Privacy

PROCEDURE

The soliciting of permission to publish

The school will solicit permission from parents/caregivers before releasing any personal information relating to students, photos or students’ work used for the purpose of advertising, newsletters, internet/computer, social media or notice boards.

The purpose of collection of personal information

The school will only collect information that is necessary for the purpose of fulfilling it’s role as a provider of education and will be information that is relevant – according to the legal requirement that govern school administration and management. 

The source of personal information

Information will be gathered from the actual person concerned.  Exceptions will only be those listed in the Privacy Act 2020.  It will thus be considered appropriate to gain information from parents about their children; e.g. Medical information.

The collection of information

When collecting information directly from the individual, reasonable steps will be taken to ensure that the individual is aware of the following; that information is being collected, the purpose of the collection, how that information will be used, whether this is a legal requirement and their rights of access to and correction of the information collected. Exceptions for this will be those listed in the Privacy Act 2020.

The manner of information

Personal information will not be collected by means that are unlawful, unfair or intrusive.

The storage and security of information

Information will be stored in a way that will give a reasonable assurance against loss, theft, unauthorised access or modification. In the Southland Adventist Christian School, this will include ensuring that confidential material is in a lockable cabinet, and that confidential information on the computer will be password protected.

Access to personal information

Individuals may request conformation of records held by the school, and must be given access to them if required.  This will include access of legal guardians to information on their children.

Accuracy of personal information

Individuals have the right to request a correction on the information held on them.

The checking of accuracy before use

Before using any personal information within the school, we will take reasonable steps to ensure that it is being used for the correct purpose, and that it is; accurate, up to date, complete, relevant, and not misleading.

The holding of information no longer in use

Information will not be kept for longer than is required for the purposes for which the information was legally collected or used for.  Any information that forms part of the historical archives of the school, will be kept in a secure place – with its use governed by the provisions of the Privacy Act and the Ministry of Education “School Records Retention/Disposal” Information Pack (Archives New Zealand) and the Public Records Act, 2005.

Limits on use of information

Any information collected on an individual that was collected with a specific purpose in mind, will not be used for a different purpose except as outlined in the Privacy Act 2020.

Limits on disclosure

Any information held on an individual by the school will not be disclosed to another person or agency except on the grounds as outlined in the Privacy Act 2020.

Assigning of unique identifiers

Unique identifiers will only be used when it is a necessary part of carrying out the school functions more efficiently.  When doing so the guidelines listed in Privacy Act 2020 will be adhered to.

Disposal of information

The disposal of information will be carried out in accordance with the requirements of the Ministry of Education “School Records Retention/Disposal” Information Pack (Archives New Zealand) and the Public Records Act, 2005.  All sensitive material will be shredded before disposal to protect the identity of the person/s the information has been collected about.

Security Cameras and Privacy

The use of security cameras at the school is intended to enhance the safety and security of students, staff, and property. The operation of security cameras will comply with the Privacy Act 2020 and other relevant legislation to ensure the privacy rights of individuals are respected. The following principles guide the use of security cameras at the school:

Purpose of Security Cameras

• Security cameras are installed to:

  • Deter and detect unauthorised access or damage to school property.

  • Ensure the safety of students, staff, and visitors.

  • Assist in investigating incidents that may occur on school grounds.

Placement of Cameras

Location Guidelines:

• Cameras will be installed only in areas where there is no reasonable expectation of privacy, such as hallways, common areas, parking lots, and exterior entrances.

• Cameras will not be installed in private areas, such as bathrooms, changing rooms, or staff break areas.

Signage:

• Clear, visible signage will be displayed at entrances to the property to inform individuals that surveillance is in operation.

Access to Camera Footage

Authorised Personnel:

• Access to security camera footage will be restricted to authorized personnel, such as school leadership, IT staff, or security personnel, as required for their roles.

Third-Party Access:

• Footage will not be shared with external parties unless:

  • Required by law (e.g., police investigations).

  • Explicitly authorised by the school leadership in response to a specific request.

Retention and Storage of Footage

Retention Period:

• Security camera footage will be retained only for as long as necessary to fulfill its intended purpose, such as investigating an incident.

• If no incidents are reported, footage will be automatically deleted when then the storage is full.

Storage Security:

• Footage will be stored securely, with appropriate technical safeguards such as encryption and restricted access.

Use and Disclosure of Footage

Use Restrictions:

• Footage collected via security cameras will only be used for its intended purpose, such as monitoring safety and investigating incidents.

• Footage will not be used to monitor staff or students for performance or behavior without prior notice, except in exceptional circumstances where safety or legal compliance is at stake.

Disclosure of Footage:

• Any disclosure of footage will be done in compliance with the Privacy Act 2020.

• Individuals captured in the footage may request access to view the relevant portion if it pertains to them, subject to legal or operational constraints.