Contractor and Vendor privacy statement relating to personal information collected by Sport NZ to effect payment for goods purchased or services rendered.

Introduction

Sport NZ needs to ensure that it maintains the trust of its vendors and contractors by taking care of their information. This privacy statement explains what personal information we collect about our vendors and contractors, how we use and share it, and how you can access or correct it.

The personal information we collect about you

We will collect the following information from our vendors and contractors:

• Bank details
• NZBN
• Trading name
• GST registration number
• Contact information

If you are an individual (rather than a company) this information will be considered to be personal information under the Privacy Act 2020.

How we use your information

We will use your personal information to verify your payment details and effect payments for goods and services that you have provided to Sport NZ. Where we need to use information in a way we have not anticipated here, we will do so with your authorisation or where required by law.

How we share your information

Internally

Internally your information will be shared only with people who have a legitimate role in the process of paying vendors and contractors, processing all related accounting transactions and preparing any relevant statutory documents and returns.

Externally

We may also need to share your personal information with external people or agencies as part of managing your contract with us.

We may share your personal information with:

• Eftsure Ltd, our trusted third party service provider for vendor verification
• Our legal advisors and other advisors from time to time
• Government agencies, such as Inland Revenue. We’ll only disclose your personal information if we have a lawful basis to do so. Where necessary, we’ll seek your authorisation to disclose your personal information to third parties.

How we store and protect your information

Your personal information is collected and held by Sport NZ but we use third party data storage providers to process, store and protect the information. We also use Efture, a third party provider, to verify payment information for vendors and contractors to speed up payments. This means we may transfer personal information to, or access it from, countries other than New Zealand. We may also hold hard copy information on our premises.

No matter where your information is, however, we take all reasonable steps to protect it from loss, unauthorised access, use, modification or disclosure, or any other misuse. Third party providers offer the same protections and assurances as we do.

We retain your personal information only for as long as we need it to perform our contractual obligations, meet our legitimate business interests, and comply with our legal obligations, including to retain information in accordance with the Tax Administration Act.

In practice, this means we generally retain your personal information for as long as you are contracted with us and a number of years after this, depending on the sort of information and what legislation may apply.

Your privacy rights

You have some important privacy rights:

• Accessing your information – you have the right to know what information we hold about you. We’ll be as open as we can with you, but we may need to withhold personal information occasionally, for example where the information is legally privileged, or includes personal information about other people. If we need to withhold information, we’ll tell you why, including the legal basis for doing this.
• Correcting your information – you have the right to ask us to correct information you think is wrong. If we cannot correct your information (for example, where we don’t agree that it’s wrong), we’ll tell you why. You can ask us to attach your correction request to the information as a statement of correction.
• Raising privacy concerns – you should always let us know if you have any concerns about the way we’ve collected, used or shared your personal information or about the way we’ve handled an access or correction request.

To make any of these requests, you should contact the finance team by e-mailing finance@sportnz.org.nz in the first instance, and they will assist you. You can also exercise any of these rights by:

• emailing us at privacyofficer@sportnz.org.nz

• writing to us at Privacy Officer, Sport NZ, PO Box 2251, Wellington 6140

If you have raised concerns with us and we’ve been unable to resolve them for you, you also have the right to make a complaint to the Office of the Privacy Commissioner by:

• completing an online complaint form at www.privacy.co.nz

• writing to the Office of the Privacy Commissioner, PO Box 10-094, The Terrace, Wellington 6143