New Zealand Society of Genealogists' Privacy Policy
The New Zealand Society of Genealogists (we, us, our) complies with the New Zealand Privacy Act 2020 (the Act) when dealing with personal information. Personal information is information about an identifiable individual (a natural person).
This policy sets out how we will collect, use, disclose and protect your personal information.
This policy does not limit or exclude any of your rights under the Act. If you wish to seek further information on the Act, see www.privacy.org.nz.
Updates to our Information Practices
We reserve the right to change this policy. By continuing to liaise and engage with us in respect of any products and services supplied or provided by us, you agree to be bound by the amended policy. You should check from time to time to see if the policy has changed.
A revised policy will be uploaded to our website www.genealogy.org.nz once approved by the NZSG Board. The change will apply from the date that we upload the revised policy.
Members
What Information Do We Collect?
We gather information about our current members during our Membership Joining process. This information includes the following personal information;
- Your name
- Your email address
- Your residential addresses
- Your telephone number.
We are complying with the Incorporated Societies Act 2022 with the information we request during our Membership Joining process.
How Will We Use Your Personal Information?
We will use your personal information:
- To verify your identity
- To set up or administer your membership with us
- To provide news, services and products to you
- To market our services and products to you, including contacting you electronically (e.g. by text or email for this purpose)
- To improve the services and products that we provide to you
- To bill you and to collect money that you owe us, including authorising and processing credit card transactions [note: we do not store any credit card details – bill payments to us are made through a third party]
- To respond to communications from you, including a complaint
- To conduct research and statistical analysis (on an anonymised basis)
- To protect and/or enforce our legal rights and interests, including defending any claim
- For any other purpose authorised by you or the Act.
Disclosing Your Personal Information
We may disclose your personal information to:
- Branches or Interest Groups which are affiliated to the New Zealand Society of Genealogist for the purpose of sending you information about their Branch or Interest Group
- A person who can require us to supply your personal information (e.g. a regulatory authority)
- Any other person authorised by the Act or another law (e.g. a law enforcement agency)
- Any other person authorised by you.
We do not sell or rent your personal information to any third party. However, we do share your personal information with trusted third parties that work on our behalf to deliver our services (such as for computing and storage purposes, for email correspondence and marketing purposes).
We do not authorise third parties to use or disclose your personal information except for the purpose of providing the service we request from them. All third parties, which we disclose your personal information to, are subject to obligations under the New Zealand Privacy Act 2020 to protect your information from unauthorised use or disclosure.
We do not share your personal information with any overseas providers which are not subject to the New Zealand Privacy Act. If we were to do so, we would obtain prior authorisation from you before we disclose it to any such third parties.
Website Information
Our website is linked to our Membership System to enable members to have full access to the resources provided through the website. To login, you will need to provide us with the email address associated with your membership and a password.
Mem-List
Membership provides access to Mem-List, a Google Group for communicating with other members. This is on an opt-in basis. Members opting in and making posts on Mem-List should be aware that private information such as their name and email address is available to other Mem-List members.
Non-members
What Information Do We Collect?
You may provide us with your name, telephone number and email address during efforts to promote our Society at (but not limited to) expos, fairs, and other promotional events both in person and online.
How Will We Use Your Personal Information?
We will use your information to provide further information about us. This may include promotional material about products and services we think may be relevant to you.
It is our policy to immediately remove any person from any mailing list upon the person’s request.
Website Information
When you use our website, we may collect information about how you interact with us for the purpose of analysing use of our website. No identifiable personal information is collected in this process.
Our website contains links to external websites and our affiliated Branches and Interest Groups. Information you may provide on these websites is subject to the privacy policies of our partners. We encourage you to make enquiries of such policies before providing our partners with your personal information.
About Cookies
Our website does not use Cookies. (Cookies are small pieces of information that websites send to your web browser and stores on your devices hard drive.)
Consent
You consent to the collection and use of your personal information by the New Zealand Society of Genealogists in accordance with this privacy policy.
Protecting Your Personal Information
We will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse.
Accessing and Correcting Your Personal Information
Subject to certain grounds for refusal set out in the Act, you have the right to access your personal information that we hold and to request a correction to your personal information. Before you exercise this right, we may need evidence to confirm that you are the individual to whom the personal information relates.
In respect of a request for correction, if we think the correction is reasonable and we are reasonably able to change the personal information, we will make the correction. If we do not make the correction, we will take reasonable steps to note on the personal information that you requested the correction.
If you want to exercise either of the above rights, email us at membership@genealogy.org.nz. Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information, or the correction, that you are requesting).
Internet Use
While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk.
If you follow a link on our website to another site, the owner of that site will have its own privacy policy relating to your personal information. We suggest you review that site’s privacy policy before you provide personal information.
27/02/2024