Privacy Policy
Purpose
The Privacy Act 2020 (‘the Act’) requires New Zealand organisations to be transparent about how, when, and why they collect personal information. EVC’s Privacy Policy ensures all personal information collected is managed in accordance with the Act.
All staff are responsible for maintaining and protecting the confidentiality and privacy of the information entrusted to them. This will include ensuring that it is not used for any purpose other than the one for which it was intended, or it can be reasonably expected to be used for.
It also means we will take all reasonable steps to protect personal information when sharing within the parameters outlined below.
Scope
The policy applies to all staff working for EVC delivering EVC activities at whatever venue the activity is held at.
Definitions
Confidential information is personally identifiable information (PII) that a member does not want anyone to obtain without their permission
Members is all actual members, attendees and players whose personal information is collected to deliver EVC activities
Personal information is any piece of information that is capable of identifying a living human being and is called personally identifiable information (PII). It doesn’t have to be particularly sensitive or negative information.
Sensitive information is personally identifiable information (PII) that has some real significance to an individual, is revealing of them, or generally relates to matters that an individual might wish to keep private.
Staff is all permanent staff, contractors, coaches and volunteers of EVC
Collecting and using personal information
The personal information we collect from our members will be collected and held by us for the following purposes:
1. processing and responding to enquiries
2. administration, marketing, operation, security and management of programs and events
3. compliance with New Zealand laws
4. maintaining our relationship with members and funding organisations.
We collect most personal information directly from our members. Sometimes we may collect personal information about members from other people, e.g. parents or guardians. We may also collect information from publicly available sources of information.
Sharing of personal information
Our member’s personal information may be disclosed to, held and used by the following for the above purposes:
Any third party, whether in New Zealand or elsewhere, that provides services to EVC. EVC takes reasonable steps to ensure the third party does not breach the Privacy Principles.
Other sporting bodies as required
Any other person or entity where it is relevant to do so for the purposes set out above.
We may also share personal information where we believe this is appropriate for legal compliance and law enforcement (including to government agencies with statutory law enforcement responsibilities), or to assist with court proceedings, enforce or apply our terms of use, or protect ourselves, our platform users or members, and others. We can also disclose personal information to third parties as instructed by the member and in other ways permitted by the Privacy Act and Principles. If we do share member personal information, we will do so in line with this Policy.
Storage and security of personal information
The personal information we hold will be stored securely by us or our third parties, whether electronically or otherwise. We use a range of security measures to protect the personal information we hold. All personal information will be stored and disposed appropriately.
Accessing information
Members have rights under the Act to; find out what personal information we hold about them, get a copy of and to request correction to the personal information that has been supplied, by contacting EVC. EVC aim to ensure that all personal information collected is correct and up to date. Any update to personal information may be used to update other information held about a member.
Breach of privacy
If there has been an actual or potential breach of a member’s privacy, we will respond quickly and resolve as soon as possible. If you are impacted by a breach we will let you know as soon as we can. Types of breaches include:
unauthorised access or disclosure of personal information, and
information that is lost in circumstances where unauthorised access or disclosure of personal information has occurred, in each case where the breach has or is likely to result in serious harm to one or more individuals and EVC has not been able to prevent the likely risk of serious harm with remedial actions.
Contact and complaints
If you need to get in contact with EVC or would like to make a complaint about a breach of this Policy you can contact us at eastvolleyballclub@gmail.com.
Policy Governance
This policy will be reviewed at least annually or when change occurs to the obligations or EVC.