable to do so.

7.5.        If you wish to exercise any of your rights under the Privacy Act, please contact us at comms@vine.org.nz. You will need to:

7.5.1.    Clearly state your request;

7.5.2.    Tell us the name of the particular programme or other Service to which your request relates (if applicable);

7.5.3.    Tell us who you are and provide reasonable evidence of your identity if we ask; and

7.5.4.    Tell us if(and why) your request is urgent.

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8.           Keeping Your Information Up-to-date

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It is important that any contact details we hold about you are kept up-to-date. For example, we may need to contact you urgently if we suffer a security event such as unauthorised access or disclosure of your personal information. Please let us know if your contact details change. In the case of your mailing list subscription, you will be able to access and correct your information through you online access to the Mailchimp Preference Centre(accessible in the footer of all our mailing list communications).

9.           UniServices and the University

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9.1.        UniServices is the wholly-owned subsidiary of the University. UniServices carries out a number of programmes and services for, in conjunction with, or related to, the activities of the University.

9.2.        In addition, UniServices is located mainly within University campus areas, and shares a number of resources with the University, for example, office space and IT systems. In the course of Vine performing its activities, such as those described above, your personal information may be shared between UniServices and the University.

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10.         Marketing:

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10.1.     We do not sell your personal information to third parties for their marketing or other purposes.

10.2.     Where you have signed up to be on our mailing list or have otherwise provided us with your consent, we may send you information about our services, and/or events and events/services of third party organisations, including via email and other electronic messaging. You have the right to unsubscribe from those communications.

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11.         Cookies

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11.1.     Cookies are small text files that are stored on your browser or device by a website or app. We may use cookies and similar digital tracking tools to help remember users and monitor how they interact with our websites and apps. For example, we may use cookies to authenticate users, remember user preferences, and determine website traffic and trends.

11.2.     We also use cookies of third-party service providers, including Google Analytics, to help us analyse the information. Generally, that information is used to help us improve our online Services, monitor the interest in our Services, and to personalise users’ online experiences.

11.3.     You can disable the acceptance of cookies by adjusting the settings in your web browser, although this may restrict your ability to access some web pages.

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12.         Your other Privacy Rights

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12.1.     If this Privacy Policy has not answered your questions as to how we collect, use, store and share your information, please contact us at comms@vine.org.nz;

12.2.     If you have concerns that your privacy rights have been breached, you can:

12.2.1. Contact us with your concerns at comms@vine.org.nz and/or;

12.2.2. Lodge a complaint with the Office of the Privacy Commission. See https://www.privacy.org.nz/your-rights/making-a-complaint-to-the-privacy-commissioner/ for guidance.  

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