The far out grotto (FOG) is bound by Aotearoa New Zealand legislation, including the Privacy Act 1993 and the 12 privacy principles contained therein. This policy outlines FOG’s commitment to protecting the privacy of its members in accordance with the Privacy Act.
what
Personal information is information about identifiable, living people. As part of our membership process FOG will collect personal information about you including but not limited to your name, date of birth, pronouns, address and contact details. If you choose to participate in trips, events or courses, we may also need to collect personal information about any medical or other relevant condition you may have and your level of experience in certain activities.
how
We usually collect information directly from you at the time of joining, or before trips, events and courses. This will happen either electronically via website form, email, over the phone, or in person. We may also collect information via surveys or questionnaires from time to time.
why
We only collect and retain personal information that is reasonably necessary in order to successfully run the organisation. This information will only be used for the intended purpose(s), which will be either stated or can be reasonably inferred at the time of collection (including for the purpose of providing services and benefit to members). Any information that FOG collects will not be kept for longer than is reasonable for the purpose(s) for which it was collected.
who
Information collected by FOG will not be distributed or sold to third parties. The information will be used by the FOG board of directors in their administrative and grotto management functions, and will be available to the NZSS council, in order for them to carry out functions particular to the running of the society. This includes but is not limited to the distribution of newsletters, information of interest to grotto members, and contacting new or returning members to welcome them. All board members agree to respect and adhere to confidentiality of all personal information held by FOG.
security
We will ensure that reasonable safeguards are in place to prevent loss, misuse or disclosure of personal information.
access
You have the right under the Privacy Act to access any personal information that we hold about you, and to change or correct information as is needed. Individuals will need to contact the board to access, change, delete, or correct personal information. Access will be provided where that is permitted under the Privacy Act. If access is declined, FOG will provide reasons for its decision.
contact
If you would like more information about how we manage your personal information, or you have a complaint about this management, please contact the FOG board: board@fog.org.nz .
We will endeavour to respond quickly to your query or complaint. If you are not satisfied with how the complaint was handled, you can refer your complaint or query to the Privacy Commissioner at https://www.privacy.org.nz/your-rights/complaint-form/ or 0800 803 909.
For further information about privacy issues and protecting your privacy visit the Privacy Commissioner website at https://www.privacy.org.nz .