PRIVACY POLICY
Effective Date: 1 October 2023
Introduction
The Allied Veterinary Professional Regulatory Council (AVPRC) is committed to ensuring the protection and confidentiality of the personal data of its members on the voluntary register and those who provide data for an annual practicing certificate. This Privacy Policy outlines the measures and practices undertaken by us to safeguard your confidential personal information in compliance with the New Zealand Privacy Act 2020.
This privacy policy also applies to personal information held about members of Council and its committees, staff members, and other parties who do not work for Council.
Privacy and confidentiality principles apply to all personal information we hold.
Purpose of Data Collection
The AVPRC is a voluntary regulatory body. Our aim is to safeguard animal welfare and the public interest by upholding and advancing the educational, ethical, and clinical standards of veterinary nurses, veterinary technicians, and allied animal healthcare practitioners.
We do this by:
Establishing and maintaining practicing and registration standards.
Communicating and consulting with industry and stakeholders over regulatory matters and standards.
Establishing, reviewing, and advising on educational and professional standards for veterinary nurses, veterinary technicians/technologists, and allied animal healthcare practitioners.
We collect personal information so we can:
Keep and maintain the register of allied veterinary professionals.
Verify qualifications and experience for registration and annual practicing certificate applications.
Process applications for registration and annual practicing certificates.
Communicate with members regarding regulatory updates, events, and relevant industry information.
Monitor and ensure compliance with professional standards and regulations.
Maintain accurate records for internal administration.
Privacy Act principles
In line with the Privacy Act 2020, we will:
Limit our collection of personal information, including financial data, strictly to what is necessary for the execution of our functions.
Collect personal information directly from the individual for whom it is relevant, unless one of the exceptions set out in the Privacy Act applies.
Take reasonable steps to ensure that each individual is informed about the purpose behind information collection, its intended use, and the parties with whom it may be shared, unless exceptions in the Privacy Act are applicable.
Not collect personal information through unlawful or intrusive means, ensuring fairness and respect for the individual's privacy.
Keep the personal information that we hold secure.
Give individuals access to any of their personal information that we hold, with exceptions as detailed in the Privacy Act. Moreover, we will promptly record and address requests for corrections to personal data.
Take reasonable steps to validate the accuracy of the personal information we possess.
Only retain personal information for as long as is necessary for us to carry out our functions.
Only use an individual’s information in strict alignment with the purposes for which it was originally provided, unless exceptions within the Privacy Act dictate otherwise.
Not disclose an individual’s personal information to a third party unless it is essential for us to carry out our functions or unless specified exemptions within the Privacy Act apply.
Collection of Personal Data
We collect personal data from our registrants on the voluntary register and from individuals applying for an annual practicing certificate. This data may include but is not limited to:
Name, contact information, and professional details.
Personal Identification.
Qualifications and certifications.
Proof of address/NZ residency.
Employment history and practice information.
Continuing professional development records.
Criminal investigations/convictions relating to an individual’s fitness to practice.
Payment and financial information for registration fees or annual practicing certificate applications.
We take reasonable steps to ensure you are aware that we are collecting your information and that you understand what we will use it for and who it will be disclosed.
Data Security
We employ technical, administrative, and physical security measures to safeguard your personal data from unauthorised access, loss, or alteration. These measures include:
Secure data storage systems and encrypted communication protocols.
Limited access to personal data to authorised AVPRC personnel only.
Regular security assessments and updates to maintain data protection.
Data Sharing and Disclosure
We will protect your personal information and only share it when we need to do so to carry out our work.
We will not disclose your personal information to anyone unless you have consented to this. There may be some situations where disclosure is necessary for us to carry out our functions, or if we believe that an exception under the Privacy Act 2020 applies.
AVPRC may also share personal data with third parties under the following circumstances:
To verify qualifications and experience with educational institutions and relevant regulatory bodies only when requested by the individual.
When required by law, regulation, or court order.
If we must send personal, private or sensitive information electronically, we take reasonable precautions to prevent unauthorised access.
We take reasonable steps to ensure that third parties protect personal information that we share with them, including confidentiality agreements.
Publicly Available Information
The following information is publicly available on the Allied Veterinary Professional register:
Registrants’ Details: This includes the full name, qualifications, the date when the qualifications were obtained, the AVPRC registered number, and any specialist or additional qualifications that individuals have provided to us.
Current expiry date of registrants’ Annual Practicing Certificate (APC).
Clinical Coach Status.
The following information is not publicly available:
Photo ID, verified copies of any documents submitted, address, phone, email, or practice details of an allied veterinary professional.
The Council will not disclose any personal information that is not publicly available unless you have given us permission or we consider that doing so is both in the public interest and permissible under the Privacy Act 2020 or any other New Zealand law.
Unique Identifiers
Each "allied veterinary professional" is assigned a unique identifier known as a registration number when they initially register with AVPRC. This number serves as a distinctive reference for each individual within the AVPRC system.
Access and Control
Registrants have the right to access, correct, update, or delete their personal data held by us. Requests for such actions can be made by contacting the AVPRC Data Protection Officer at info@avprc.org.nz. We will respond to such requests within a reasonable timeframe and in accordance with applicable laws. We will take steps to verify your identity before we provide you with access to any of the requested information.
Office of the Privacy Commissioner
We take all reasonable steps to ensure the personal information we collect, and store is protected against loss, unauthorised access and disclosure or any other misuse.
If a notifiable privacy breach takes place, we will notify the Privacy Commissioner and any affected parties.
Data retention & disposal
Personal data will be retained for as long as necessary to fulfil the purposes for which it was collected and to comply with legal obligations. After this period, data will be securely deleted or anonymised.
Changes to Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal or regulatory requirements, or to enhance data protection practices. Members will be notified of any significant changes to the Privacy Policy.
Contact Information
If you have any questions, concerns, or requests related to your personal data or this Privacy Policy, please contact AVPRC's Data Protection Officer at info@avprc.org.nz.
This policy also applies to personal information held about members of the AVPRC Council and it’s committees, staff members, and other parties who do work for the Council.
By being a member on the allied veterinary professional voluntary register or providing data for an annual practicing certificate, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal data in accordance with the terms outlined herein.