This privacy statement describes how the Ministry collects, stores, uses and discloses your personal information in its database, BoardConnector, and how we protect your privacy.
We handle your personal information in accordance with the Privacy Act 2020 and this privacy statement.
Collecting your personal information
We only collect and store the personal information (including your contact details and CV) you voluntarily choose to supply to us. We do not collect your personal information from any third-party source.
We will only be able to consider you for governance roles, by using and disclosing your personal information, if the information you provide is accurate, up to date, complete, relevant and not misleading.
We collect your personal information to assess whether you have the appropriate skills and experience for available board roles.
Using your personal information
We will generally only use your personal information for the purposes it was collected for, or for purposes that are directly related to those. In practice, this means we will use your information to:
- match your skills and experience against the requests we receive for candidates for governance roles;
- recommend you as a candidate to an appointing organisation;
- contact you about upcoming vacancies, workshops on governance and leadership, and other relevant items.
We will not use your personal information for any other purpose unless:
- you have authorised us to do so; or
- information is used in a form in which you cannot be identified; or
- is used for statistical or research purposes and will not be published in a way that could reasonably identify you; or
- the information comes from a publicly available source and it would not be unfair or unreasonable to use it; or
- it is necessary to:
- avoid prejudice to the maintenance or enforcement of the law, including preventing, detecting, or investigating offences, or enforcing a law that imposes a pecuniary penalty;
- protect public revenue;
- conduct or prepare for proceedings before a court or tribunal;
- prevent or lessen a serious threat to public health or safety, or to the life or health of any individual.
Disclosing your personal information
We will only disclose your personal information when it is necessary for the purposes it was collected for, or for purposes that are directly related to those. For example, we may disclose your information to a relevant appointing organisation when you are being considered for appointments.
In limited circumstances, we may disclose your personal information without notifying you first. This may occur when we are asked by an appointing organisation for recommendations in confidence, and we believe that you are a good fit for the role. If you are short-listed, the appointing organisation will contact you directly.
We will not disclose your information for any other purpose or to any other agency or person unless:
- you have authorised us to do so; or
- information comes from a publicly available source and it would not be unfair or unreasonable to use it; or
- it is necessary to:
- avoid prejudice to the maintenance or enforcement of the law, including preventing, detecting, or investigating offences, or enforcing a law that imposes a pecuniary penalty;
- protect public revenue;
- conduct or prepare for proceedings before a court or tribunal;
- prevent or lessen a serious threat to public health or safety, or to the life or health of any individual;
- enable an intelligence and security agency to perform any of its functions;
- facilitate the sale or other disposition of a business as a going concern; or
- the information is used in a form in which you cannot be identified; or
- it is used for statistical or research purposes and will not be published in a way that could reasonably identify you.
If we need to disclose your personal information to an overseas organisation, we will only do so where we believe, on reasonable grounds, that appropriate privacy safeguards are in place, or where you have expressly authorised the disclosure after being informed of the potential risks.
Storing your personal information
We will securely store your personal information. It will only be accessed by the Ministry employees who are authorised to manage BoardConnector.
You can access and correct any personal information we hold about you by logging into your BoardConnector account.
Your records will be held until you de-register from BoardConnector. You can de-register by logging into BoardConnector and clicking “I no longer wish to be a BoardConnector member”. However, if you have chosen to de-register, and we have nominated you for a role previously, we are required to keep a record of that nomination for seven years, regardless of whether you were offered or took up that role. In this instance, your profile will be deactivated, and we will not contact you or propose you as a candidate for future opportunities.
If any personal information has been transferred by the Ministry to an appointing organisation, the responsibility is on the organisation receiving the information to hold the information and maintain it in a manner that complies with the Privacy Act 2020.
Questions or concerns
For any questions about how your personal information is collected, used, or stored by the Ministry in relation to BoardConnector, please email us at boards@women.govt.nz.