Privacy Statement

What information do we collect and how do we collect it?

We will collect and hold personal information that you provide in accordance with the Privacy Act 2020.

Personal information includes, but is not limited to:

Contact information, including your name, phone number, email address, date of birth, and address.

 

Where you are acting as a representative for another person (such as a family member), we may collect your personal information to engage with you in that capacity, as well as personal information about the person you represent.

 

Why do we collect your personal information?

We will only collect your personal information where it is necessary to enable us to manage our club and events, to manage and maintain our relationship or if required by law. This may include:

• Managing and maintaining our relationship with you, including for billing and payment purposes.

• Sending you club information and promotional material.

• Notifying you about new services, special offers, events, or articles that we think will be of interest to you.

• Helping us improve our services and resolve any problems.

• Complying with legal and regulatory requirements.

• Internal reporting, budgeting, and club analysis

• Managing complaints and potential claims against our club

• For other specified purposes we notify you of, or which you authorise.

 

What if you do not provide personal information to us?

It is not compulsory for you to provide us with your personal information. However, if you choose not to provide some or all of the information we request, we may not be able to notify you about club events or changes to our policies.

 

Who do we collect your personal information from and provide it to?

We do not sell, trade, or rent your personal information to others. In the course of our dealings with you, we may need to collect your personal information from and provide your personal information to, third parties located in and outside of New Zealand. Specifically, we may disclose your personal information if it is in connection with the purposes set out in this Privacy Statement, it is required or authorised by you or a third party on your behalf or it is required or authorised by law or regulation.

We may exchange information with these parties at any stage of our relationship with you.

 

Examples of third parties with whom we may exchange your personal information include:

Service providers, professional advisers and contractors, such as IT service providers, medical professionals, lawyers and accountants to obtain advice, manage disputes, or support claims and litigation matters. it is not practicable to list each one individually. However, a list of these parties, including their names, contact details and specific locations, is available on request.

Please contact us using the details at the end of this Privacy Statement if you would like this information. The third parties listed above may also collect your personal information indirectly from us, or from each other and may disclose your personal information to their own service providers, professional advisers, sub-contractors or other par es where necessary to provide services in connection with our relationship with you.

By providing your personal information to us, you acknowledge that these third parties may collect your personal information indirectly (from us or from each other) and that this Privacy Statement serves as notification of that collection.

 

We may also use and disclose your personal information for a secondary purpose related to a purpose for which we collect it, where you would reasonably expect us to do so. For example, we may disclose your personal information to third party service providers so that  they can provide certain contracted services to us, such as information technology support or programming, hosting services, telephone services, mailing or sending of documents to you digitally or otherwise.

Overseas disclosures Some of the third parties with whom we share your personal information are located outside New Zealand. These overseas recipients may be located in Australia, the United Kingdom, the United States, Asia, Europe, or other jurisdictions where our  partners and service providers operate. We take reasonable steps to ensure that overseas recipients of your personal information are subject to comparable privacy safeguards before disclosing your information. This may include entering into contractual arrangements that require the recipient to protect your information in accordance with standards comparable to New Zealand privacy law. Where we cannot establish that an overseas recipient is subject to comparable privacy safeguards through their local laws or contractual arrangements, we will seek your authorisation before disclosing your information to them. You should be aware that these recipients may not be required to protect your personal information to the same standard as New Zealand law requires, and you may not have the same rights or remedies available to you as you would under New Zealand law. You have the right to decline authorisation to the disclosure of your personal information to overseas recipients who are not subject to comparable privacy safeguards. If you wish to decline or discuss this, please contact us using the contact details provided below. However, if you do not provide such authorisation, we may be unable to provide you with certain products or services that require involvement of overseas partners or service providers.

 

How do we store your personal information?

We generally hold personal information in electronic format, which we store either within our own internal systems and applications, or using third-party data processors and data storage providers. We may otherwise hold your personal information in hard copy form, which is stored with our officers. We have put in place a range of electronic security and access measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

We limit access to your personal information to club committee members who need it for legitimate club business purposes. Should we suffer a data breach that is likely to cause you serious harm, we will advise you as soon as practicable and report the breach to the Privacy Commissioner.

 

Our retention of your personal information

The length of time we keep your personal information depends on what it is and whether we have an ongoing club business need to retain it. We will retain your personal information for as long as we have a relationship with you and for a period of time afterwards where we have ongoing club business need to retain it. Following that period, we will make sure it is deleted or anonymised.

 

How can you access or update your personal information?

You have rights under the Privacy Act 2020 to access, update, and correct your personal information held by us or by any of the third parties identified in this Privacy Statement. To access or correct your personal information held by us, please contact us using the details below. To access or correct information held by other parties, please contact them directly – we are happy to provide you with their contact details where available.

Upon receipt of your written request and enough information to allow us to identify you, we will provide you with the personal information we hold about you. We will also correct, amend, or delete any personal information that we agree is inaccurate.

 

Updates to our Privacy Statement

We may make changes to this Privacy Statement from time to time, and it is important that you review it regularly. Any change to this Privacy Statement will become effective when we publish the revised Privacy Statement on our website.

By continuing to be a club member, or by your continued provision of services or supply of products to us, you agree that our most recent Privacy Statement (as shown on our website) applies to our collection, storage, use, and sharing of your personal information.

 

We welcome your questions and comments about privacy. If you have any questions about this Privacy Statement or how we handle your personal information, please contact us using the form below. If you have any concerns or complaints about how we have handled your personal information, or you are not satisfied with our response, you have the right to complain to the Office of the Privacy Commissioner. You can find information about how to make a complaint at www.privacy.org.nz