The Institute of Advanced Motorists New Zealand (IAMNZ) complies with the New Zealand Privacy Act 1993 (the Act) when dealing with personal information. Personal information is information about an identifiable individual (a natural person) or group of information that enables identification.
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.
CHANGES TO THIS POLICY
We may change this policy by uploading a revised policy onto the website. The change will apply from the date that we upload the revised policy.
THE RIGHT TO COLLECT YOUR INFORMATION
When you sign up with us, or express an interest in joining, you give us your consent to collect your information. Without this consent we are unable to store or process your information, and you will not be able to be a member. We do not aim to hold or process data that is not useful to our purposes and will not process data about:
- Race or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union memberships
- Genetic or biometric data
- Sex life or sexual orientation
We will collect basic information such as gender and age for statistical purposes and analysis, if provided, to understand our membership and improve our services.
WHO DO WE COLLECT YOUR PERSONAL INFORMATION FROM
IAM NZ is the data controller of your information. We collect personal information about you from:
- you, when you provide that personal information to us, including via the website and any related service, through any registration or subscription process, through any contact with us (e.g. telephone call or email), or when you buy or use our services and products
- third parties where you have authorised this or the information is publicly available.
- We also generate information about you, through the provision of our services to you.
If possible, we will collect personal information from you directly.
HOW WE USE YOUR PERSONAL INFORMATION
We will use your personal information
- to verify your identity
- to record your membership status and any tests you have completed
- to record your progress with IAMNZ
- to contact you concerning the business activities of IAMNZ (including voting)
- to bill you and to collect money that you owe us for subscriptions
- to respond to communications from you
- 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:
- a regional chair for the purpose of conducting any activity relating to your membership
- businesses that support our services and products, including any person that hosts or maintains any underlying IT system or data centre that we use to provide the website or other services and products. Currently these organisations are limited to Microsoft who host our systems
- 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
- Your information is not sold to any other organisation
PROTECTING YOUR PERSONAL INFORMATION
We will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse. We will inform you in a timely manner if our systems are breached, in accordance with law, along with informing the relevant authorities.
RETAINING YOUR INFORMATION
In the event you leave IAMNZ we will continue to hold your data to meet any applicable laws. If you are an EU resident you have the right to be forgotten, subject to law, but note that in the event of any return there can be no resumption of any previous status that may have been held, if you choose to exercise this right.
ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION
Subject to certain grounds for refusal set out in the Act, you have the right to access your readily retrievable personal information that we hold and to request a correction to your personal information. Before you exercise this right, we will 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 firstname.lastname@example.org . 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).
ADDITIONAL GDPR REQUIREMENTS FOR EU RESIDENTS
For EU residents, you have additional rights under the General Data Protection Regulation (GDPR) which came into effect on 25 May 2018, including the right to be forgotten. If you wish to exercise these rights, you can contact us as above. You also have the right to receive your data in a portable electronic format which we will provide to the best of our ability and within the confines of any applicable laws.
EU residents are able to submit a user access request or Subject Access Request (SAR) and we will provide the following information free of charge:
- What personal information pertaining to you is being processed
- Why this information is being processed
- Who has access to this personal information about you
- How this personal information is being used in automated decisions
- What processes are using this information
We will aim to provide you ongoing access within your own account login to most information and access requests will aim to be completed within 30 days, including a copy of information you don’t have access to.
PRIVACY OF CHILDREN
Our members need to hold a full licence so our website and systems are not intended for the use of people below the age of 17 and we do not knowingly collect personal information from people under the age of 17.
OPTING OUT OF COMMUNICATIONS
We will provide the ability for you to control which information you receive from us, such as marketing material, but there will be some minimum communication required in order to maintain your membership to our organisation that cannot be opted out of.
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 post your personal information on the website’s chat facility or message board (if available) you acknowledge and agree that the information you post is publicly available.