Personal information, including user login details, is collected from those using the AskOtago Service Portal. This information is collected for the purposes of providing access to relevant information about the University for the user (e.g. providing student-specific information to students) and to facilitate efficient and effective University administrative processes and service provision (e.g. through facilitating auto-population of request forms).
Collection, storage and use of personal information
Personal information collected will be held by the University of Otago and may be accessed and used by relevant University of Otago staff. All access to, use of, and disclosure of personal information collected via the AskOtago Service Portal is subject to the provisions of the New Zealand Privacy Act 2020; the University’s Policy on Access to, and use of, Personal Information; and, for students of the University, the University’s Student Privacy Statement. Personal information collected will be securely stored and subject to access controls, and will not be on sold, nor disclosed to any third parties except where required by law. Personal information held in the system may be accessed or analysed on a confidential basis, including by contractors/vendors, in order to improve system performance or for system maintenance purposes.
The AskOtago Service Portal is part of the University’s Customer Relationship Management system, which may be used for facilitating appropriate contact with those who have engaged with the University. This may include the sending of marketing communications. Users can unsubscribe from these communications at any time by clicking on the “unsubscribe” link in an email or by emailing email@example.com or calling 0800 80 80 98 (or +64 3 479 7000). User’s information will not be passed on to other organisations for their own communications or marketing purposes.
As per the provisions of the Privacy Act 2020, users may request access to, and correction of, information held about them in connection with the AskOtago Service Portal.
For any queries about privacy in relation to this system, please contact the University of Otago’s Privacy Officer in the first instance (firstname.lastname@example.org).