INTRODUCTION

1. This Privacy and Data Protection Policy sets out how the Christchurch School of Music Inc
(CSM) collects, uses and protects personal information in compliance with the Privacy Act
2020 and other relevant laws and regulations of Aotearoa/New Zealand

GLOSSARY OF TERMS

2. In these Policies:

Christchurch School of Music Inc will be referred to as CSM

Personal Information refers to any information that can identify or be used to identify you.

POLICIES

3. Collection of personal information

i) CSM collects personal information from students and their caregivers, (if appropriate) who enrol in lessons, ensembles, classes and events. Also from employees, donors, volunteers and other stakeholders in a lawful and fair manner.

ii) This information collected may include names, addresses, contact details, date of birth, donation history and other relevant details needed for the operation of CSM

4. Use of Personal Information

i) Personal information collected by CSM is used for purposes related to its charitable
activities including, providing lessons, enrolment options, donor management, employment, volunteer coordination, communication, fundraising and compliance with legal obligations.

ii) CSM does photograph and video some events, lessons and ensembles to use for marketing opportunities and communication with members and the wider community.

CSM will keep a register of any student or caregiver request to not be identified in any photographs or video and will do our very best to comply with the request.

5: Disclosure of Personal Information

i) CSM may disclose personal information to third parties, such as service providers and regulatory authorities, only when necessary and in compliance with applicable laws. We do not sell or trade personal information for commercial purposes.

6. Data Security

i) CSM implements reasonable security measures to protect personal information from unauthorized access, disclosure, alteration or destruction. We regularly review and update our security practices to ensure the ongoing integrity of personal data

7. Data Retention

i) Personal information is retained only for as long as is needed to fulfil the purposes for which it was collected or as required by law. Enrolment information, which will include personal information, can be kept as a record of student achievement, participation in lessons, ensembles and events

ii) Photographs of lessons, ensembles and events will not be stored in the cloud but in computer files or portable storage devices. They will be password protected.

8. Individual Rights

i) You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong.

ii) To ask for any of your personal information you can contact us at office@csm.org.nz or (03) 3661 711.

9. Compliance and Updates

i) CSM is committed to complying with the Privacy Act 2020 and other relevant privacy laws in Aotearoa/New Zealand. This policy may be updated from time to time to reflect changes in our practices or legal requirements.

ii) Any updates will be communicated through our website and other appropriate channels.

iii) This policy will be reviewed by the CSM Council every two years.

Date of Creation: September 2024
Date of Adoption: September 2024
Date of Review: September 2026
Date Revised: