Privacy Policy

New Zealand Orchid Society (Inc.)

1. Purpose

New Zealand Orchid Society (Inc.), referred to in this policy as the Society, is committed to protecting personal information and handling it in accordance with the Privacy Act 2020.

This policy explains how the Society collects, uses, stores, discloses, and protects personal information in connection with its functions and activities, including:

• membership applications and renewals
• event registrations
• orchid show entries, judging, and awards
• volunteer and committee administration
• website enquiries
• email communications
• social media interactions
• photographs, video, and security footage were used at Society events or premises

This policy also explains how you may request access to, or correction of, your personal information.

2. What personal information we collect

The Society collects personal information only where needed for lawful Society purposes connected with its functions and activities.

Depending on your involvement with the Society, we may collect:

• your name
• postal address
• email address
• phone number
• membership details
• subscription and payment information
• event registration details
• orchid show, judging, award, or competition entry details
• volunteer, committee, or judging participation details
• correspondence you send to us
• photographs or video taken at Society events
• website usage information, such as cookies or analytics data
• any other information you choose to provide to us

We do not collect more personal information than we reasonably need for these purposes.

3. How we collect personal information

We usually collect personal information directly from you, including when you:

• apply for membership
• renew membership
• register for meetings, seminars, shows, or other events
• submit orchid entries, judging information, or award nominations
• contact us by email, phone, post, social media, or through our website
• volunteer for Society activities
• interact with our website

In some cases, we may receive information from another person or organisation, for example where:

• someone registers or enters an event on your behalf
• you authorise another person to provide information for you
• information is publicly available
• collection from another source is otherwise permitted by law

Where reasonable, we will make you aware of this.

4. Why we collect personal information

We collect and use personal information for purposes such as:

• maintaining membership records
• collecting subscriptions and other fees
• communicating with members and supporters
• administering meetings, shows, seminars, outings, judging, and other Society activities
• publishing event information, show results, awards, or member achievements where appropriate
• managing volunteers, office holders, and committee administration
• responding to enquiries
• improving our website, communications, and member services
• meeting legal and administrative obligations

If you do not provide requested information, we may not be able to process your membership, event registration, entry, enquiry, or other request.

5. Disclosure of personal information

The Society will not sell, rent, or trade personal information.

We may disclose personal information where this is necessary for Society purposes or permitted by law, including to:

• committee members or authorised volunteers who need the information for Society administration
• service providers who help us operate, such as website hosts, email platforms, payment processors, or cloud storage providers
• event organisers, judges, officials, or affiliated orchid bodies where needed for an event, judging, awards, or related administration
• professional advisers where required
• regulatory or law enforcement agencies where required or permitted by law
• any other person where you have authorised the disclosure

We will only disclose personal information for the purpose for which it was collected, for a directly related purpose, with your consent, or where otherwise permitted by the Privacy Act 2020.

6. Storage and security

The Society takes reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

Information may be held in paper files and electronic systems. These may include records held by office bearers, committee members, or trusted third-party service providers.

Security measures may include:

• password protection
• access controls
• limited access to records
• secure storage of paper records
• secure online systems where practicable

No method of storage or transmission is completely secure, but we take reasonable steps appropriate to the nature of the information we hold.

7. Overseas storage or disclosure

Some of the Society’s service providers, such as website, email, cloud storage, or payment providers, may store or process personal information outside New Zealand.

Where personal information is disclosed overseas, the Society will take reasonable steps to ensure the recipient is subject to privacy protections comparable to those in New Zealand, or that the disclosure is otherwise permitted by the Privacy Act 2020.

8. Accuracy of personal information

The Society takes reasonable steps to ensure personal information is accurate, up to date, complete, relevant, and not misleading.

Please tell us if your details change.

9. Access to your personal information

You have the right to request access to personal information the Society holds about you.

Requests should be made to the Society’s Privacy Officer using the contact details below.

We may ask you to verify your identity before releasing information.

We will respond to access requests as soon as reasonably practicable and no later than 20 working days after receiving the request, unless the Privacy Act 2020 allows an extension or another lawful ground for refusal applies.

10. Correction of your personal information

You have the right to ask us to correct personal information if you believe it is wrong, incomplete, or misleading.

If we do not agree to make the correction requested, you may ask us to attach a statement of correction to the information.

11. Retention of personal information

The Society keeps personal information only for as long as it is needed for the purpose for which it was collected, or as required by law and reasonable administrative practice.

When information is no longer required, we will take reasonable steps to securely destroy it or de-identify it.

12. Website cookies and analytics

Our website may use cookies or similar technologies to help the site function, remember preferences, and understand website usage.

Cookies do not usually identify you by themselves, but they may be linked with other information we hold. You may change your browser settings to refuse cookies, although some parts of the website may not function properly.

13. Photos, video, and security footage

The Society may take photographs or video recordings at meetings, shows, seminars, and other events for Society records, newsletters, websites, social media, and promotional material.

Where appropriate, we will give notice that photography or filming is taking place. If you do not want your image used, please tell the event organiser or the Privacy Officer.

The Society may also use security cameras at premises or events for lawful purposes such as safety, security, and asset protection. Any footage will be handled in accordance with the Privacy Act 2020.

14. Privacy breaches

The Society takes privacy breaches seriously.

If we become aware of a privacy breach, we will assess it promptly. If the breach has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as soon as practicable, as required by the Privacy Act 2020.

15. Privacy Officer

The Society has appointed a Privacy Officer.

Privacy Officer: Greg Barnes

Email: secretarynzos@yahoo.co.nz

16. Complaints

If you have a concern about how the Society has handled your personal information, please contact the Privacy Officer first.

We will review your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner.

17. Changes to this policy

The Society may update this policy from time to time. The latest version will be published on our website.

Last updated: 3^rd March 2026