AV BJJ POLICIES

This document sets out the policy of AV BJJ relating to the privacy of your personal information (Privacy Policy). AV BJJ is committed to protecting the privacy of the personal information it collects and receives. AV BJJ is bound by the New Zealand Privacy Principles (NZPPs) contained in the New Zealand Privacy Act 2020 (Act). This Privacy Policy applies to all your dealings with AV BJJ or via AV BJJ’s website (www.avbjj.nz). This Privacy Policy seeks to explain:

• the kinds of personal information AV BJJ collects & holds;

• how AV BJJ collects and holds your personal information;

• why AV BJJ collects, holds, uses and discloses your personal information; 

• how you may access and seek the correction of your personal information as held by AV BJJ;

• how you may complain about a breach of the NZPPs or a registered NZPP code (if any) that AV BJJ are bound by, and how AV BJJ will deal with such a complaint.

 

By using AV BJJ website www.avbjj.nz, completing any membership application forms and filling any manual forms, you accept this Privacy Policy and expressly consent to AV BJJ’s collection, use and disclosure of your personal information in the manner described in this Privacy Policy.

 

2. Your Personal Information

AV BJJ only collects personal information (being information that identifies or could reasonably identify an individual) where AV BJJ considers it to be reasonably necessary for AV BJJ’s services, functions and activities. AV BJJ collects personal information to deliver our products and services to members including in circumstances when:

• processing and managing membership 

• facilitating members & casual members dojo access;

• conducting marketing activities, research & special offers;

• accurately identifying who is using AV BJJ services;

• communicating with members & website visitors to AV BJJ website and online enquiries;

• profiling our members & their interests;

• operating AV BJJ business; and / or

• transferring memberships as per AV BJJ transfer policy.

 

The types of information AV BJJ collects includes:

• name, age, gender, date of birth & next of kin;

• health information (height, weight, medical conditions);

• health and fitness goals;

• license and banking details;

• contact details (including phone, fax and e-mail);

• views and opinions; and

• responses to forms and surveys (if any).

 

3. How AV BJJ collects your personal information

AV BJJ will solicit your personal information by lawful and fair means directly from you unless it is unreasonable or impracticable to do so.

AV BJJ will collect directly personal information:

• by email;

• over the telephone (including calls and SMS);

• via social media and over the intranet (including surveys);

• by written correspondence (such as letters, faxes);

• on hard copy forms (including registration forms, competition entry forms and surveys);

• in person; or

• through AV BJJ website (online purchases, web form submission);

• electronic systems such as applications 

• through AV BJJ security surveillance cameras.

 

AV BJJ may collect information from third parties including:

• your Instructor;

• market researchers & direct marketing providers;

• parents or guardians of underage members;

• our current members (refer a friend);

• the Inland Revenue (IR) and the Financial Markets Authority (FMA); and

• public sources (directories, membership lists, professional and trade associations, FMA, bankruptcy or court registry searches).

 

4. Using your personal information

The main purposes for which AV BJJ collects, holds, uses and discloses personal information are to provide services and benefits to members, and to grow AV BJJ membership. AV BJJ collects information to service its members.

AV BJJ can use your information to:

• process applications for memberships;

• understand AV BJJ’s members’ needs and requirements;

• manage & run AV BJJ website & social media platforms;

• providing you with information about AV BJJ services;

• delivering or enhancing AV BJJs’ products and services;

• help AV BJJ maximise the benefits provided to members;

• any other purpose directly related to AV BJJs’ business and for which you have provided consent (where it is reasonably required by law).

 

AV BJJ’s website requires subscriptions or registrations to use certain services, functions or content. You will know what information is being collected via these processes when you complete the relevant forms and provide the required details prior to submitting the application.

AV BJJ will collect data relating to any transactions you carry out through AV BJJ’s website and the fulfilment of your order. AV BJJ may also use your data to monitor for any unauthorised use of AV BJJs’ website, content or subscriptions to AV BJJ’s services.

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5. Purpose of collection

If AV BJJ collects personal information for a purpose (the primary purpose), AV BJJ will not use or disclose the information for any other purpose (the secondary purpose) unless:

• you would have consented to the use or disclosure of your personal information; or

• in relation to the use or disclosure of your personal information:

 

a) you would reasonably expect AV BJJ to use or disclose your information for the secondary purpose and the secondary purpose is directly related to the primary purpose;

b) use or disclosure is required or authorised under New Zealand law or a court/tribunal;

c) a permitted situation exists in relation to AV BJJ’s use or disclosure of the information;

d) J AV BJJ reasonably believes that the use or disclosure of the information is reasonably necessary for one or more enforcement related activities conducted by, or on behalf of, an enforcement body.

If AV BJJ uses or discloses your information because AV BJJ reasonably believes that the use or disclosure of your information is reasonably necessary for one or more enforcement related activities conducted by, or on behalf of, an enforcement body, AV BJJ will make a written note of the use or disclosure.

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6. Do you have to provide personal information?

You can refuse to provide personal information. However, a refusal may mean that the service you request is not provided or membership will be refused or forfeited.

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7. Sharing your personal information

AV BJJ may use and disclose personal information for related purposes to third parties. Types of organisations to whom AV BJJ may disclose your personal information includes:

• government bodies such as IR, FMA, Ministry of Business, Innovation and Employment and the police or courts (as required by law);

• various law enforcement agencies and governments for security, customs and immigration purposes;

• banking service providers;

• rewards partner program providers;

• professional or government organisations; and

• AV BJJ’s contracted service providers including:

 

o information technology service providers;

o planning research and development providers;

o conference organisers;

o marketing and communications agencies;

o printers & distributors of marketing material;

o debt collectors and banks;

o instrutors; and

o external advisers (recruiters, auditors & lawyers).

 

AV BJJ does not rent, sell or exchange your personal information to third parties without your prior approval.

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8. Government Identifiers

AV BJJ does not accept, use or disclose government related unique identifiers (such as a IRD numbers or license number) as  AV BJJ own identifier for you.

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9. Cookies

To improve AV BJJ’s services, AV BJJ sometimes collects de-identified information from web users. The information collected does not identify an individual but does help AV BJJ to analyse and improve its web services.

When you visit AV BJJ’s website, a record of your visit is logged and the following data is supplied by your browser:

• your IP address and/or domain name;

• your operating system (type of browser & platform);

• the date, time and length of your visit; and

• the resources you accessed or downloaded.

 

AV BJJ uses this information to customise the website for visitors and to collect data for analysis, quality control, administration and improving the website. It is not used for any other purpose. Aggregated data may be shared with third parties.

You can stop your browser from accepting new cookies or disable cookies altogether by changing your browser preferences.

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10. Links to other websites

Links to third party websites that AV BJJ does not operate or control are provided for your convenience. AV BJJ is not responsible for the privacy or security practices of those websites. Third party websites should have their own privacy and security policies which AV BJJ encourages you to read before supplying any personal information to them.

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11. Direct Marketing

If AV BJJ holds your information, AV BJJ may use or disclose that information (other than sensitive information) for direct marketing if:

• AV BJJ collected the information from you; and

• you understood or it was disclosed to you at the time of collection of the information that it was for that purpose; and

• AV BJJ provided you with a simple way to opt out of receiving direct marketing from AV BJJ; and

• you have not made such an opt out request to AV BJJ.

 

AV BJJ may also use or disclose your information (other than sensitive information) for direct marketing if:

• AV BJJ collected the information from you and you would not reasonably expect AV BJJ to use or disclose the information for that purpose or someone other than you; and

• either:

 

o you have consented to the use or disclosure of the information for that purpose; or

o it is impracticable to obtain that consent; and AV BJJ provided you with a simple way to opt out of receiving direct marketing from AV BJJ; and in each direct marketing communication with you:

o AV BJJ includes a prominent statement that you can request to opt out; or

o AV BJJ otherwise draws your attention to the fact that you can request to opt out; and

o you have not made such a request to AV BJJ.

AV BJJ can use or disclose your sensitive information for the purpose of direct marketing if you have consented to the use or disclosure of that information for direct marketing.

AV BJJ may also use or disclose your personal information for direct marketing if:

• AV BJJ are a contracted service provider for a government contract; and

• AV BJJ collected your information in order to meet an obligation under that contract; and

• the use or disclosure is necessary to meet (directly or indirectly) such an obligation.

 

If AV BJJ has collected the personal information that AV BJJ used to send you direct marketing material from a third party, you can ask AV BJJ to notify you of its source of information. It is AV BJJ’s policy is to do so unless it is unreasonable or impracticable.

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12. How to opt out of direct marketing

If AV BJJ uses or discloses your personal information for the purpose of direct marketing, you may request not to receive direct marketing communications from AV BJJ.

If AV BJJ uses or discloses your personal information for the purpose of facilitating direct marketing by other organisations, you may request that AV BJJ does not use or disclose your information for this purpose.

AV BJJ will give effect to your request not to receive direct marketing from AV BJJ or an entity facilitated by AV BJJ within a reasonable time after the request is made.

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13. Protecting your personal information

AV BJJ stores information in different ways, including paper and electronic form. AV BJJ takes reasonable steps to protect it from misuse, interference, loss, unauthorised access, modification or disclosure including:

• secure password protected databases for storage;

• confidentiality requirements of staff;

• security firewalls for access to AV BJJ systems;

• servers kept at a secure location with limited access;

• document storage security requirements;

• granting access only to verified individuals;

• limited the provision of personal information to third parties and subject to guarantees about use; and

• training staff to deal with the information.

 

AV BJJ cannot guarantee that personal information will be protected against unauthorised access or misuse and AV BJJ does not accept any liability for the improper actions of unauthorised third parties.

AV BJJ will retain your personal information for as long as necessary to fulfil AV BJJ obligations to you, to protect its legal interests, to comply with laws or as otherwise stated to you when AV BJJ collects your personal information.

Once AV BJJ is no longer required to retain your personal information, AV BJJ will take reasonable steps to destroy your personal information or to ensure that your personal information is de-identified.

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14. Anonymity

You have the option of not identifying yourself or using a pseudonym when dealing with AV BJJ provided that is it lawful and practicable.

AV BJJ will try to accommodate a request for anonymity if possible. However, your right to anonymity does not apply in relation to a matter if:

• AV BJJ is required/authorised by law or court/tribunal order to deal with identified individuals; or

• it is impracticable for AV BJJ s to deal with individuals who have not identified themselves.

 

It is AV BJJ policy to enable you to access AV BJJ website and make general phone queries without having to identify yourself and to enable you to respond to AV BJJ surveys anonymously.

In some cases however, if you don't provide AV BJJ with your personal information when requested, AV BJJ may not be able to respond to your request or provide you with our service. For example, you must identify yourself to become a AV BJJ member.

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15. Accessing to your personal information

You have the right, upon request, to access any of AV BJJ records containing your personal information.

To request access to your personal information please contact the Privacy Officer, set out at the end of this Policy.

AV BJJ will respond to your request to access your personal information within a reasonable period of time.

On the basis that it is reasonable and practicable to do so, AV BJJ will give you access to the information requested.

If AV BJJ refuses your request to access personal information, AV BJJ will provide a written notice setting out the reasons for the refusal & how you can complain about the refusal.

Reasons for a refusal may include if it:

• poses a serious threat to the life, health or safety;

• would have unreasonable impact on privacy of others;

• is frivolous or vexatious;

• relates to legal proceedings;

• reveals AV BJJ intentions or prejudice any negotiations;

• would be unlawful;

• is required or authorised by law or court/tribunal order;

• is likely to prejudice enforcement related activities; or

• relates to a commercially sensitive decision process.

 

When you make a request to access personal information, AV BJJ will require you to provide some form of identification (such as a driver's licence or passport) so AV BJJ can verify that you are the person to whom the information relates.

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16. Help AV BJJ keep your personal information accurate

AV BJJ will take reasonable steps to ensure AV BJJ records of personal information are accurate, up to date and complete.

However, the accuracy of information depends to a large extent on the information you provide.

If you do not give AV BJJ all the personal information AV BJJ may require, or the personal information provided is inaccurate or incomplete, then the products, services and information AV BJJ provide may be affected.

If you think there is something wrong with the information AV BJJ holds about you please contact the Privacy Officer to:

• let AV BJJ know if there are any errors; and

• keep AV BJJ up-to-date with any changes, and AV BJJ will try to correct your personal information.

 

AV BJJ will respond to your request to correct your personal information and in a reasonable period of time. If AV BJJ refuses your request, AV BJJ will provide you with a written notice setting out the reasons for the refusal and mechanisms available to complain about the refusal.

If AV BJJ refuses to correct your personal information, you may request that AV BJJ associate your information with a statement that the information is inaccurate, out of date, incomplete, irrelevant or misleading. AV BJJ will take reasonable steps to make the statement visible to users of your personal information.

If AV BJJ does correct your personal information and AV BJJ has previously disclosed your personal information to a third party, upon your request, AV BJJ will notify that third party of the correction unless it is impracticable or unlawful to do so.

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17. Resolving your privacy issues

If you have any issues you wish to discuss with AV BJJ or if you’re concerned about how AV BJJ has collected or managed your personal information please contact the Privacy Officer.

For information about privacy or if your concerns are not resolved, contact the Office of the Privacy Commissioner at https://www.privacy.org.nz/ and on (09) 302 8680.

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18. Changes and access to this privacy policy

AV BJJ may, from time to time, review and update this privacy policy to take account of new laws and changes to AV BJJ operations. Changes to this Privacy Policy will not affect AV BJJ use of previously provided information.

This Privacy Policy is available on AV BJJ website at www.avbjj.nz. A printed Privacy Policy can be obtained free of charge by contacting the Privacy Officer.

 

19.  AV BJJ Privacy Officer

AV BJJ privacy officer can be contacted at:

· email : steve@avbjj.nz

· telephone : 09 212 9976

· snailmail : 2 Cassidy Drive Orewa Auckland 0931