THE IMPORTANT LEGAL STUFF

Privacy Policy

Last updated: 01/04/2025

1. Purpose

Zealive Institute of New Zealand ("Zealive Institute", "we", "us", "our") is committed to protecting your privacy in accordance with the New Zealand Privacy Act 2020. This Privacy Policy outlines how we collect, use, store, disclose, and protect your personal information when you use our online enrolment application form and interact with our services.

2. Scope

This policy applies to all personal information collected from prospective students, enrolled students, educational agents acting on behalf of students, and visitors interacting with our online application system and website.

3. Policy Statements & Legal Basis

We collect and process your personal information based on the following principles and legal bases:

Consent: By submitting the enrolment form and agreeing to this Privacy Policy (via the checkbox on the application start page), you consent to the collection and use of your information as described herein.
Contractual Necessity: Processing your information is necessary for us to assess your application, manage your potential enrolment, and provide educational services if you are accepted (fulfilling our agreement with you).
Legal Obligation: We are required by New Zealand law to collect certain information and report it to government agencies (e.g., Ministry of Education, NZQA, Immigration New Zealand, Tertiary Education Commission).
Legitimate Interests: We may use information for purposes like improving our services, ensuring security, and administrative functions, provided these do not override your rights.

We are committed to transparency, data minimisation (collecting only what is necessary), and ensuring the security of your information.

4. Automatically Collected Information

When you use our online application or website, we may automatically collect technical information such as your IP address, browser type, device information, and usage patterns (pages visited, time spent). This data is typically anonymised and used for system administration, analytics (to improve user experience), and security monitoring.

5. Voluntarily Provided Personal Information

We collect personal information that you directly provide through the online enrolment form. This includes, but is not limited to:

Personal Details: Full name, gender, date of birth.
Contact Information: Email address, phone numbers (NZ and home country), addresses (NZ and home country).
International Student Information: Nationality, passport number, passport expiry date, current NZ visa type (if applicable).
Educational Background: Details of previous English studies or tests (course name, year, score).
Agent Details (if applicable): Agent company name, contact person, email address.
Emergency Contact Information: Name, relationship, phone, email, address.
Support Needs: Information about medical conditions, disabilities, or learning needs you choose to disclose.
Service Requests: Accommodation assistance requests, airport transfer details (airline, flight number, arrival date/time).
Insurance Information: Choice of insurance arrangement, preferred provider (if applicable), start date, pre-existing medical condition declaration and details.
Under 18 Information (if applicable): Parent/guardian name, relationship, contact details, accompanying status.
Uploaded Documents: Copies of passport, visa, academic certificates, English test results, agent appointment forms, parent/guardian passport (if under 18), and any other documents you upload.
Declarations and Signatures: Your agreement to terms, name, date, and electronic signature data. Guardian and Agent signatures where applicable.

This information is essential for processing your application and managing your potential enrolment.

6. Information Collected as Part of the Learning Journey

Should you enrol with Zealive Institute, we will necessarily collect further personal information related to your academic life, such as:

Enrolment details and course selections.
Attendance records and academic progress reports.
Assessment results and grades.
Communications with academic and support staff.
Use of learning platforms or library resources (if applicable).
Feedback provided through surveys or other channels.

7. Storage, Use, and Disclosure of Personal Information

Storage: Your personal information is stored on secure servers, primarily located [Specify Location, e.g., within New Zealand or specify cloud provider region if applicable]. We implement technical and administrative safeguards to protect your data.

Use: We use your information for the primary purposes of:

Evaluating your application for admission.
Administering your enrolment and academic progress.
Providing educational instruction and support services (including accommodation and airport pickup if requested).
Arranging and managing required insurance policies (if requested).
Communicating important information regarding your application, enrolment, or studies.
Meeting our legal and regulatory reporting requirements to New Zealand government agencies.
Internal administrative purposes, quality assurance, and service improvement.

Disclosure: We will only disclose your personal information when necessary and legally permitted. This may include sharing information with:

New Zealand Government Agencies: Ministry of Education (MoE), New Zealand Qualifications Authority (NZQA), Immigration New Zealand (INZ), Tertiary Education Commission (TEC), as required for funding, statistical reporting, visa compliance, and quality assurance purposes.
Student Fee Protection Trustee: Our appointed trustee (e.g., Public Trust) as required by NZQA rules to protect your fees.
Your Nominated Agent: If you applied through an agent and have provided consent, we will communicate with them regarding your application and enrolment status.
Service Providers: Third parties providing essential services to us (e.g., IT hosting, software providers, insurance providers if arranged by us) under strict confidentiality agreements.
Emergency Services/Contacts: In case of an emergency affecting your health or safety.
Other parties as required by law: Such as law enforcement or courts, if legally compelled.

We do not sell your personal information.

8. Cookies and Data Security

Our website uses essential cookies for functionality and may use cookies for analytics purposes to understand how our site is used. You can usually manage cookie settings in your web browser.

We take reasonable steps to protect your personal information using measures like access controls, data encryption (where appropriate), and staff training. However, please be aware that no method of electronic storage or transmission over the internet is 100% secure.

9. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including processing your application, managing your enrolment (if applicable), and meeting our legal, regulatory, and archival obligations (e.g., NZQA requires retention of student records for a set period). After this period, your information will be securely destroyed or anonymised.

10. Your Rights: Access and Correction

Under the New Zealand Privacy Act 2020, you have the right to request access to the personal information we hold about you and to request correction if you believe it is inaccurate. Please submit such requests in writing using the contact details provided below. We will respond to your request in accordance with the Act.

11. Data Deletion

You can request the deletion of your personal information. We will comply with your request where possible, subject to our need to retain certain information to meet legal or regulatory requirements or for ongoing administrative purposes directly related to your past enrolment (if any).

12. Limits of our Policy

This policy applies only to information collected and processed directly by Zealive Institute. Our website or communications may contain links to third-party websites or services with their own privacy policies. We are not responsible for the privacy practices of these external sites.

13. Changes to this Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The updated version will be posted on our website with a revised "Last updated" date. Your continued interaction with us after changes are posted constitutes acceptance of the revised policy.

14. Contact Us

For any questions, concerns, or requests regarding your privacy or this policy (including access and correction requests), please contact our designated Privacy Officer:

Privacy Officer
Zealive Institute of New Zealand
Level 10/67 Symonds Street, Grafton, Auckland 1010
+64 9 666 5585
[email protected]

Relevant Links

For more information, please refer to the following resources:

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