Privacy Policy

About this Privacy Policy

Save Our Clubs (“we”, “us”, “our”) collects, uses, stores, analyses, discloses, and retains personal information in connection with our website, campaigns, advocacy, communications, research, stakeholder engagement, public-interest activity, and related organisational purposes.

This Privacy Policy is intended to be clear about how personal information may be handled under New Zealand privacy law. New Zealand privacy law gives individuals certain rights, including rights to access and request correction of personal information. It does not provide a general automatic right to deletion, erasure, objection, portability, or withdrawal from all processing.

By using our website, contacting us, engaging with our campaigns, submitting information, interacting with our social media, signing petitions, attending events, responding to emails, or otherwise dealing with Save Our Clubs, you acknowledge that we may handle your personal information as described in this Privacy Policy.

We may update this Privacy Policy from time to time. The latest version will be published on our website.

Personal information we collect

We may collect personal information from you, about you, or relating to you.

This may include:

• name;
• email address;
• phone number;
• postal or residential address;
• social media handles;
• usernames and public profile information;
• club, society, association, university, organisation, campaign, or community affiliation;
• role, title, position, committee membership, or representative status;
• campaign participation history;
• petition, form, survey, or submission responses;
• event registration and attendance information;
• correspondence with us;
• complaints, enquiries, feedback, and requests;
• photographs, video, audio, screenshots, documents, spreadsheets, and other materials you provide or that are generated through campaign activity;
• public comments, posts, publications, submissions, or statements associated with you;
• information about your views, interests, preferences, issues of concern, and engagement with Save Our Clubs or related matters;
• demographic information where provided, public, inferred, or relevant;
• technical information, including IP address, device information, browser type, operating system, pages viewed, links clicked, referring pages, approximate location, and interaction data;
• email engagement data, including whether emails are opened, links are clicked, forms are submitted, or unsubscribe links are used;
• records of our interactions with you;
• information generated by our systems, service providers, analytics tools, campaign tools, or internal records;
• any other information you provide to us or that we lawfully collect in connection with our activities.

Where information relates to a club, association, group, committee, organisation, campaign, or public issue, we may treat it as personal information where it identifies or can reasonably be linked to an individual.

Publicly available information

We may collect personal information from publicly available sources.

These may include:

• websites;
• public directories;
• public registers;
• university, club, society, association, or organisation pages;
• public social media profiles, posts, comments, reactions, shares, and engagement;
• public submissions;
• public petitions;
• newsletters;
• media articles;
• public reports;
• meeting papers, agendas, minutes, and notices;
• archived webpages;
• search engine results;
• public campaign material;
• other material that is lawfully available to the public.

We may use publicly available information to identify relevant people and organisations, understand networks and relationships, contact stakeholders, assess public issues, verify information, maintain records, conduct research, support advocacy, and improve campaign effectiveness.

Information being publicly available does not necessarily mean it is no longer personal information. However, we may still collect and use publicly available personal information where doing so is lawful and connected with our activities.

Information from third parties

We may collect personal information from third parties where lawful and relevant to Save Our Clubs.

Third parties may include:

• supporters;
• volunteers;
• campaign partners;
• clubs, societies, associations, and organisations;
• event organisers;
• service providers;
• public platforms;
• social media platforms;
• analytics providers;
• email and campaign platforms;
• people who contact us about a matter involving you;
• people who provide documents, emails, screenshots, submissions, or other material to us.

We may combine information received from third parties with information we already hold.

We may not always be able to tell you when we collect information about you from another source, particularly where the information is public, where notification would be impracticable, where the information is used for research or advocacy, where notification would prejudice the purpose of collection, or where another exception applies.

Sensitive information

Some information we collect may be sensitive.

This may include information about:

• political opinions;
• advocacy activity;
• membership of clubs, associations, unions, representative bodies, political organisations, campaign groups, or activist networks;
• complaints, disputes, grievances, or disciplinary matters;
• demographic information;
• health, disability, accessibility, or welfare-related information where relevant to participation in an event, complaint, campaign, or issue;
• views expressed in submissions, emails, surveys, public comments, campaign material, or correspondence.

We do not generally require you to provide sensitive information. However, if sensitive information is provided to us, made public, included in material sent to us, or relevant to a matter involving Save Our Clubs, we may collect and use it for the purposes described in this Privacy Policy.

User-submitted and third-party-submitted content

If you submit content to us, including text, emails, screenshots, images, video, audio, documents, spreadsheets, complaints, submissions, statements, or other materials, we may collect and use that content.

Submitted content may include personal information about you or other people.

You are responsible for ensuring that any information you provide to us about another person is lawful and appropriate to share.

We may use submitted content to:

• respond to you;
• assess or verify issues raised;
• support advocacy or campaign work;
• prepare research, summaries, reports, publications, or communications;
• maintain internal records;
• develop campaign strategy;
• identify relevant people, organisations, and stakeholders;
• protect our legal rights;
• respond to complaints, disputes, or legal matters;
• improve our systems, processes, messaging, and organisational effectiveness.

Technical data, analytics, cookies, and email tracking

When you use our website, interact with our emails, complete forms, or engage with our online tools, we may automatically collect technical and usage information.

This may include:

• IP address;
• device identifiers;
• browser type and version;
• operating system;
• approximate location;
• referring website or campaign source;
• pages viewed;
• time spent on pages;
• links clicked;
• buttons clicked;
• forms started, abandoned, or submitted;
• search terms;
• error logs;
• email opens;
• email link clicks;
• unsubscribe activity;
• device and interaction data.

We may use cookies, pixels, link tracking, analytics tools, server logs, and similar technologies.

We use this information to:

• operate and improve our website;
• measure campaign performance;
• understand supporter and stakeholder behaviour;
• personalise or target communications;
• test content and messaging;
• monitor email deliverability;
• detect misuse, spam, abuse, fraud, or security issues;
• analyse traffic and engagement;
• improve future campaigns and advocacy.

You may be able to restrict cookies through your browser settings. Some parts of our website, emails, forms, or campaign tools may not function properly if tracking technologies are disabled.

How we use personal information

We may use personal information for any lawful purpose connected with Save Our Clubs, including to:

• operate, maintain, and improve our website;
• communicate with you;
• send newsletters, updates, alerts, petitions, surveys, and campaign material;
• manage mailing lists and unsubscribe records;
• respond to enquiries, complaints, feedback, access requests, correction requests, or other requests;
• organise petitions, surveys, events, consultations, meetings, campaigns, and public activity;
• identify and contact relevant people, clubs, associations, organisations, and stakeholders;
• understand issues affecting clubs, students, associations, communities, and public institutions;
• conduct advocacy, research, analysis, reporting, public engagement, and campaign planning;
• build, maintain, enrich, segment, and analyse supporter, stakeholder, and contact databases;
• analyse engagement, influence, reach, sentiment, relationships, and campaign effectiveness;
• personalise, target, or prioritise communications;
• develop campaign strategy and public messaging;
• manage volunteers, supporters, contacts, and partners;
• verify information provided to us;
• compare information from different sources;
• generate internal notes, assessments, tags, categories, and engagement records;
• prevent fraud, abuse, spam, security incidents, or misuse of our systems;
• comply with legal obligations;
• respond to lawful requests from authorities;
• exercise or defend legal rights;
• manage organisational records;
• support future campaigns, advocacy, research, public-interest activity, or organisational continuity;
• do anything else authorised by you or permitted by law.

We may use information for related or compatible purposes where permitted by law.

Research, analysis, profiling, and derived information

We may use personal information, public information, submitted content, technical data, engagement data, and third-party information to conduct research, analysis, profiling, segmentation, and campaign planning.

This may include analysing:

• public sentiment;
• campaign engagement;
• supporter behaviour;
• stakeholder relationships;
• club, society, association, and organisation networks;
• issue trends;
• communication effectiveness;
• email and website performance;
• petition, form, and survey responses;
• likelihood of engagement;
• likely relevance to Save Our Clubs activity;
• influence, reach, or public role;
• relationship to organisations, campaigns, or issues.

We may generate derived information about individuals, organisations, and groups, including tags, notes, categories, rankings, summaries, risk indicators, engagement indicators, or internal assessments.

Derived information may be based on information you provide, information from third parties, publicly available information, technical data, or our own analysis.

We may retain and use derived, aggregated, de-identified, or pseudonymised information for as long as it remains useful for our lawful purposes.

Email communications

If we have your email address, we may send you emails about Save Our Clubs.

These may include:

• campaign updates;
• newsletters;
• petitions;
• surveys;
• calls to action;
• event invitations;
• consultation requests;
• fundraising or support requests;
• issue alerts;
• administrative messages;
• legal notices;
• privacy notices;
• follow-up communications;
• messages related to previous interactions with us.

We may track whether emails are delivered, opened, clicked, forwarded, bounced, unsubscribed from, or otherwise interacted with.

You can unsubscribe from non-essential email communications by using an unsubscribe link.

Even if you unsubscribe, we may retain your email address and related records to maintain unsubscribe suppression lists, evidence your preferences, prevent accidental re-subscription, respond to complaints, maintain records, and comply with legal or operational requirements.

We may still send administrative, legal, transactional, or directly relevant communications where appropriate.

Disclosure of personal information

We may disclose personal information where reasonably connected with our activities, lawful purposes, or legal obligations.

This may include disclosure to:

• Save Our Clubs organisers, staff, contractors, advisers, and volunteers;
• campaign partners and aligned organisations;
• clubs, societies, associations, or organisations involved in a relevant issue;
• website hosting providers;
• email delivery providers;
• cloud storage providers;
• analytics providers;
• CRM, database, form, survey, petition, and campaign tool providers;
• spam-prevention, cybersecurity, moderation, and technical support providers;
• communications, media, research, legal, accounting, or strategy advisers;
• event organisers and venues;
• regulators, courts, tribunals, law enforcement, government agencies, universities, dispute resolution bodies, or public authorities;
• any person or organisation where disclosure is authorised by you;
• any person or organisation where disclosure is permitted or required by law;
• any successor, replacement, merged, affiliated, or related organisation that continues, supports, acquires, or takes over any Save Our Clubs activity.

We may disclose personal information to service providers so they can process, store, transmit, analyse, secure, host, or manage information for us.

We do not sell personal information as a standalone commodity. However, personal information may be transferred, disclosed, or made available as part of an organisational restructure, campaign continuation, merger, transfer, succession, partnership, or replacement of Save Our Clubs activities.

Overseas disclosure and storage

Some of the providers and platforms we use may be located outside New Zealand or may store, process, access, support, or back up information overseas.

This may include providers located in Australia, the United States, Canada, the United Kingdom, the European Union, or other jurisdictions.

Overseas jurisdictions may not provide the same level of privacy protection as New Zealand.

Where required, we will take reasonable steps to satisfy the overseas disclosure requirements under New Zealand privacy law, rely on an applicable exception, or use providers that process information on our behalf.

By interacting with Save Our Clubs, you acknowledge that your personal information may be stored, processed, accessed, supported, or disclosed outside New Zealand.

Public campaign activity

Some Save Our Clubs activity is public-facing.

Where you participate in public activity, provide material for publication, interact with public campaign channels, attend public events, or make public statements, personal information may become public or be further distributed.

This may include:

• signing a public petition;
• submitting a statement;
• making a public comment;
• appearing in a photograph, video, livestream, recording, article, post, report, newsletter, or campaign material;
• attending a public meeting, protest, campaign event, consultation, or forum;
• providing a quote, testimonial, case study, submission, or story;
• being identified in connection with a public role, public issue, public campaign, club, association, or organisation.

Public information may be indexed by search engines, archived, copied, screenshotted, shared, republished, commented on, analysed, or used by third parties outside our control.

Social media

If you interact with us on social media, we may collect information from your profile, posts, comments, reactions, shares, reposts, messages, and other interactions.

This may include:

• username;
• profile name;
• profile image;
• public posts or comments;
• private or direct messages you send us;
• reactions, shares, reposts, follows, or other engagement;
• publicly visible networks, affiliations, and interactions.

Social media platforms may also collect information about your interaction with our pages and may provide us with analytics or aggregated information.

Your use of social media platforms is governed by those platforms’ own terms and privacy policies.

Aggregated, de-identified, pseudonymised, and derived information

We may aggregate, de-identify, pseudonymise, summarise, or derive information from personal information.

We may use this information for:

• research;
• reporting;
• analytics;
• public communications;
• campaign planning;
• advocacy;
• organisational records;
• statistics;
• service improvement;
• future campaigns or related activities.

We may retain and use aggregated, de-identified, pseudonymised, summarised, or derived information indefinitely.

We may not be able to reverse all derived, aggregated, de-identified, or analytical records in response to later requests, particularly where the information no longer directly identifies you or has been incorporated into broader research, reporting, statistics, or organisational records.

Retention of personal information

We retain personal information for as long as it is required for any lawful purpose for which it may be used.

The length of time we keep information may depend on:

• the purpose for which it was collected;
• whether we still have a relationship with you;
• whether you remain subscribed to communications;
• whether the information is relevant to a campaign, issue, complaint, dispute, legal matter, research project, organisational record, or public-interest activity;
• whether retention is needed for reporting, accountability, historical, archival, operational, security, legal, or administrative reasons;
• whether we are required or permitted by law to retain it;
• whether the information remains useful for future Save Our Clubs activities or related advocacy.

We may retain personal information after you stop engaging with us where we consider retention necessary or appropriate for a lawful purpose, including to:

• maintain unsubscribe records;
• keep records of correspondence;
• manage complaints or disputes;
• comply with legal obligations;
• protect legal rights;
• preserve campaign, advocacy, research, or organisational records;
• detect misuse, spam, fraud, or security issues;
• maintain historical, statistical, or reporting records;
• support organisational continuity;
• evidence past communications, decisions, actions, or consent;
• avoid re-collecting information from public or third-party sources.

When information is no longer required for any lawful purpose, we may delete it, anonymise it, aggregate it, archive it, or retain it in a restricted-access form.

No general right to deletion

New Zealand privacy law does not provide a general automatic right to require an organisation to delete personal information on request.

You may ask us to delete information we hold about you. We will consider such requests, but we are not required to agree where we have a lawful basis to retain the information.

We may refuse, defer, or limit deletion where retention is necessary or appropriate for:

• lawful campaign, advocacy, research, operational, or organisational purposes;
• maintaining accurate records;
• unsubscribe suppression lists;
• complaint handling;
• dispute management;
• legal compliance;
• litigation or potential litigation;
• audit, reporting, or accountability;
• historical, archival, or research records;
• public-interest activity;
• organisational continuity;
• security, fraud, spam, or abuse prevention;
• exercising or defending legal rights;
• information already made public;
• information already lawfully disclosed to third parties;
• backups, logs, archives, email records, or technical systems;
• any other lawful purpose connected with Save Our Clubs.

Deletion from active systems may not remove information from backups, logs, archives, analytics systems, email systems, third-party systems, public records, or material already lawfully shared, published, copied, or indexed.

Access rights

You may have the right under the Privacy Act 2020 to ask whether we hold personal information about you and to request access to that information.

To make an access request, contact us using the details below.

We may need to verify your identity before responding.

We may refuse or limit access where permitted by law, including where disclosure would:

• affect another person’s privacy;
• disclose information about another person;
• reveal confidential information;
• prejudice legal rights or proceedings;
• compromise security;
• reveal evaluative or opinion material in circumstances where withholding is permitted;
• disclose information generated for legal, dispute, complaint, or investigation purposes;
• be otherwise withheld under the Privacy Act 2020 or another applicable law.

Access rights apply to personal information about you. They do not necessarily entitle you to internal documents, confidential material, information about other people, legal advice, strategy documents, metadata, system logs, or information that is not readily retrievable as personal information about you.

Correction rights

You may ask us to correct personal information we hold about you if you believe it is inaccurate, incomplete, out of date, irrelevant, or misleading.

If we agree, we will take reasonable steps to correct the information.

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

A correction request does not necessarily require us to delete information, remove historical records, alter records of what was said or received, change opinions, remove derived analysis, or replace our records with your preferred version.

We may retain both the original information and the correction request where this is necessary or appropriate for recordkeeping, accountability, legal, dispute, or organisational purposes.

Accuracy and reliance on sources

We may take reasonable steps to ensure personal information is accurate, up to date, complete, relevant, and not misleading before using it.

However, we may rely on information provided by:

• you;
• third parties;
• public sources;
• service providers;
• automated systems;
• campaign tools;
• social media platforms;
• documents, emails, screenshots, and submissions received by us.

We do not guarantee that all information collected from public or third-party sources is accurate, complete, current, or contextually fair.

Where information is opinion, analysis, inference, categorisation, or derived assessment, accuracy may depend on the source material, context, and purpose for which it is used.

Security

We take reasonable steps to protect personal information from loss, unauthorised access, misuse, disclosure, alteration, or destruction.

Security measures may include:

• access controls;
• passwords;
• permission-based systems;
• cloud storage security settings;
• secure service providers;
• internal procedures;
• monitoring for misuse or unauthorised access;
• limiting access to people who need it for Save Our Clubs purposes.

However, no method of electronic storage, communication, transmission, hosting, cloud processing, or online engagement is completely secure.

You are responsible for ensuring that any information you send to us is sent securely and that you do not provide information you do not want us to collect or use.

Privacy breaches

If we become aware of a privacy breach, we will assess the breach and take steps we consider appropriate in the circumstances.

A privacy breach may include unauthorised access, disclosure, loss, alteration, destruction, or misuse of personal information.

Not every privacy breach is notifiable under New Zealand privacy law.

Where we determine that a breach is notifiable, we will notify the Office of the Privacy Commissioner and affected individuals where required.

Where a breach is not notifiable, we may still take internal steps to respond to it, but we may not notify affected individuals unless we consider notification appropriate.

Children and young people

Save Our Clubs activity may involve students, young people, clubs, associations, and community groups.

We do not knowingly seek to collect personal information from children where this would be inappropriate.

Where we collect information from or about young people, we will take reasonable steps to ensure collection and use is fair and appropriate in the circumstances.

If you are a parent, guardian, or authorised representative and believe a young person has provided us with personal information inappropriately, you may contact us.

Third-party websites, platforms, and services

Our website, emails, forms, petitions, surveys, posts, and communications may contain links to third-party websites, platforms, tools, or services.

We are not responsible for the privacy practices, security, content, conduct, decisions, or systems of third parties.

If you use a third-party website, platform, tool, or service, that third party’s terms and privacy policy will apply.

Do Not Track

Some browsers may send “Do Not Track” signals.

Because there is no consistent legal or technical standard requiring us to respond to these signals, we do not currently alter our data collection, analytics, cookies, email tracking, or privacy practices when we receive a Do Not Track signal.

You can manage some tracking technologies through browser settings, cookie controls, email settings, or third-party tools.

Your choices

You may choose not to provide personal information to us.

However, if you do not provide certain information, we may not be able to:

• respond to your enquiry;
• add you to a mailing list;
• register you for an event;
• process a petition, form, survey, or campaign action;
• involve you in particular activities;
• verify your identity;
• manage your preferences;
• investigate or respond to issues you raise;
• assess your relationship to a campaign, issue, club, organisation, or public matter.

You may unsubscribe from non-essential emails at any time.

Unsubscribing does not necessarily prevent us from retaining your information, using it for non-marketing purposes, keeping records, or contacting you about administrative, legal, complaint, or directly relevant matters.

Complaints

If you have concerns about how we handle your personal information, please contact us first.

We may need to verify your identity and obtain further information before responding.

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

Making a complaint does not automatically require us to delete information, stop all processing, remove historical records, or accept your preferred account of events.

Contact us

For privacy questions, access requests, correction requests, unsubscribe requests, or complaints, contact:

Save Our Clubs
Website: https://saveourclubs.nz
Email: privacy (at) saveourclubs (dot) nz

Please include enough information for us to identify you and understand your request.

We may request additional information to verify your identity before responding to access or correction requests.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be published on our website.

Unless otherwise stated, changes apply from the date the updated Privacy Policy is published.

Your continued use of our website, participation in our campaigns, or engagement with Save Our Clubs after the updated policy is published means the updated policy applies to your future interactions with us.