top of page

Privacy Policy

Privacy Policy

Version 1.0

1. Purpose

Shore City Rollers Backgammon Club Inc (“the Club”, “we”, “us” or “our”) respects the privacy of our members, players, volunteers, visitors, supporters and other individuals whose personal information we collect.

This Privacy Policy explains how the Club collects, holds, uses, protects and discloses personal information and how individuals can exercise their privacy rights.

The Club is committed to complying with the Privacy Act 2020 and the Information Privacy Principles (IPPs), as applicable to the Club.

The Privacy Act applies to community organisations and social clubs in New Zealand, including organisations such as incorporated societies.

2. Scope

This Policy applies to personal information collected or held by the Club in connection with:

  • Club membership;

  • Club nights and social activities;

  • tournaments, championships and competitions;

  • leagues and Club ladders;

  • coaching and tuition;

  • Club administration;

  • volunteers and Committee members;

  • event registrations and entries;

  • Club communications;

  • newsletters and publications;

  • photographs and videos taken at Club activities;

  • Club websites, social media and online platforms; and

  • other activities organised, promoted or administered by the Club.

This Policy applies to information collected in person, by telephone, email, online forms, social media, messaging services, written forms and other reasonable means.

3. What is Personal Information?

“Personal information” is information about an identifiable individual.

Depending on the circumstances, information collected by the Club may include:

  • name;

  • contact details, including email address and telephone number;

  • membership status;

  • date of birth or age where necessary, such as for junior membership;

  • tournament and competition entries;

  • game results, rankings and Club records;

  • payment and membership information;

  • emergency contact information where voluntarily provided;

  • photographs and video recordings;

  • communications with the Club;

  • information relating to Club participation;

  • volunteer or Committee information; and

  • information necessary to administer Club activities.

The Club will only seek information that is reasonably necessary for a legitimate Club purpose.

4. Collection of Personal Information

The Club will collect personal information for lawful purposes connected with its functions and activities.

Where reasonably practicable, the Club will collect personal information directly from the individual concerned.

Examples of information the Club may collect include:

  • information supplied when joining the Club;

  • information supplied when renewing membership;

  • tournament and event registration information;

  • information provided when communicating with the Club;

  • information provided when volunteering;

  • information supplied through Club forms or online registration systems; and

  • information provided when participating in Club competitions or activities.

The Club will take reasonable steps to ensure individuals are aware of why information is being collected, how it may be used, and who it may be disclosed to.

4.1 Information collected from other sources

Sometimes the Club may receive personal information from someone other than the individual concerned, for example:

  • a Committee member or volunteer;

  • a team captain or tournament organiser;

  • another Club or sporting organisation;

  • a person making an enquiry or registration on another person's behalf; or

  • publicly available sources.

Where the Club collects personal information indirectly, it will comply with the applicable requirements of Information Privacy Principle 3A, which came into force on 1 May 2026.

Where required, the Club will take reasonable steps to notify the individual that their information has been collected and explain the relevant purposes and circumstances of the collection.

5. Why We Collect Personal Information

The Club may collect and use personal information to:

  • administer Club membership;

  • maintain accurate membership records;

  • communicate with members and participants;

  • organise Club nights, tournaments, championships and leagues;

  • administer entries and registrations;

  • record competition results and standings;

  • maintain Club history and records;

  • provide coaching, tuition and player support;

  • organise volunteers and Committee activities;

  • communicate Club news and announcements;

  • distribute the Club newsletter, including The Golden Point;

  • manage Club finances and membership payments;

  • meet legal, regulatory or administrative obligations;

  • promote Club activities;

  • acknowledge achievements, winners and participants;

  • maintain Club websites and social media;

  • manage safety and emergency situations; and

  • otherwise conduct the legitimate activities of the Club.

The Club will not collect personal information for purposes that are unrelated to its legitimate functions or activities.

6. Photographs and Video

Photographs and videos may be taken at Club activities, tournaments, presentations and social events.

The Club may use photographs or videos for legitimate Club purposes, including:

  • Club newsletters;

  • tournament reports;

  • Club records and history;

  • websites;

  • social media;

  • promotional material; and

  • announcements recognising Club activities or achievements.

The Club will endeavour to act reasonably and respectfully when photographing or publishing images of individuals.

Where a person has a particular privacy concern about an image, they may contact the Club and request that the Club consider removing or not using the image, where reasonably practicable.

The Club will take particular care when publishing images or information relating to children and young people.

7. Publication of Competition Information

The Club may publish information relating to Club competitions and events where this is a normal and legitimate part of Club activities.

This may include:

  • player names;

  • tournament results;

  • match results;

  • placings;

  • rankings;

  • championship winners;

  • photographs;

  • team names; and

  • other information reasonably connected with Club competitions.

The Club will avoid publishing unnecessary personal information.

8. Club Communications and Messaging Groups

The Club may use email, WhatsApp and other communication platforms to communicate Club information.

Members and participants should understand that third-party platforms have their own privacy policies and terms of use.

Where a member participates in a Club messaging group, their name, profile information or other information visible through that platform may be visible to other group participants.

The Club will use reasonable measures to limit access to Club communication groups to appropriate members, players, volunteers or other participants.

9. Use of Personal Information

The Club will use personal information only for the purpose for which it was collected, for a directly related purpose, or where otherwise permitted or required by law.

The Club will not routinely sell, rent or trade members' personal information.

Personal information will not be used for unrelated commercial marketing without an appropriate lawful basis.

10. Disclosure of Personal Information

The Club may disclose personal information where reasonably necessary for Club purposes or where permitted or required by law.

This may include disclosure to:

  • Club Committee members and authorised volunteers;

  • tournament and event organisers;

  • competition administrators;

  • relevant sporting or backgammon organisations;

  • venues hosting Club activities;

  • service providers assisting with Club administration;

  • payment or accounting service providers;

  • professional advisers where appropriate;

  • emergency services where necessary; or

  • government agencies or other organisations where required or authorised by law.

The Club will only disclose information that is reasonably necessary for the relevant purpose.

11. Disclosure Outside New Zealand

Some Club service providers or online platforms may store or process information outside New Zealand.

Where personal information is disclosed to an overseas organisation, the Club will take reasonable steps to comply with Information Privacy Principle 12 and any other applicable requirements of the Privacy Act 2020.

The Privacy Act places requirements on organisations when personal information is disclosed outside New Zealand.

12. Accuracy of Personal Information

The Club will take reasonable steps to ensure that personal information it holds is accurate, complete, relevant, up to date and not misleading for the purposes for which it is used.

Members are encouraged to advise the Club when their contact or membership information changes.

13. Storage and Security

The Club will take reasonable safeguards to protect personal information against:

  • loss;

  • misuse;

  • unauthorised access;

  • unauthorised disclosure;

  • alteration; and

  • destruction.

Access to personal information will be limited to people who reasonably need the information to perform their Club responsibilities.

Where personal information is held electronically, the Club will use reasonable security measures appropriate to the nature of the information and the Club's resources.

Paper records will be stored securely where reasonably practicable.

14. Retention of Personal Information

The Club will not retain personal information for longer than is reasonably required for the purposes for which it may lawfully be used.

Some information may be retained for longer periods where necessary for:

  • legal or regulatory requirements;

  • financial or accounting records;

  • historical Club records;

  • competition records;

  • resolving disputes;

  • establishing or defending legal claims; or

  • legitimate archival purposes.

When personal information is no longer required and there is no lawful reason to retain it, the Club will take reasonable steps to securely destroy or delete it.

15. Access to Personal Information

Individuals have the right to request access to personal information the Club holds about them.

A request may be made by:

Email: shorecityrollers@gmail.com

Requests should identify the individual making the request and, where possible, describe the information being requested.

The Club will respond to requests in accordance with the Privacy Act 2020.

The Office of the Privacy Commissioner advises that organisations generally need to respond to requests for access to personal information within 20 working days, subject to the provisions of the Act.

16. Correction of Personal Information

Individuals may ask the Club to correct personal information held about them if they believe it is inaccurate, incomplete or misleading.

The Club will consider correction requests in accordance with the Privacy Act 2020.

If the Club does not agree that information should be corrected, the individual may request that a statement of correction be attached to the relevant information, where applicable.

17. Privacy Complaints

If an individual believes the Club has mishandled their personal information, they are encouraged to raise the concern with the Club in the first instance.

Privacy concerns should be sent to:

Shore City Rollers Backgammon Club Inc
Email: shorecityrollers@gmail.com

The Club will consider privacy complaints fairly and take reasonable steps to investigate and respond.

Where appropriate, the Club may seek further information from the person making the complaint or from relevant Club officers or service providers.

18. Privacy Breaches

A privacy breach may occur where personal information is:

  • accessed without authorisation;

  • disclosed to the wrong person;

  • lost or stolen;

  • accidentally published;

  • altered without authorisation; or

  • otherwise compromised.

If the Club becomes aware of a privacy breach, it will assess the breach and take reasonable steps to contain, investigate and remedy it.

Where a privacy breach has caused or is reasonably likely to cause serious harm to an affected individual, the Club will comply with the Privacy Act's requirements to notify the Privacy Commissioner and affected individuals as soon as reasonably practicable, subject to any applicable exceptions or restrictions.

The Privacy Act 2020 contains specific requirements concerning notifiable privacy breaches.

19. Children and Young People

The Club recognises that children and young people may participate in Club activities.

The Club will take reasonable care when collecting, using, storing or publishing information about children and young people.

Where appropriate, the Club may seek information or consent from a parent or guardian, particularly where information is not reasonably necessary to administer ordinary Club participation.

The Club will not knowingly collect more personal information about a child or young person than is reasonably necessary for the relevant purpose.

20. Third-Party Services

The Club may use third-party services to assist with Club administration, including:

  • email services;

  • online registration systems;

  • cloud storage;

  • payment services;

  • accounting services;

  • website hosting;

  • social media platforms; and

  • messaging platforms.

Where third parties handle personal information on behalf of the Club, the Club will take reasonable steps to ensure that information is handled appropriately and in accordance with applicable privacy requirements.

21. Privacy Officer

The Club will appoint a person responsible for privacy matters where required or considered appropriate.

The Privacy Officer may:

  • oversee the Club's privacy practices;

  • respond to privacy enquiries;

  • assist with access and correction requests;

  • coordinate responses to privacy complaints;

  • assist with privacy breach management; and

  • help the Club maintain compliance with the Privacy Act 2020.

Privacy Officer: Club Secretary / nominated Committee member
Contact: shorecityrollers@gmail.com

The Committee may update the nominated Privacy Officer from time to time without requiring a formal amendment to this Policy.

22. Responsibilities of Club Members and Volunteers

Members, Committee members and volunteers who have access to personal information as part of their Club responsibilities are expected to:

  • respect the privacy of others;

  • only access information they reasonably need;

  • keep personal information secure;

  • avoid unnecessary disclosure of personal information;

  • not use Club information for unrelated purposes;

  • take reasonable care when using email, messaging and social media;

  • promptly report suspected privacy breaches to the Committee; and

  • follow this Policy and any relevant Club procedures.

23. Changes to this Policy

The Club may amend this Privacy Policy from time to time to reflect:

  • changes in New Zealand privacy law;

  • guidance from the Office of the Privacy Commissioner;

  • changes to Club operations;

  • changes to technology or communication platforms; or

  • improvements to the Club's privacy practices.

The current version of this Policy should be regarded as the applicable version.

24. Relevant New Zealand Law

This Policy is primarily intended to support the Club's compliance with the Privacy Act 2020 and the Information Privacy Principles.

The Privacy Act 2020 governs how organisations collect, store, use and disclose personal information and provides individuals with rights to access and correct their information.

This Policy does not replace the Privacy Act 2020. If there is any inconsistency between this Policy and applicable New Zealand law, the law will prevail.

25. Contact

For privacy enquiries, requests for access or correction, or privacy concerns, please contact:

Shore City Rollers Backgammon Club Inc
Email: shorecityrollers@gmail.com

Privacy Officer: Club Secretary / nominated Committee member

bottom of page