Privacy Policy

Your privacy matters to us

This Privacy Policy explains how personal information may be collected, used, stored, and shared through this website and in connection with Independent New Zealand Cavy Clubs. In New Zealand, the Privacy Act 2020 applies to organisations including social clubs, charities, societies, and community groups, and it contains 13 privacy principles that govern how personal information is handled.

Who this policy applies to

Website visitors, members, exhibitors, and enquirers

Anyone who shares personal information with us

This policy applies to people who use this website, submit contact forms, make enquiries, apply for membership, enter shows, download forms, or otherwise provide personal information in connection with an independent club or club-related activity.

What personal information we may collect

Information you choose to provide

Only what is relevant for club-related purposes

We may collect personal information such as your name, email address, phone number, postal address, membership details, entry information, and any other details you include when contacting us or submitting a form. Under New Zealand privacy law, personal information should only be collected for a lawful purpose connected with the organisation’s functions or activities, and only where that information is necessary for that purpose.

Why we collect your information

To respond, organise, and communicate

Using information for relevant club purposes only

Personal information may be collected so we can respond to enquiries, connect you with the right club, process membership applications, manage show entries, send event information, communicate updates, and support general club administration. New Zealand privacy guidance says organisations should be open about why they are collecting personal information and what they will do with it, and should generally only use information for the purpose for which it was collected.

How your information may be used

To help provide club information and services

Limited to appropriate and related uses

Your information may be used to contact you, reply to your message, process an application or entry, confirm club details, share event information, or administer membership and club activities. Personal information should generally only be used for the purpose originally explained to the individual, unless another permitted reason applies.

Sharing information with clubs and organisers

Your enquiry may be passed to the relevant club

So the right person can respond directly

If you submit an enquiry or form through this website, your personal information may be shared with the relevant independent club, organiser, or club representative so they can respond to you or process your request. Under Principle 11 of the Privacy Act 2020, organisations may generally only disclose personal information for the purpose for which it was collected, for a directly related purpose, or where permission or another lawful basis applies.

Storage and security

Taking reasonable steps to protect information

Keeping personal information safe matters

Personal information should be stored securely and protected against loss, misuse, unauthorised access, disclosure, or alteration. Principle 5 of the Privacy Act 2020 requires organisations to have safeguards that are reasonable in the circumstances to protect personal information. If a serious privacy breach occurs, notification to the Office of the Privacy Commissioner may be required as soon as possible.

Accessing and correcting your information

You have rights under New Zealand privacy law

Ask to see or correct the information held about you

Under the Privacy Act 2020, individuals generally have the right to request access to their own personal information and to ask for correction if they believe it is wrong. The Office of the Privacy Commissioner states that people can ask to access information about themselves, and the privacy principles also give people the right to request correction of personal information.

Cookies and website data

Basic website information may be collected automatically

Helping the website function and improve

Like many websites, this site may use cookies or similar tools to help the website function properly, improve user experience, and understand how the site is used. The Office of the Privacy Commissioner describes cookies as small text files placed in your browser by websites to help sites work efficiently and provide information about usage.

Third-party links

External websites are outside our control

Please check their privacy policies separately

This website may include links to third-party sites such as Facebook pages, club websites, schedules, or downloadable documents hosted elsewhere. If you visit an external site, that site’s own privacy policy and terms will apply.

Retention of information

We should not keep information longer than needed

Personal information should be managed responsibly

Personal information should only be kept for as long as it is reasonably needed for the purpose it was collected, or as otherwise required by law or club record-keeping needs. When information is no longer needed, it should be securely deleted or disposed of in an appropriate way, consistent with the Privacy Act’s principles around proper handling and storage.

Privacy officer and contact details

A contact point for privacy matters

Get in touch if you have a privacy question

The Office of the Privacy Commissioner says organisations must have at least one person who fulfils the role of privacy officer. It is useful to include that person’s contact details in a privacy policy. If you have any questions about this Privacy Policy, want to access or correct your information, or have a privacy concern, please contact us through the website or the relevant club contact.

Privacy breaches

Concerns should be taken seriously

We aim to respond appropriately if something goes wrong

If there is a suspected privacy breach involving your personal information, it should be assessed promptly and managed appropriately. The Office of the Privacy Commissioner provides guidance on privacy breaches and states that serious breaches may require notification.

Changes to this policy

This policy may be updated from time to time

Please check back for the latest version

We may update this Privacy Policy from time to time to reflect changes to website practices, club processes, or legal requirements. The latest version published on the website will apply from the date it is posted.

Contact Us

Questions about privacy?

We are happy to help point you in the right direction

If you have questions about this Privacy Policy, would like to access or correct your information, or want to know which club holds your details, please contact us and we will help direct your request appropriately.