Manatū Taonga online portal – privacy statement

Manatū Taonga online portal – privacy statement

This privacy statement tells users of Manatū Taonga’s online application portal Enquire™ (Portal), how we use the personal information that we collect. We will only use or disclose personal information collected through the Portal for the purposes of administering the Cultural Sector Regeneration Fund and any grants made under it.

What information will be collected and what it will be used for

Personal information is collected in the Portal when you:

• register and create an account
• apply for funding
• login or communicate with Manatū Taonga about a funding opportunity or application
• submit report(s) against your funding agreement.

We collect personal information for the purposes of the grant funding process and depending on which fund or initiative you apply to, purposes may include to:

• communicate with you
• administer events, and enable third party service providers to manage events where events are a feature of the fund you apply to
• assess applications, eg information relating to the proposal and professional experience. This may be captured in a completed uploaded budget template, uploaded documents in support of the application or in individual fields within the Portal
• match evaluation panel members’ disciplinary or sector expertise with applications for assessment. For example, sector experience and personal bios may be collected to assist in matching applicants with evaluators
• evaluate performance and impact of funded applications or proposal, eg information collected during the delivery of the funded project such as an individual’s role in the outputs of the research
• promote broad, fair or equitable representation in the events where events are a feature of the fund you apply to

We require information that is necessary to evaluate your application. Failure to provide complete information for evaluators and decision-makers to make an informed decision might mean that an application cannot be assessed.

The following information may be collected for use in aggregated statistical or research works to identify trends and gaps in regional or national capability, activity or expertise. This ensures government services are continually enhanced over time. This information may or may not be mandatory, subject to the relevant funds' eligibility criteria. Where mandatory, failure to provide this information may mean that an application cannot be assessed in full. Where this information is not mandatory during the application process, it will hold no bearing on your application. In either case, information will be anonymised prior to use in statistical or research reporting. Types of information includes:

• diversity information such as gender, age, ethnicity and geographical location may be collected in some application processes
• accessibility information including difficulty with seeing, hearing, walking, remembering or concentrating, completing self-care, communicating – communicating with or difficulty being understood. These 6 categories are also known as the Washington Group Short Set questions. Manatū Taonga may report these statistics as part of broader government initiatives

We may collect personal information outside the Portal, via third parties and third-party systems. This will be required if Manatū Taonga is working in collaboration with third parties to deliver sector engagement and pre-grant application processes. Should we collect this information from third parties, you will be made aware as part of the pre-grant engagement process. The purpose of collecting via third parties is to enable effective administration of the Cultural Sector Regeneration Fund. Uses may include to:

• communicate with you
• conduct contestable fund application processes, eg if additional application information is required
• assess applications, eg information relating to the proposal and professional experience. This may be captured in a completed uploaded budget template, uploaded documents in support of the application or in individual fields within the Portal
• match evaluation panel members’ disciplinary or sector expertise with applications for assessment, eg sector experience and personal bios may be collected to assist in matching applicants with evaluators
• evaluate performance and impact of funded applications or proposals, eg information collected during the delivery of the funded project such as an individual’s role in the outputs of the research
• ensure broad, fair or equitable representation in the events where events are a feature of the fund you apply to

We may use personal information applicants have provided to share information with, and receive information from, third parties for due diligence purposes. This could include but is not limited to Know Your Customer activities which is a due diligence process for identifying and verifying the identity of a customer at the start, and potentially during, activities to ensure applicants are who they claim to be. These activities may be one off, or periodically over time, depending on the length of time of which business or funding activity is conducted between Manatū Taonga and the applicant(s).

How the information will be stored

Personal information will be stored in the Portal and may also be disclosed to a third party contracted to deliver or provide administration services or for related events or contestable funds management on a confidential basis and in accordance with that third party’s privacy policy. If information is to be disclosed to a third party, Manatū Taonga will anonymise the personal information where possible.

Who can see your personal information?

• Manatū Taonga’s authorised staff who are responsible for administrating the Portal and managing the grant and funding agreement process will have access to view applicants’ personal information for the purpose of administration.
• Registered users or staff in an applicant(s) organisation will be able to access information you submit using your account. The access to information provided as part of the application process may be restricted, depending on who requests the information.
• Information shared via the Portal as part of the application process and in response to requests for further information or other application-related enquiries, may be made available to authorised Manatū Taonga personnel involved in and for the purpose of management, monitoring, reporting and evaluation activities.
• Personal information in the application form will be used to assess eligibility and capability of the relevant applicant including key people cited in the application and will be shared with contracted evaluation panel and decision makers, who will be subject to confidentiality obligations.
• Personal information that is professional by nature such as name, affiliation, role in proposal and outputs of the proposal or project may be publicly available through Manatū Taonga’s website as part of a broader list of recipients to funding rounds, however exceptions can be discussed.
• Where events are a feature of a fund or an initiative – in conjunction with third parties - name tags and the like might be printed and available at the event. With your consent, Manatū Taonga might share your name, affiliation and role in a project or proposal with the third party directly during the event or other event attendees on request. If you have concerns about this then let us know at the time of invitation to the event. Personal diversity information that is considered sensitive such as gender, age, ethnicity, regional location etc. will be displayed publicly at an aggregated level and will not be identifiable to an individual.
• We will not share personal private information collected in the Portal unless it is necessary for the purposes outlined in this statement or otherwise permitted by law. We might be required to disclose information under the Official Information Act 1982 or to a Parliamentary Select Committee or Parliament in response to a Parliamentary Question.

How long we will keep the information

We will keep your personal information for lawful business purposes, such as processing the applications made by your organisation or completing analysis. If your information relates to successful applications, your information will be retained by Manatū Taonga for 10 years and securely transferred to Archives New Zealand as required by the Public Records Act 2005. If your information relates to an unsuccessful application, your information will be retained by Manatū Taonga for 5 years and securely destroyed under the Public Records Act 2005.

How you can access your personal information

You have the right to:

• find out from us whether we hold personal information about you
• access that information
• request corrections to that information, if applicable.

In accordance with the Privacy Act 2020, we reserve the right to refuse your request if we have a good reason. In the event we refuse your request, you are entitled to request a statement to explain why. The Act also requires Manatū Taonga to keep a record of the requested correction alongside the information.

If you wish to check personal information held about you, contact the Investment and Outcomes Team on [email protected] or write to:

Attention: Investments & Outcomes Team
Manatū Taonga
Level 1 (Reception)
Public Trust Building
131 Lambton Quay
Wellington 6011
NEW ZEALAND

For more information on the privacy laws in New Zealand and contact details for the Office of the Privacy Commissioner, please visit the Privacy Commissioner's website.

Use of cookies in the Portal

Cookies are small text files that are placed in your browser by the websites you visit. They are widely used to help users navigate websites efficiently, to perform certain functions on the sites, and/or to provide site owners with information about how their sites are used.

We use cookies in the Portal as part of security for login and authentication purposes to secure user sessions eg, if you are a logged in user, to allow you to remain logged in whilst you complete certain tasks. If the use of these cookies is blocked or disabled by the user/web browser, the use of the Portal is revoked by Enquire™ or Manatū Taonga for security reasons.

Web analytics cookies

Across Manatū Taonga’s website, we use tracking cookies with the Google Analytics web analytics tool to analyse non-identifiable web traffic data to improve our services. This data is aggregated and cannot personally identify you. Our web analytics will also respect any “do not track” setting that you might have set on your browser.

Google Analytics or other “tracking cookies” are not used by the Portal.

To disable all cookies

Most web browsers will allow you to set some control over cookies in your browser settings. This includes deleting them from your browser or disabling them altogether.

If you do choose to set your browser to disable all cookies, this may affect your ability to use features on our site and the Portal.

Privacy Statement version 1.0