Privacy Policy

 

Privacy Policy of the New Zealand Stoic Society

 

Last updated October 2025

 

The New Zealand Stoic Society (“the Society”) values your privacy and is committed to protecting your personal information in accordance with the Privacy Act 2020 (NZ). This Privacy Policy explains how we collect, use, disclose, and store personal information, as well as your rights regarding that information.

This policy is not legal advice. For independent advice on privacy matters, you may contact a Community Law Centre, Citizens Advice Bureau, a lawyer, or the Office of the Privacy Commissioner: www.privacy.org.nz.

1. What is Personal Information?

“Personal information” means information about an identifiable individual, as defined under the Privacy Act 2020.

 

2. Our Privacy Objectives

The Society is committed to:

  • Maintaining a positive privacy culture among organisers and volunteers.

  • Collecting information only for clear, lawful, and necessary purposes.

  • Protecting personal information against misuse, loss, and unauthorised access.

  • Responding to access and correction requests within legal timeframes.

  • Using and disclosing information only in ways permitted by law.

3. What We Collect

The type of personal information we collect depends on the context. Typical examples include:

  • Contact details: name, email, phone number (e.g., membership, event registration).

  • Optional demographic information: pronouns, gender, ethnicity (voluntary; supports inclusivity and reporting on Stoic participation).

  • Correspondence: information you provide when contacting the Society.

  • Website usage data: IP address, browser type, technical data collected automatically to improve services.

  • Events: At events we may capture photos or audio/video for documentation or promotion; presenters will notify participants and anyone may exercise a no-questions-asked right not to be depicted, which we will honour via camera-off/no-camera zones and post-editing (cropping/blurring) where needed.

  • Demographic Information: Providing demographic information is voluntary and does not affect membership or participation.

4. How We Collect Information

We may collect personal information:

  • Directly from you: via membership forms, event registrations, or correspondence.

  • Indirectly: from publicly available sources or, with your consent, from third parties (e.g., connecting you with a local group).

  • Automatically: when you use our website (technical usage data).

5. Purposes for Collection

We collect and use personal information to:

  • Administer Society membership and provide services to members.

  • Communicate with members about events, activities, and updates.

  • Conduct research and reporting on Stoicism in New Zealand (using anonymised, aggregate data).

  • Support inclusive and relevant programmes.

  • Comply with legal obligations under New Zealand law.

  • We will never sell or trade your personal information.

6. Use and Disclosure

We generally only use or disclose personal information for the purpose it was collected. We may disclose information if:

  • You authorise us to do so.

  • It is required or permitted by New Zealand law.

  • It is necessary for trusted service providers (e.g., email, website, or event platforms) who assist in delivering services. Safeguards are in place to prevent misuse.

7. Storage and Security

We take reasonable steps to protect personal information:

  • Secure electronic storage.

  • Restricted access to authorised volunteers only.

  • Use of reputable third-party providers for hosting and email systems.

  • Personal information is only retained as long as necessary for lawful purposes. When no longer required, it is securely deleted or destroyed.

8. Access and Correction

Under the Privacy Act 2020, you have the right to:

  • Request access to personal information held about you.

  • Request correction of information if you believe it is inaccurate.

  • The Society will respond within 20 working days, and – where your information is no longer required – will delete it on request unless we must retain it by law or for a lawful reason (e.g., safety or dispute resolution)

  • Requests can be made to the Privacy Officer (see contact details below).

9. Privacy Breaches

In the unlikely event of a privacy breach, the Society will:

  • Act promptly to contain the breach.

  • Assess whether the breach is “notifiable” under the Privacy Act 2020.

  • Notify affected individuals and/or the Privacy Commissioner if required.

  • Take steps to reduce the risk of recurrence.

10. Updates to This Policy

This policy may be updated from time to time. Updates will be published on the Society’s website, and the “last updated” date will be revised accordingly.

 

11. Contact Us

If you have questions about this Privacy Policy, wish to access or correct your information, or need to report a privacy concern, please contact:

Privacy Officer – New Zealand Stoic Society
Email: EMAIL
Postal Address: Suite 3G, 3 Milford Road, Milford, Auckland 0620

 

12. Summary of Privacy Principles (Privacy Act 2020)

  1. Purpose of collection must be lawful and necessary.

  2. Information should usually be collected directly from the person concerned.

  3. Individuals must be informed about the collection of their information.

  4. Collection must be fair and lawful.

  5. Information must be stored securely.

  6. Individuals have the right to access their information.

  7. Individuals may request correction of information.

  8. Information must be accurate and up to date before use.

  9. Information must not be kept longer than necessary.

  10. Information collected for one purpose must not be used for another without consent or legal authority.

  11. Disclosure is limited unless an exception applies.

  12. Personal information disclosed overseas must be adequately protected.

  13. Unique identifiers (e.g., membership numbers) should only be assigned when necessary.