Privacy Policy

1. Introduction

Academia New Zealand Limited ("we," "us," "our") is committed to protecting your privacy and handling your personal information in accordance with the New Zealand Privacy Act 2020 and other applicable privacy laws.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services, visit our website, or communicate with us.

By using our services or providing your personal information to us, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Identity Information: Full name, date of birth, nationality, passport details
• Contact Information: Email address, phone number, residential address
• Educational Information: Academic qualifications, transcripts, test scores, institution details
• Financial Information: Bank statements, sponsorship details, scholarship information
• Employment Information: Work history, experience certificates, CV/resume
• Health Information: Medical certificates, vaccination records (where required)
• Character Information: Police clearance certificates
• Communication Records: Emails, phone calls, meeting notes

2.2 Automatically Collected Information

• IP address and browser type
• Device information (operating system, screen resolution)
• Pages visited and time spent on our website
• Referring website or search terms
• Cookies and similar technologies (see our Cookie Policy)

3. How We Collect Information

• Direct Collection: When you complete application forms, contact us, or meet with our counselors
• Website Forms: Online application forms, contact forms, newsletter sign-ups
• Email and Phone: Communications with our team
• Third Parties: Educational institutions, immigration authorities (with your consent)
• Public Sources: Publicly available information for verification purposes

4. How We Use Your Information

4.1 Primary Purposes

• Assessing your eligibility for study programs in New Zealand
• Preparing and submitting applications to educational institutions
• Assisting with student visa applications
• Communicating with institutions and immigration authorities on your behalf
• Providing ongoing support and advice throughout your journey

4.2 Secondary Purposes

• Sending you relevant information about New Zealand education
• Informing you about scholarship opportunities
• Inviting you to events and webinars
• Improving our services and website
• Complying with legal and regulatory requirements

5. Information Sharing and Disclosure

5.1 Educational Institutions

With your explicit consent, we share your information with New Zealand universities, polytechnics, and other education providers to process your applications.

5.2 Immigration Authorities

We share necessary information with Immigration New Zealand when assisting with visa applications.

5.3 Service Providers

We may engage third-party service providers for document translation, medical examination coordination, IT and website hosting, and CRM. These providers are bound by confidentiality agreements.

5.4 Legal Requirements

We may disclose your information if required by law, court order, or government request.

6. International Data Transfers

As an international education consultancy, your information may be transferred to New Zealand, your home country, and other countries where our service providers operate. We ensure appropriate safeguards including standard contractual clauses, compliance with applicable data protection laws, and encryption and security measures.

7. Data Security

• Encryption: SSL/TLS encryption for data transmission
• Access Controls: Role-based access to your information
• Secure Storage: Encrypted databases and secure servers
• Regular Audits: Security assessments and penetration testing
• Staff Training: Privacy and security awareness training
• Incident Response: Procedures for data breach notification

8. Data Retention

• Active Clients: Duration of our engagement plus 7 years
• Completed Applications: 7 years from completion (as required by NZ law)
• Website Analytics: 2 years
• Marketing Communications: Until you unsubscribe

9. Your Privacy Rights

9.1 Right to Access

Request access to the personal information we hold about you. We will respond within 20 working days.

9.2 Right to Correction

Request correction of inaccurate or incomplete information within 20 working days.

9.3 Right to Deletion

Request deletion of your personal information, subject to legal retention requirements.

9.4 Right to Object

Object to processing of your personal information for direct marketing purposes at any time.

9.5 Right to Data Portability

Request a copy of your personal information in a structured, commonly used format.

9.6 Right to Complain

If you believe we have breached your privacy rights, you may complain to the Privacy Commissioner.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to remember your preferences, analyze website traffic, improve functionality, and deliver targeted advertising (with your consent). For more information, please see our Cookie Policy.

11. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to read their privacy policies before providing any personal information.

12. Children's Privacy

Our services are not intended for children under 16 years of age. If we discover that we have collected personal information from a child under 16 without parental consent, we will delete that information promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated policy with the revised date, notify you of significant changes by email, and obtain your consent where required by law.

14. Contact Us

Office of the Privacy Commissioner
Website: www.privacy.org.nz
Phone: 0800 803 909 (NZ only)