1. Purpose
The Association Française Tauranga Incorporated (“the Society”) is committed to protecting the privacy of its members, students, volunteers, donors, event participants, and other individuals who interact with the Society. The Society collects, uses, stores, and discloses personal information in accordance with the Privacy Act 2020.
For the purposes of this policy, personal information means information about an identifiable individual.
2. Scope
This policy applies to all committee members, employees, contractors, and volunteers who collect, access, store, or use personal information on behalf of the Society.
3. Collection of Personal Information
The Society may collect personal information directly from individuals when they:
- Apply for membership.
- Register for classes, activities, or events.
- Volunteer with the Society.
- Make donations or payments.
- Contact the Society.
- Participate in Society activities.
The Society may collect:
- Name and contact details.
- Membership information.
- Emergency contact information.
- Class registrations and attendance records.
- Payment and donation records.
- Volunteer information.
- Photographs and video recordings taken during Society activities.
- Information required for health and safety purposes.
4. Children’s Personal Information
Where the Society collects personal information about children or young people, it will take reasonable steps to ensure that the information is collected with the knowledge and consent of a parent or caregiver where appropriate.
Children’s personal information will only be collected where it is reasonably necessary for Society activities, including membership, classes, events, health and safety, emergency contact, supervision, and safeguarding purposes.
5. Purpose of Collection
The Society collects personal information for the purposes of:
- Administering memberships, classes, and activities.
- Communicating with members, students, volunteers, and participants.
- Sending newsletters and information about Society activities.
- Managing events and volunteer programmes.
- Processing payments and donations.
- Meeting legal, financial, and regulatory obligations.
- Maintaining health and safety records.
- Carrying out the Society’s lawful activities.
Individuals may unsubscribe from general communications at any time.
6. Storage and Security
The Society may store personal information electronically and in paper records.
The Society will:
- Store personal information securely.
- Restrict access to personal information to authorised persons who require it to perform their role.
- Use password protection, secure cloud-based services, and other reasonable safeguards where appropriate.
- Take reasonable steps to protect personal information from loss, misuse, unauthorised access, modification, or disclosure.
The Society may use reputable third-party service providers to assist with its operations. Where personal information is stored using cloud-based services, it may be held outside New Zealand. The Society will take reasonable steps to ensure personal information remains protected in accordance with the Privacy Act 2020.
7. Disclosure of Personal Information
The Society will not sell or rent personal information.
Personal information may be disclosed:
- To service providers assisting the Society with its operations.
- Where required or authorised by law.
- In an emergency where disclosure is necessary to protect the health or safety of an individual.
- With the consent of the individual concerned.
8. Photographs and Media
Photographs and videos may be taken during Society activities and used in newsletters, on the Society’s website, social media pages, promotional material, and other communications relating to the Society.
Individuals who do not wish their image to be used should notify the Society. The Society will make reasonable efforts to respect those wishes.
9. Access and Correction
Individuals have the right to request access to the personal information the Society holds about them and to request correction of any information that is inaccurate or incomplete, in accordance with the Privacy Act 2020.
10. Retention of Information
The Society will retain personal information only for as long as necessary to fulfil the purposes for which it was collected or as required by law. Information that is no longer required will be securely destroyed or deleted.
11. Privacy Officer
The Committee will appoint a Privacy Officer to assist the Society with privacy matters. Questions, access or correction requests, and privacy complaints should be directed to the Privacy Officer or Secretary of the Society.
12. Privacy Breaches
If the Society becomes aware of a privacy breach, it will take reasonable steps to contain the breach, assess the risk of harm, and notify the affected individuals where appropriate.
If the breach is a notifiable privacy breach under the Privacy Act 2020, the Society will notify the Office of the Privacy Commissioner as soon as practicable.
13. Privacy Complaints
Questions or complaints about this policy or the Society’s handling of personal information should be directed to the Privacy Officer or Secretary of the Society.
If an individual is not satisfied with the Society’s response, they may make a complaint to the Office of the Privacy Commissioner.
14. Policy Review
This policy will be reviewed periodically by the Committee and updated as necessary to ensure ongoing compliance with applicable legislation and good governance practices.