UPDATED June 2024.
This policy applies to users of the myschoolelection.nz website, returning officer dashboard, and voting platform.
Our Privacy Standards
1. In accordance with the Privacy Act 2020:
1.1 The Returning Officer uses Information from the school database to prepare the electoral roll and manage the election for a school board.
1.2 Parents are advised through schools, and via our website, that information is being provided to the Returning Officer for the purpose of the school election.
1.3 Schools transfer information to the Returning Officer via secure means, for example by direct upload or as password-protected files or other shared transfer protocol.
1.4 Returning Officers will store that information on our secure servers for the purpose of the election.
1.5 Personal information used for the election may be accessed, corrected, or deleted on request to the Returning Officer by the person concerned no later than 20 working days after the day on which the request is received.
1.6 Information is used only for the purpose of the election and no other purpose.
1.7 Once the election is completed, school database information is held only for as long as is reasonable to comply with legal or regulatory obligations. Normally, this would be within 90 days.
1.8 Unique identifiers may be assigned for the purpose of electronic voting, for voter authentication and verification purposes, and not for any other purpose.
2. Users of the website consent to the collection, use, disclosure, storage and processing of personal information for the purpose of the school board election.
3. The Returning Officer will use the following information:
3.1 For preparation of electoral rolls: Name, physical address or postal address and email address, and mobile phone number of parents and caregivers of students; and/or of staff; and/or of students eligible for the student representative electoral roll.
3.2. To meet the requirements of the Ministry of Education: Candidate name, physical address, email address, contact phone numbers; and optionally, gender, ethnicity and previous governance history; and optionally, a profile picture and candidate statement for preparation and publication of election materials.
4. The following information may also be held or accessed:
4.1 For voting purposes, allocated passwords and unique identifiers.
4.2 Metadata collected through our website, including IP addresses, computer and connection information, referrals from other web pages, standard web log information, language settings, time of access.
4.3 Payment information, such as debit or credit card details.
4.4 All communications, direct or indirect, with the Returning Officer and/or administrator.
4.5 Data related to software used in association with an election, for example, MailChimp or SMS messaging services, which may include pages viewed, buttons clicked, viewing time, keyword searches, and GPS coordinates.
4.6 Data that you give us permission to access on public platforms, such as Facebook, LinkedIn, Google. You may remove access at any time by contacting us at the address below.
4.7 Data that we may collect from public sources.
5. Information will not be shared with third parties except where required for the proper conduct of a fair, transparent, and secure election (for example, a mail-house for postal voting).
6. The Returning Officer will ensure that sensitive files are password-protected.
7. The Returning Officer will notify those affected by security breaches as soon as practicable after becoming aware of the breach.
8.1 The Returning Officer may use the information schools and parents provide to -
8.1 Communicate information about the election.
8.2 Verify users.
8.3 Authenticate access.
8.4 Publish candidate information.
8.5 Co-operate with the Ministry of Education or any other government, industry, legislative or regulatory authorities.
8.6 Protect and enforce legal rights and interests.
9. We may also use generic information provided by Returning Officers to -
9.1 Market this service to them.
9.2 Request payment for this service.
9.3 Monitor use of this website (for example, through cookies).
9.4 Link this website to other websites (with your permission).
10. Should you fail to provide the Returning Officer or website users with the information required to conduct the election, we may withdraw access to the website.
11. Users may request we stop sending marketing or promotional messages by contacting us at the address below.
12. We are a New Zealand based provider, and this website has been developed in New Zealand. The Privacy Act 2020 applies to our service.
13. Information, including personal information, may be held on servers or hosted on IT platforms that are held outside New Zealand. We take responsible steps to check that our service providers meet the high standards of protection that your information deserves.
1. Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit our website. They are widely used to make websites work more efficiently, as well as to provide information to the owners of the site.
We use the following types of cookies on our website:
2.1 Necessary Cookies: These cookies are essential for the operation of our website. They enable you to navigate the site and use its features.
2.2 Performance Cookies: These cookies collect information about how visitors use our website, such as which pages are visited most often. This information is used to improve how the website works.
2.3 Functionality Cookies: These cookies allow the website to remember choices you make (such as your username, language, or the region you are in) and provide enhanced, more personal features.
2.4 Targeting/Advertising Cookies: These cookies may be used to deliver relevant advertisements. They are also used to limit the number of times you see an advertisement, if any, and help measure the effectiveness of advertising campaigns.
We use cookies to:
3.1 Understand and save your preferences for future visits.
3.2 Compile aggregate data about site traffic and site interactions to offer better site experiences and tools in the future.
3.3 Provide advertisements and marketing communications that we believe may be of interest to you.
You can control and manage cookies in various ways. Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can obtain up-todate information about blocking and deleting cookies via these links:
4.1 Google Chrome
4.2 Mozilla Firefox
4.3 Safari
4.4 Microsoft Edge
Please note that if you choose to refuse or delete cookies, some features of our website may not function correctly.
We may also use third-party cookies from service providers such as Google Analytics, which helps us understand how you use our site and how we can improve it. These thirdparty service providers may use cookies in connection with the services they provide us.
When you first visit our website, you will be asked to consent to our use of cookies. By continuing to use our website, you are agreeing to our placing cookies on your device.
Under the GDPR, you have certain rights regarding your personal data, including the right to access, correct, delete, and restrict processing of your personal data. In New Zealand, similar rights are provided under the Privacy Act 2020.
For any matters related to our privacy policy contact us at office@myschoolelection.nz.
Please use the subject line Privacy Policy.