NZALPA Application Form

1. Introduction

The New Zealand Air Line Pilots’ Association Industrial Union of Workers Inc. (NZALPA) needs to collect, use, and share personal information about our members to effectively achieve our purposes and deliver member services. However, we know that our members will only give us their information if they trust us to use it responsibly and keep it safe. This Privacy Statement explains how NZALPA will do this. This Privacy Statement applies to the personal information NZALPA – its staff and Officers of the Union – collects and processes. This includes information we hold in the register of members, information we collect via our websites, and information we collect when delivering member services. It does not apply to the personal information that may be collected and processed by NZALPA Representatives. 

We will only collect personal information from or about you if the information is reasonably necessary for one or more of our functions. We will usually collect personal information about you directly from you. However, in limited circumstances, and usually with your consent, we may collect personal information about you from others, including:

• your employer;
• your Representatives;
• NZALPA partners or affiliates, including providers of benefits you receive via NZALPA;
• any other person you have consented to us collecting information from.

We may collect the following personal information about you:

• your full name;
• your contact details, including phone number, address and email address;
• your current employer;
• the date you joined NZALPA;
• your location;
• demographic information, including your age and gender;
• information about your preferences or interests;
• billing or purchase information;
• information about your interactions with us, including correspondence and file notes;
• information about your employment, including the terms of your employment, and your employment conditions and benefits, where relevant to services we are delivering;
• information about any disputes with your employer, where these have been escalated to NZALPA;
• information relevant to any legal advocacy we perform on your behalf;
• health and safety information about you, where relevant to services we are delivering; and
• information about your use of our websites (see section 2.1).

2.1 Information we collect when you use our websites

We collect personal information about your use of our websites (which includes other types of digital media) to understand how you use them, so we can continuously improve the online experience for you and all our members. The information we will collect about you when you visit our websites includes:

• IP address;
• domain name;
• browser type;
• device information;
• date and time of your visit;
• pages you access and documents you download (using cookies); and
• website you came from to arrive at our websites.

A cookie is a text file that is placed on your hard disk by a web server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. We use cookies to analyse, evaluate and improve our websites, and to help you personalise your online experience.

You can accept or decline cookies. Most browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of NZALPA websites.

3. How we use and share your personal information

We know that some of the information we collect about you, including information about your employment, is sensitive. For this reason, we will only use or share your personal information where necessary to achieve our purposes and deliver member services, as set out below.

3.1 Our purposes for collecting your personal information

We collect personal information about you for the following purposes:

• communicating with you about the services we or our affiliates provide, or to invite you to take part in research or surveys;
• delivering the services you request from us, including providing advocacy and legal assistance and delivering member benefits;
• facilitating collective activity, including bargaining;
• complying with the NZALPA Rules, including maintaining the register of members;
• complying with our statutory obligations, including under the Incorporated Societies Act, the Health and Safety at Work Act, and the Civil Aviation Act;
• improving our products and services;
• keeping our members, staff and the public safe; and
• developing general statistics and research about our industry.

3.2 When we share your personal information

We do not sell, rent, or lease personal information about our members to third parties (though we may, from time to time, contact you on behalf of partners or affiliates about a particular offering that may be of interest to you).

However, to achieve the purposes set out at section 3.1, we may need to share your personal information with the following third parties:

• relevant NZALPA Representatives;
• NZALPA partners or affiliates, including providers of benefits you receive via NZALPA;
• trusted service providers, to help us perform statistical analysis, communicate with you, provide support, or arrange for deliveries;
• your employer;
• government or law enforcement agencies where required by law; or
• other NZALPA members, through the register of members (see section 3.3).

We may also disclose your personal information to other third parties without notice, where necessary to:

• comply with the law, including legislation or court orders;
• protect and defend NZALPA rights or property; or
• ensure the health and safety of our members, staff, or the public.

3.3 Inclusion of your information in the register of members

The NZALPA Rules require us to maintain a register of members that includes your full name, address, telephone number, email address, current employer, and the date you joined NZALPA. The Rules also require us to make this information available to other members, including former members who have an interest in the funds of NZALPA. This is intended to encourage mutual support and collective activity, and to discourage the pursuit of individual gain.

We comply with this requirement by providing members (but not the public) with access to the register electronically, which can be used to search any member by various criteria. The information outlined in the preceding paragraph will be made available on the register by default. However, in exceptional circumstances (such as for safety purposes), you may make a request to NZALPA to keep your address confidential. To do this, please contact NZALPA’s Privacy Officer at [email protected].

4. How we store and protect your personal information

We take all reasonable steps to ensure that your personal information is protected, wherever it is stored or accessed. We store personal information on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure. When personal information is transmitted, it is protected by encryption, such as the Secure Socket Layer (SSL) protocol.

We use third-party cloud providers to store personal information, including providers that may store information in servers located outside New Zealand. We take reasonable steps to ensure that these providers protect your personal information, including through contractual agreements that include privacy and security obligations and assurances. Please note, NZALPA has no control over the use, storage or protection of personal information collected by Representatives, though we do require them to provide an assurance that they will comply with the Privacy Act.

We retain your personal information only for as long as is necessary for the purpose for which that information was collected, unless we are required by law to retain it for longer. When we no longer need to use or retain your information, we will remove it from our systems and records and/or take steps to anonymise it so you can no longer be identified from it.

The Privacy Act gives you the right request a copy of the personal information we hold about you, and to correct your information if you believe it is wrong. To exercise these rights, please contact the NZALPA privacy officer on (+64) 9 255 1500 or 0800 692 572 or [email protected]. We will respond to requests under the Privacy Act as soon as we can, and no later than 20 working days after we receive them. Please note that we may need to verify your identity to protect your privacy and the privacy of our other members.

6. Queries or complaints about your personal information or our privacy practices

We welcome your feedback on this Privacy Statement. If you believe we have misused your personal information or otherwise breached the Privacy Act, please let us know by contacting NZALPA’s Privacy Officer at [email protected]. If we cannot resolve your concerns, you have the right to complain to the Office of the Privacy Commissioner, by following the steps set out here.

7. Changes to this Privacy Statement

We may update this Privacy Statement from time to time, for example to reflect changes to the Privacy Act or our business practices. We may publish an updated version of this Privacy Statement on our website, so please check in again occasionally to see what might have changed. This Privacy Statement was last updated in August 2023.