Auckland Museum Privacy Statement 2024

Guiding principles  

We here at Tāmaki Paenga Hira Auckland War Memorial Museum (Auckland Museum) value our relationship with you and are committed to protecting the information that you share with us.   

The purpose of this Privacy Statement is to outline how we collect, use, disclose and store your personal information to ensure we comply with our obligations under the Privacy Act 2020 and the Local Government Official Information and Meetings Act 1987, along with any other applicable legislation. 

When we refer to "we", "us", and "our" throughout this Privacy Statement, we are referring to the Auckland Museum Trust Board.   

This Privacy Statement is subject to, and should be read in conjunction with, any other terms and conditions you agree to when using or signing up to any other products or services we provide. 

Overview 

The Auckland Museum maintains a database with contact details of individuals who regularly engage with the Auckland Museum or who wish to receive information about Museum activities.  

Individuals include a wide range of groupings including but not limited to: the general public; donors and benefactors; Auckland Museum and Auckland Museum Institute members; business partners and sponsors; and people with a business-related interest in the Auckland Museum (for example, educational professionals, people working in other cultural institutions, in the media or in tourism).  

By voluntarily providing us with your personal information, you are consenting to being contacted by the Auckland Museum. We commit to accurately identifying our contact with you as being from the Auckland Museum and provide you with the opportunity to unsubscribe from contact at any time.  

The Auckland Museum includes privacy collection notices at the time of collecting your personal information which explain how your information may be used. 

Auckland Museum may change or update this Privacy Statement from time to time.  If we do, we will post the changed or updated version on our website. 

Legislative compliance 

Privacy Act 2020 

We will only collect personal information directly from you, or from publicly available published sources where it is reasonable to obtain that information.  We may collect, use and retain your personal information for purposes outlined in this Privacy Statement and in compliance with the information privacy principles and codes of practice as outlined in Part 3 of the Privacy Act 2020. 

Local Government Official Information and Meetings Act 1987 

The Museum is subject to the Local Government Official Information and Meetings Act 1987 (‘LGOIMA’). LGOIMA allows any person to request official information from us, and we are required to release information unless there are conclusive or good reasons for withholding that information. Sometimes official information includes personal information. Where this is the case, we will consider the privacy implications in accordance with s.7(2)(a) of LGOIMA.  The Privacy Act 2020 does not apply to decision-making on official information requests.   

Where official information requested includes personal information, we will endeavour to consult with the individual that the information relates to before making a decision on the request.  However, we must apply the statutory requirements when making a decision on a LGOIMA request, and as such, any response received will not necessarily be determinative of whether or not the information is released. 

Requests by an individual for their own personal information will be processed pursuant to the Privacy Act 2020.  However, a personal information request made by anyone who is not a natural person will be processed pursuant to the LGOIMA. 

Collecting your personal information 

We collect information from you in a number of ways when you interact with us.  For example, you might provide us with information: 

• when you visit our museum 

• when you contact us (over the phone, by text, through email or letter), or visit our website 

• when you buy tickets or order any services or products from us 

• when you make a financial donation to us or participate in any fundraising activities 

• when you join any of our membership programmes or are the recipient of a gifted membership 

• when you join our newsletters and mailing lists 

• when you make a contribution to our collections, including Online Cenotaph 

• when you participate in any competitions, promotions or events 

• when you become a volunteer 

• through our direct marketing activities 

By providing your personal information or using any of our services or ordering any products from us, you agree that our obligations in relation to any personal information we receive or collect from you are those contained in this Privacy Statement.  

Personal information is any information or combination of information from which your identity may be reasonably ascertained.  This may include but is not limited to:  

• your name 

• your date of birth 

• your image 

• physical address 

• email address, phone number or other contact details 

• social media profile 

• billing/payment details and any relevant correspondence   

To comply with relevant legislation, we may also be required to obtain health or other information from you if you are visiting our facilities and/or attending any of our events.  This will be described to you clearly on-site.   

If you provide us with personal information about someone else, such as in relation to retail purchases, gift memberships, new membership products, or as part of correspondence with us, then you must have authorisation from that person to do so as if that person or entity is providing the information directly to us pursuant to this Privacy Statement, or in the case of a person under 16 years of age, be authorised as their parent or guardian, and you indemnify us in this respect.  

Using your personal information 

We may use your personal information for the same purposes that we collected it for. We may also use the information for secondary purposes. For example, we may contact you: 

• regarding our exhibitions, programmes, fundraising appeals and donor activities 

• to invite you to participate in surveys, market research and analysis 

• to invite you to participate in research projects and activities 

• about any of our other commercial activities that support the sustainability of the Museum 

All contact from us will provide you with the opportunity to unsubscribe at any time. 

Browsing our website 

You are free to browse the Auckland Museum website without disclosing any personal information.  We will only collect personal information that you have chosen to provide. 

Cookies 

The Auckland Museum website has been designed to automatically issue a cookie to visitors.  Some information is collected using this cookie, which will not identify you personally but does identify your browser.  This is used to provide information that enables us to analyse overall visitor activities on the website and to provide a site more tailored to your needs and interests.  We do not use cookies to collect personal information, and we do not link non-personal information stored in cookies with personal information about you.  You may disable the use of cookies by adjusting the settings on your browser, but this may prevent you from accessing the full functionality of the Auckland Museum website.  

Direct marketing and communications  

Many who provide us with their personal information are keen to continue to support the Museum in through a variety of means, for which we are very grateful.  Where we believe we will not reasonably prejudice your interests or the purposes of the collection of information, we may contact you for marketing purposes.  This may be post, text, email or telephone, however we will provide you with the opportunity to unsubscribe from receiving marketing communications from us in the future.  

Email newsletters 

You will receive email newsletters from us when you sign up for a newsletter.  You may unsubscribe to a newsletter service at any time using the unsubscribe link within each email newsletter sent by us.   

You will also receive our Membership newsletters when signing up or being gifted an Auckland Museum Membership.  The newsletter contains information about your membership benefits and upcoming events that helps enhance your membership experience.  You can unsubscribe from these at any time. 

Links to external websites 

Links from the Auckland Museum website to other web locations are provided for the convenience of users and do not constitute any endorsement or authorisation by the Museum.  Auckland Museum is not responsible for the content or reliability of the linked websites and does not necessarily endorse the views expressed within them.  The owners of linked and embedded website are responsible for their own privacy policies including their collection and use of personal information   

Memberships 

Auckland Museum offers a number of membership programmes that provide a range of benefits and ways that enhance your Auckland Museum experiences.   

These memberships include: 

• the free MyMuseum programme, available to Aucklanders,  

• the paid membership programmes ‘Museum Memberships’, comprising three tiers ‘Museum member’, ‘Auckland Museum Institute member’ and ‘Tautoko member’ and Mini Museum Members, specifically for young people aged 5-15years. 

When you join any of Auckland Museum’s membership programmes, you will be asked to provide personal information that will allow us to verify your identity, ensure secure payment, communicate with you and enable you to access the offers, activities and opportunities related to your membership.   

The Auckland Museum Institute (AMI) membership is delivered in partnership with Auckland Museum, and your personal information will be shared between AMI and Auckland Museum. 

Online surveys 

Where you voluntarily provide personal or other information when browsing, such as through online surveys, we will only use that information for the specific purpose stated.  The data collected through online surveys is anonymous and will not be shared with any third-party organisations unless required under applicable legislation.  Information from surveys linked to our membership programmes may be passed to third parties in accordance with the conditions of membership (see also the sections on Membership and Disclosure). 

Photography 

Photographers regularly take images of visitors at Auckland Museum and attendees at our events.  They will be clearly identified in our facilities or onsite at an event.  When visiting Auckland Museum or attending an Auckland Museum event, you are providing your consent to be photographed.  However, if you would prefer not to be photographed or prefer that your photograph not be published, please let the photographer know or contact us in advance.  If you appear in a published image and object to the image being published online, then please contact us.   

All images taken by our photographers will be under copyright of Auckland Museum and will be used only for Auckland Museum purposes.  For information on reproduction requests and commercial filming and photography permits, refer to our Image Request form. 

Auckland Museum also uses imaging devices for security purposes and may disclose this information as per Security Recordings noted below. 

Security records (including CCTV) 

The Auckland Museum uses closed-circuit television (CCTV) systems to monitor and record activity in a range of publicly accessible locations at the Museum. The purpose of this monitoring is to provide a safe and secure environment for Auckland Museum staff and visitors, and to protect the Museum’s collections and exhibits from damage, theft or loss. 

CCTV recorded images may include identifiable images of people visiting the Auckland Museum. All recorded images are stored on a secure recorder and access to these recordings is strictly limited to authorised staff only. Where an incident has occurred warranting further investigation, the Auckland Museum may allow the recorded image to be viewed by investigators of the incident, both within the Museum and/or external investigative bodies (such as the New Zealand Police). 

Signs have been placed at all public entrances to the Auckland Museum, as well as in the Museum Conditions of Entry (signs and ticketing), advising that CCTV is operating at all times. 

Social media contributions 

We welcome our relationship with you on the range of social media outlets.  Use of social media platforms is subject to their individual terms and conditions.  Any information you provide or comments you make on social media is considered to have been given openly and subject to the relevant terms and conditions of each provider.  

Visitor WiFi 

No personal information will be collected, stored or disclosed to third parties through connection to the Auckland Museum WiFi.  However, by clicking the "Connect to Free WiFi" button, you are entering into a binding agreement. Your access is subject to the terms and conditions stated prior to connection, and all applicable laws. 

Contacting Us 

If you choose to complete an online form or contact us by email for any reason, we will only record your email address and other contact details that will enable us to respond to your enquiry or feedback. Your details will not be added to a mailing list or used for any other purposes unless you have provided your consent. 

Disclosing and storing your personal information 

We will only disclose your personal information to third parties in accordance with this statement, or where you have provided your consent, or if required by law.   

We will not sell or pass your personal information to any third parties or use your information for any other purpose.  On occasion, you may be offered the option to join a third-party distribution list from our website or other communication from us.  These will be clearly identified and the third parties’ privacy policy will apply to any interaction you may have with them. 

We may disclose account information when we believe that this disclosure is reasonably necessary to comply with the law, enforce the terms of any of our user agreements, or protect the rights, property and safety of the Museum, the users of its site, or others. 

Financial transactions 

Any financial transactions, such as online retail or ticket purchases, Auckland Museum memberships or donations, are processed securely through Windcave, and tap and give donations onsite are processed through MIKA Paytech. These are Payment Card Industry Data Security Standard (PCIDSS) compliant platforms to ensure your details are kept secure. Further details can be found at the Windcave website: www.windcave.com and at MIKA Paytech website: www.mikapaytech.com. Auckland Museum has no liability for personal information provided to Windcave and MIKA Paytech, which are subject to their respective Privacy Policies. 

Storage and retention 

Any personal information you provide to Auckland Museum will be stored in a secure environment, accessible only by authorised parties.  We will make all reasonable efforts to prevent any loss, modification, disclosure or misuse of your information.  

Your personal information will be retained only for as long as it is required for the purposes for which the information was collected, or for another lawful purpose.  Some personal information may be retained to be used only for research or analysis purposes; in these cases, any published information will be anonymised.   

Transfer of information outside New Zealand 

We will store and process your personal information in New Zealand or in any other country in which we or our selected business partners maintain facilities for doing so. Your personal information may therefore be transferred outside of New Zealand. 

Accessing and correcting your personal information 

At any time, you may enquire if Auckland Museum holds your personal information and request to access, update or correct your personal information.   

A request for information can be made verbally however it would be helpful to put this in writing to ensure your request is clearly understood by the Privacy Officer. 

We will only give access to personal information if we are satisfied that the information requested relates to you, or if the request is made on behalf of someone else, that you are legally entitled to obtain the information.  As such, we may request proof of your identity before releasing information and/or proof of written authorisation to obtain the information on behalf of someone else.  If the access request is made on behalf of a minor, proof that you are authorised to make the request may include a copy of the child’s birth certificate listing you as their parent, or a guardianship order. 

For more information regarding official information requests, please refer to the Local Government Official Information and Meetings Act (LGOIMA). 

Requests regarding personal information can be made to the following: 

Privacy Officer 
Auckland War Memorial Museum 
Private Bag 92018 
Victoria Street West 
Auckland 1142 

TrustBoardSecretary@aucklandmuseum.com  

Approved by the Auckland War Memorial Museum Trust Board October 2024