15 August 2022
Samuel Watson
By email: [FYI request #19971 email]
Tēnā koe Samuel
Official information request regarding provision of student information to
student groups
I refer to your request for information under the Official Information Act 1982 (the Act)
dated 21 July 2022:
“could you please provide me with:
∗
Any privacy assessment(s) conducted by the University in relation to the
provision of student information to student associations;
∗
Details of the nature and extent of student information provided to student
associations;
∗
Details of provision of that information to student associations (when, how
often, and to which associations);
∗
Details of any agreements in place with student associations that govern
student associations’ use, storage and disposal of student information
provided to them by the University.”
The use of student data held by Te Herenga Waka - Victoria University of Wellington (the
University) is governed by the University’
s Privacy Notice. This notice describes how the
University collects, uses, and shares personal information it holds. Under this notice it is
acknowledged that the University may share information with student associations.
Information provided to VUWSA
The provision of student data for election purposes to Te Rōpū Tauira o te Kura Wānanga
o te Upoko ō te Ika a Māui - Victoria University of Wellington Students' Association
(VUWSA) is managed by an Information Sharing Agreement between VUWSA and the
University. This agreement outlines the nature and extent of student information
provided to VUWSA, when and how information will be provided, and provisions around
how the information will be held, stored, accessed and used. A copy of this agreement is
attached.
The information is held by VUWSA on a secure voting platform and is only accessible by
the person loading the data. The data is not accessed or used for any purpose other than
conducting elections or by-elections.
Privacy considerations are taken into account as part of the University’s due diligence
when drafting such agreements, including review by the University’s legal team. However,
there is no specific privacy assessment undertaken separately from this process.
Information provided to other student associations
In the case of elections for other student associations such as the Victoria University of
Wellington Commerce Students’ Society (Viccom), or the Victoria University of
Wellington Law Students’ Society (VUWLSS), the information provided is limited to the
ID numbers and dates of birth of students within the relevant faculty and, where
required, the year level of the student.
This information is provided on an as-needed basis, usually once per year, upon request
from the student association. No other identifying information or contact information is
provided to these associations. Whilst there are no formal agreements regarding the
provision of this information, it’s use is governed by the University’s Privacy Notice and
the Privacy Act 2020.
You have the right to seek an investigation and review by the Ombudsman of the
decisions made regarding this request. Information about how to make a complaint is
available
at www.ombudsman.parliament.nz or freephone 0800 802 602.
If you wish to discuss this decision with us, please feel free to contact me at
[VUW request email].
Ngā mihi nui
Blair Doherty
Senior Advisor, Official Information and Privacy
Legal Services
Te Herenga Waka—Victoria University of Wellington