The Baptist Student Hostel (we, us, our) is responsible for promoting and protecting the privacy of residents, users, and staff. This Privacy Policy (policy) sets out how we collect, use, disclose, and protect personal information in accordance with the New Zealand Privacy Act 2020 (the Act). In this Privacy Policy, you and your refers to the individual providing personal information to us or whose personal information has been provided to us. This Policy applies to your use of the Baptist Student Hostel website and accommodation services. By accessing our website and by using our services you agree to the terms of this Policy.

We will review this policy from time to time and will publish updates to our website. Your Personal Information is subject to the policy in effect at the time it was collected, unless otherwise agreed.

The personal information we may collect includes, but is not limited to: your name, date of birth, phone number, email address and physical address, dietary requirements/allergies and medical conditions, payment information, the content of all communications and any other information which assists us to provide you with our services.

We collect personal information about you when you provide it to us, including via our website and any related service, through any application or registration process, or through any contact with us (e.g. telephone, call, email, or in person). Personal information may also be provided by third parties whom you have authorised or where the information is publicly available. In the first instance, we will collect personal information from you directly.

Our website, Internet service provider, and any third party platforms we use, may automatically collect information from you, such as IP address, location, and other browser and device information.

When you have applied for accommodation with us, we will use your personal information to verify your eligibility, to undertake reference checks of you (if necessary), to facilitate payment of services, to contact you, and to provide you with our services.

We may use your information to market our services and events to you, and to conduct research and statistical analysis (on an anonymised basis). If you unsubscribe from our marketing emails, then we will not send you such communications. If required, we will use your information to comply with our legal obligations or for any other purpose authorised by you or the Act.

As a resident of the hostel, we may disclose your personal information to your guarantor should you fail to pay your fees, or to your nominated contact person in case of an emergency, or a wellbeing or behavioral concern.

We may also disclose your personal information to external providers that we use for our website, data management, and communications. These third parties may be located outside New Zealand, which may mean your personal information is held and processed outside New Zealand.

We do not otherwise share your personal information to third parties, except where required by law or where authorised by you. We may transfer your information in the case of a sale, merger, consolidation, liquidation, reorganisation or acquisition.

We will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse.

You have the right of access to your personal information that you have provided to us, and to request the correction of that information. Any information related to you which is provided by a referee or other third party will not be given to you in keeping with the privacy obligations to the provider of that information.

The Hostel may take photos of residents participating in social activities for promoting the Hostel on Social Media. Residents who do not wish to be included in photos may notify the Hostel Managers or the person taking the photo on behalf of the Hostel.

The Hostel has security cameras to protect students and the property. Surveillance warning stickers are placed at each entrance to the Hostel. Video footage is used to investigate security incidents or concerns, and is not kept long term unless there has been an incident. The camera system is only accessible by Hostel Management and recordings are not shared with third parties except as required by law enforcement.