Website Privacy Policy

Last updated 29th August 2024

Our Privacy Policy reflects our commitment to your privacy. We want to be very clear about the data we collect, how it is used and your rights to control that information. This Website Privacy Policy is the website relevant extract from our full privacy policy, which is available on request.

The New Zealand Young Physicists’ Trust, (the Trust), complies with the New Zealand Privacy Act 2020 (the Act) when dealing with personal information. Personal information is information about an identifiable individual (a natural person).

This policy does not limit or exclude any of your rights under the Act. If you wish to seek further information on the Act, see www.privacy.org.nz.

The Trust collects and uses information through our website ww.iypt.org.nz in two ways

  1. Some information is collected every time you interact with us electronically, to enable that interaction. Some of this, for example your IP address, may be personal information but it will only be used for the electronic interaction and won’t be seen by humans.
  2. If you complete an Expression of Interest form via this site, we also start collecting your contact information. As a minimum this will be your name and email address. It can also include your phone number, school details as student or teacher.  Expression of interest information is deleted at the end of the competition year.
  3. If you enter and/or participate in the New Zealand Young Physicist Tournament, we will collect further information from you for the purposes of running the Tournament and selecting New Zealand Representative team for the International Competition. This information will NOT be collected by this website. Please request our full privacy policy for more details.
  4. No personal data, including the names and photographs of tournament participants, will be published on this website without explicit permission from the people whose personal data is shared in this way. The permission is collected when you enter the tournament and again if you accept selection into a NZ representative Physics team.

We will not sell, rent, or share your personal information to any third party for their own marketing purposes. We will keep you informed of which third party systems share or store your personal data.  Currently, the Trust uses the following third-party software applications to operate.

  • Google workspace
  • Airtable
  • Zoom
  • Microsoft Office

Any of these applications may contain some or all of the information you provided to us. All of our third-party software suppliers have strong security and privacy policies in place. However, you should know that in using these platforms the all the personal and non-personal information you share with DJA, will

  • be discoverable by any person providing professional technical support to our software vendors underlying IT systems or data centres.
  • be used for anonymised statistical information, for example Google analytics.
  • be held in servers located outside New Zealand so that your information is held and processed outside New Zealand.

In the unlikely event that these third-party services experience a security breach we will inform both yourselves and NZ Office of The Privacy Commissioner as soon as practically possible after we become aware of the incident. We will then follow the advice of the NZ Privacy Commissioner to respond to the breach.

Under the Act there are times when we are legally obliged to share your information with official regulators or law enforcement agencies. Where this occurs, we will, if legally able to do so, let you know this has happened.

Subject to the grounds for refusal set out in the Act, you have the right to access your readily retrievable personal information that we hold about you, and to request a correction to your personal information.

To exercise these rights, email our privacy officer Hazel Jennings at hazel.jennings@iypt.org.nz  Please note that,

  • We may not be able to respond to your complaint or request until we have established that you are the person the complaint or request relates to. We will talk you through this identification process if it is needed.
  • If you request a correction and we believe is reasonable we will make it.  If we cannot make the correction, we will note on your personal information that you requested the correction and why we could not make it.
  • We will, as far as legislation allows, inform you of the outcome of any complaint or query raised by you under the Act.

We may change this policy by uploading a revised policy onto the website. These changes will apply from the date that we upload the revised policy. When we make this kind of change, we will advertise it and, where possible, inform people of the change.