New Zealand Pain Society Privacy Policy
1. Purpose
The New Zealand Pain Society Incorporated (NZPS) is committed to respecting and protecting the privacy of personal information entrusted to the Society.
This Privacy Policy sets out how NZPS collects, uses, stores, protects and discloses personal information and the responsibilities of NZPS in managing that information.
NZPS will manage personal information in accordance with the Privacy Act 2020 and other applicable New Zealand privacy requirements.
2. Scope
This policy applies to personal information collected or held by NZPS in connection with:
- NZPS membership;
- Membership applications and renewals;
- Member communications;
- Events, webinars and conferences;
- Publications and newsletters;
- Funding applications and Grants;
- Special Interest Groups and other NZPS activities;
- Website and online member services;
- Council and Society administration; and
- Other activities undertaken on behalf of NZPS.
It applies to personal information held electronically or in hard copy.
3. Personal information collected
Depending on the purpose, NZPS may collect information including:
- Name and title;
- Contact details, including email address, telephone number and postal address;
- Profession, workplace or organisation;
- Membership category and membership status;
- Membership commencement, renewal and expiry information;
- Invoicing and payment information;
- Event and webinar registration information;
- Information provided through NZPS forms and correspondence;
- Information relating to applications for funding, Grants or other NZPS opportunities; and
- Other information reasonably necessary for NZPS activities.
NZPS will seek to collect only information that is reasonably necessary for a lawful NZPS purpose.
4. Collection of personal information
Where reasonably practicable, NZPS will collect personal information directly from the individual concerned.
Information may also be collected indirectly where permitted by law and where reasonably necessary for NZPS purposes.
Individuals will be informed about the purpose for which their information is being collected and other relevant matters required under the Privacy Act.
5. Use of personal information
NZPS may use personal information for purposes including:
- Administering membership;
- Processing membership applications and renewals;
- Issuing invoices and managing payments;
- Communicating with members;
- Providing member resources and services;
- Administering events, webinars and conferences;
- Distributing NZPS publications and communications;
- Administering funding, grants and other programmes;
- Maintaining Society records;
- Fulfilling accounting, governance and legal obligations; and
- Other purposes that are directly related to the purpose for which the information was collected or otherwise permitted by law.
NZPS will not use personal information for an unrelated purpose unless permitted by law or the individual has otherwise authorised its use.
6.Disclosure of personal information
NZPS will generally only disclose personal information where this is necessary for the purpose for which it was collected, a directly related purpose, where the individual has authorised the disclosure, or where disclosure is otherwise permitted or required by law.
NZPS may disclose relevant information to service providers who assist with Society administration.
These may include providers of:
- Email and cloud-based services;
- Accounting and invoicing systems;
- Membership and website systems;
- Event registration systems;
- Webinar and video-conferencing services; and
- Administrative automation services.
Current or potential services used by NZPS may include Google Workspace/Google services, Mailchimp, Xero, Zoom, Eventbrite and Zapier.
NZPS will take reasonable steps to ensure that service providers appropriately protect personal information and only use it for authorised purposes.
7.Overseas disclosure and cloud services
NZPS uses cloud-based systems and some service providers may store or process information outside New Zealand.
Where personal information is disclosed or made available outside New Zealand, NZPS will comply with the applicable requirements of the Privacy Act 2020.
NZPS will take reasonable steps to ensure appropriate safeguards are in place when using overseas service providers.
8. Member privacy
NZPS will take reasonable steps to prevent members' personal contact information from being unnecessarily disclosed to other members.
Membership of NZPS does not, by itself, give a member access to another member's personal information.
Where online groups, member platforms, shared folders or other digital services are used, NZPS will use appropriate access and privacy settings to restrict access to personal information.
9. Security
NZPS will take reasonable security safeguards to protect personal information against:
- Loss;
- Unauthorised access;
- Unauthorised disclosure;
- Misuse;
- Alteration; and
- Other inappropriate handling.
Access to systems containing personal information should be limited to authorised individuals who require access for their NZPS responsibilities.
Council members, contractors and other authorised persons handling NZPS personal information should maintain appropriate confidentiality and security practices.
10. Retention and disposal
NZPS will not retain personal information for longer than is reasonably required for the purposes for which it may lawfully be used, or where retention is required for legal, accounting, governance or other legitimate purposes.
When information is no longer required, NZPS will take reasonable steps to securely delete or dispose of it.
11. Access and correction
Individuals have rights under the Privacy Act to request access to personal information NZPS holds about them and to request correction of information that is inaccurate or incomplete.
Requests should be directed to the NZPS Secretary or other designated privacy contact.
NZPS will respond to requests in accordance with the Privacy Act.
12. Privacy complaints
Privacy concerns or complaints should initially be directed to the NZPS Secretary.
NZPS will investigate privacy concerns appropriately and take reasonable steps to resolve them.
Individuals retain the right to contact the Office of the Privacy Commissioner regarding their privacy concerns.
13. Privacy breaches
NZPS will maintain reasonable processes for identifying, containing, assessing and responding to privacy breaches.
Where a privacy breach is likely to cause serious harm and notification is required under the Privacy Act, NZPS will notify the Office of the Privacy Commissioner and affected individuals as required.
14. Responsibilities
NZPS Council
Council is responsible for ensuring that NZPS has appropriate privacy practices and oversight.
NZPS Secretary
The Secretary is responsible for the day-to-day administration of privacy matters, including:
- Maintaining the privacy statement;
- Responding to privacy enquiries;
- Coordinating access and correction requests;
- Maintaining appropriate access controls;
- Escalating privacy concerns to Council where appropriate; and
- Coordinating responses to suspected privacy breaches.
Council members and authorised personnel
Anyone with access to NZPS personal information must:
- Only access information required for their NZPS responsibilities;
- Maintain confidentiality;
- Use information only for authorised purposes;
- Take reasonable steps to protect information; and
- Promptly report suspected privacy breaches.
15. Review
This policy will be reviewed periodically and whenever there are significant changes to NZPS operations, systems, technology or applicable privacy requirements.
Privacy contact:
NZ Pain Society Secretary
Secretary@nzps.org.nz
