This purpose of this policy is to set out how Linwood Rugby Club (‘Linwood Rugby’, ‘we’, ‘us’, ‘our’) handles your personal information (including the collection, storage, use and disclosure of your personal information), how you can access and change your information and how you can provide us with feedback or make a complaint.

Please note that this policy will be subject to updates and amendments from time to time.

Introduction

Linwood Rugby respects the privacy of the individuals in relation to whom we collect, use, disclose and hold personal information and is committed to managing personal information in accordance with the Privacy Act 2020.

How we collect information about you

We collect personal information about you:

Directly from you when you register for a course, competition or event.

Directly from you when you make enquiries of us or provide us with any personal information when you communicate with us directly through our websites or via any other written and verbal communications or through social media.

From other people or organisations when you authorise us to contact them to obtain personal information about you such as credit reporting agencies.

Through your use of our website.

Directly when you apply for employment with us.

Directly when you use any of our services or facilities or sign up to any of our newsletters or update services.

We also collect personal information from participants through our participation registration process, meaning any person that has, by completing the participation registration process, agreed to be bound by any constitution, regulations, bylaws and policies of the Provincial Union with jurisdiction and control over the competition they are registered for, as well as World Rugby and New Zealand Rugby Union Incorporated constitutions, regulations, bylaws and policies applying from time to time.

For the avoidance of doubt, a participant includes a player, referee, coach or administrator and any other individual (‘participant’) involved in the organisation or promotion of rugby including a director, other officer, employee or volunteer of a rugby team, school or club.

The kind of personal information we collect

We only collect the personal information you give to us or authorise us to collect from other people or sources. The information we collect may include your name, address, email address, phone number, gender, date of birth and IP address (including country IP address originates from).

We may also collect any other personal information you may choose to provide to us or authorise other persons to provide to us.

We also collect personal information from participants who complete the participation registration process, as set out in Linwood Rugby registration forms.

If you choose not to provide us with personal information, we may be unable to provide access to certain content or services.

How we use your personal information

The personal information that we collect from you or someone acting on your behalf may be used for any of the following purposes:

To provide you with services or facilities, including:

those you have requested; and

assisting our Members and Affiliated Organisations to provide such services or facilities to you.

To positively confirm your identity. This is to avoid inappropriate release or use of your information.

To respond to correspondence or to provide you with information that you have requested.

To process your application for any consent, licence, approval, permit or other authorisation for which you have applied.

To process your application to use or to register for any of our services or facilities, including our online services.

To respond to your requests, enquiries or feedback, or for customer care related activities.

To provide you with information about our events, news, services or facilities, or the events, news, services or facilities of our organisations that we consider may be of interest to you.

To comply with relevant laws and regulations.

To carry out activities connected with the running of our business or operations such as personnel training, or testing and maintenance of computer and other systems.

For any specific purpose which we notify you of at the time your personal information is collected.

For general administrative and business purposes.

For the purposes as specified in our terms and conditions (where applicable).

We also use personal information collected through the participation registration process for the purposes of the general administration of the game of rugby by us including managing registration, managing and dealing with injury and insurance matters, rugby-related communications, statistical analysis and research and the promotion of the game of rugby, including ticketing offers and other marketing of the game of rugby.

Sharing your personal information

We may disclose personal information about you to:

Any person engaged by the Linwood Rugby to provide products or services to you on our behalf, where your personal information is necessary for the provision of those products or services.

Linwood Rugby Members or Affiliated Organisations, in order to assist with the functions and services that they provide.

A third party if we are required to do so under any laws or regulations, or in the course of legal proceedings or other investigations. This may include sharing CCTV footage with the New Zealand Police or other public sector agencies where criminal activity is reported or suspected. The New Zealand Police may also access live feeds from certain CCTV cameras from time to time, for law enforcement, investigation and emergency response purposes.

Any person you authorise us to disclose your personal information to.

Any person, if that information is held in a public register.

Accessing your personal information

You are entitled to request access to, and the correction of, the personal information we hold about you. 

If the information you have requested can be readily retrieved, and subject to any lawful grounds for withholding, we will provide you with a copy of the personal information you have requested.

You may update or correct your personal information by contacting us in writing or by email. If we agree with the correction requested, we will make the change. If we do not make the correction requested, you can ask for your request to be kept with the personal information of yours that we hold.

You can make any request by emailing rugby@linfield.co.nz

Right to object, restricting processing & withdrawing consent

You can ask us to stop processing your personal information, and we will do so, if we are:

processing your personal information on the basis of the legitimate interests of us or a third party, unless we can demonstrate overriding compelling legitimate grounds for the processing, or the processing is required for the establishment, exercise or defence of legal claims; or

processing your personal information for direct marketing purposes.

You can ask us to 'block' or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you object to us doing so.

If you are entitled to restriction and if we've shared your personal information with others, we will let them know about the restriction where it is reasonably possible for us to do so.

If we rely on your consent as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.

Storage & security

We will only hold your personal information for as long as necessary for the purposes for which it was collected (unless otherwise required by law).

We will take reasonable steps to store your personal information safely and securely against loss, unauthorised access, disclosure, use, modification or other misuse. However, we cannot guarantee the security of information you provide to us via electronic means as information sent over the internet may be unsecure

Your personal information may be held by us in New Zealand. It may also be held on our behalf by service providers who are located both in New Zealand and overseas.

Cookies & Analytics

We may use a "cookie" file containing information that can identify details of your IP address, PC platform (e.g. Windows, NT or Mac), browser type and version (e.g. Internet Explorer, Firefox), domain (whether you are accessing one of our websites from New Zealand or elsewhere) and other user information (e.g. your username).

We may use the information generated by cookies to:

track traffic patterns to, from and on our websites,

measure how you use our websites so they can be updated and improved,

enable you to enter our websites and use certain services and to visit registered user-only areas of our website,

remember the notifications you've seen so that we don't show them to you again,

help display advertising to the appropriate users,

enrich your experience of using our website by allowing us to develop and improve our website to reflect your interests by tailoring what you see to reflect what we have learned about your preferences.

In addition to cookies, we may use Google Analytics and other tracking software including, but not limited to, Google, Facebook, Instagram and Twitter retargeting to understand and optimise user experience and to improve our advertising. This tracking software collects and analyses certain types of information, including cookies, IP addresses, device and software identifiers, referring and exit URLs, onsite behaviour and usage information, and other similar information.

We and any of our third-party analytics service providers may:

use cookies to anonymously track and target advertising based on your browsing behaviour; and

use the cookies of that analytics service provider together with the cookies of another analytics provider to inform, optimise, and serve ads based on a user's past visits to our website.

The website may also detect and use your IP address or domain name for internal web traffic monitoring and capacity purposes, but no personal information is collected.

Patterns of use by visitors to our website may be tracked for the purposes of providing improved service and content based on review of user’s website traffic patterns.

You do not have to accept cookies and can change your browser settings to prevent cookies being stored on your computer. But if you do turn cookies off this will limit the service that we are able to provide to you and may affect your visitor experience.

Internet Use

While we take reasonable steps to maintain secure internet connections, if we are provided with personal information over the internet, the provision of that information is at the individual’s own risk.

If a link on our website to another site is followed the owner of that site will have its own privacy policy relating to personal information. We suggest a review of that site’s privacy policy before personal information is provided.

Right to lodge a complaint with the supervisory authority

If you are based in the European Economic Area (EAA) and have a concern about any aspect of our privacy practices, including the way we've handled your personal information, you can report it to the relevant Supervisory Authority in the EEA.

If you ask us, where it is reasonably possible and lawful for us to do so, we will tell you who we have shared your personal information with so that you can contact them directly.

Please be aware that some of these rights may be limited or unavailable, for example where we have an overriding interest or legal obligation to continue to process the data.

Breach of Policy & Raising Concerns

If there is a privacy breach that has caused serious harm to you (or is likely) to do so, we will need to notify the Office of the Privacy Commissioner and any affected people (including you) as soon as possible after becoming aware of the privacy breach.

If you have any further queries relating to our privacy policy, or you have a problem or complaint, please contact our Privacy Officer via rugby@linfield.co.nz

If you are not satisfied with our handling of your problem or complaint you may make a complaint to the Office of the Privacy Commissioner.