Privacy Policy

St Peter’s School Alumni Incorporated

 

1. Purpose

St Peter’s School Alumni Incorporated ("the Association", "we", "us") is committed to protecting the privacy of its members and ensuring that personal information is collected, used, stored, and disclosed in accordance with the Privacy Act 2020 and the Incorporated Societies Act 2022. This policy outlines how we handle personal information, particularly in relation to our member register, as required by law and in support of the Association’s charitable and community focused objectives.

 

2. Who This Policy Applies To

This policy applies to: • Current and former members of the Association • Committee members • Any authorised persons who access the member register

 

3. Legal Framework

We are required to: • Maintain a member register under Section 79 of the Incorporated Societies Act 2022. • Retain former member data for 7 years as per the Incorporated Societies Regulations 2023. • Comply with the Privacy Act 2020, including all applicable Information Privacy Principles (IPPs).

 

4. What Information We Collect

As required by law, the Association collects and maintains: • Full name of each member • Last known contact details (e.g. address, phone, email) • Date of joining and ceasing membership • Any additional data required by regulations or necessary for alumni engagement and the operation of the Association This information is collected directly from individuals where possible and stored securely in electronic or physical formats.

 

5. How We Use Personal Information

We only use personal information: • To maintain the member register • For official communications, including reunions, newsletters, and events • For fulfillment of our constitution objectives including fundraising. • For election or governance purposes, in line with our objectives • To fulfil obligations under the Incorporated Societies Act We will not use personal data for commercial or unrelated purposes.

 

6. Access to Personal Information

Members may request access to their own personal information under: • Section 80 of the Incorporated Societies Act 2022 Information Privacy Principle 6 of the Privacy Act 2020 • Requests should be submitted in writing to the Secretary. We will respond within a reasonable timeframe and may charge a minimal fee to cover administrative costs.

 

7. Disclosure of Information

We do not share personal information with third parties unless: • Required by law • The individual has consented • It is necessary to carry out the legitimate and charitable functions of the Association We may, for example, provide limited access to member information for event invitations or governance purposes. Any disclosure will be proportionate and reasonable.

 

8. Committee Access to the Register

Committee members may access the member register only: • When it is directly related to their official role • When the activity is aligned with the objectives of the Association • With due respect for privacy and security Strictly prohibited uses include: • Personal use (e.g. business solicitation or unrelated communication) • Sharing information externally without express authority Breaches of this policy may result in disciplinary action, including removal from committee roles.

 

9. Security and Storage

We take reasonable steps to protect personal information from: • Loss • Unauthorised access • Misuse or alteration Data is stored securely, with access restricted to authorised personnel. We regularly review our systems and processes to ensure compliance and safeguard member information.

 

10.Data Retention

As per the Incorporated Societies Regulations 2023, information about former members is retained for seven years after the member ceases to belong to the Association. After this period, records will be securely deleted or anonymised unless required for historical or archival purposes in accordance with privacy principles.

 

11.Complaints and Enquiries

If you have any concerns about how your personal information is being handled, please contact the Secretary of the Association at: Email: Postal Address: If your concern is not resolved, you may contact the Office of the Privacy Commissioner: https://www.privacy.org.nz

 

12.Review of This Policy

This policy will be reviewed regularly, or when changes to the law occur, to ensure ongoing compliance and best practice for an incorporated society of comparable size.