AMINZ Privacy Policy 

Arbitrators’ and Mediators’ Institute of New Zealand (AMINZ) is committed to protecting your privacy in relation to the use of our products and services. This Privacy Policy governs all forms of personal information and related data collection and usage. By using our website, or otherwise supplying us with your personal information, you consent to the data practices described in this Privacy Policy.  

How you can contact us about privacy 

If you have any queries about this Privacy Policy, please contact: The Executive Director, PO Box 11051, Manners Street, Wellington 6142 or institute@aminz.org.nz.  

Definitions used in this Privacy Policy 

“Personal information” means information about an identifiable living individual. 
“Privacy Act” means the New Zealand Privacy Act 2020 or any Act which replaces it, whichever is applicable at the time. 

Application of this Privacy Policy 

This Privacy Policy sets out the general way we store, collect, use and disclose personal information and other data about you. Where appropriate or required, we may also seek further or more specific consent from you. We may update this Privacy Policy from time to time by posting a new Privacy Policy on our website. Where it is reasonable and practical to do so, we will endeavour to notify you of any such changes using the email we have stored for you. 

Information we collect, and how we use it 

We will collect your personal information directly from you. However, there may be exceptions to this, such as where it is not reasonably practicable to do so in the circumstances, or if any of the other exceptions set out under the Privacy Act apply. You may decline to provide information, but doing so may limit the services we are able to provide to you.  

Personal information we may collect 

Your name, address, phone number, email address, and other contact details.

Records of registration for, and attendance
at, courses and events.

Your photo.

When collected 

When you provide them to us for the purposes of joining AMINZ or requesting (or providing) services or information from (or to) us or updating your contact details. 

When you register for and attend any of our events or courses. 

When your photo is taken at our events or courses. (You may ask at any event not to be photographed.)

Why collected 

So that we may identify you for the purposes of managing your membership, maintaining your membership records in our CRM system, updating the panels and lists section of the website, communicating with you, sharing our newsletter, member benefits and other updates with you, and inviting you to participate in surveys. 

So that we can manage the event or course, plan future events and courses, and communicate with you. 

For our other general business activities including marketing, communication, and promotion of events. 

In addition to the above, we may use the above information and any other personal information you provide to us, where that use is directly in connection with your membership or your other interactions with AMINZ.  If we want to use your personal information for any other purpose, we will seek your consent first, unless an exception under the Privacy Act applies. We may also use information about you in a non-identifiable way (such as demographic data) to improve our business and offerings. 

Disclosure of personal information 

We may share your personal information with our staff, leadership team, committees, and councillors of AMINZ, to the extent reasonably necessary for the purpose for which you supplied it to us.  

Your information may also be disclosed in confidence to our suppliers, business partners, and other third parties associated with AMINZ in order to undertake the operation of our business.  This may include, but not exclusively; replacement of our membership system, allowing an AMINZ service to be performed, processing of payments, conducting market research and surveys in order to improve the level of services provided. Information will only be shared to the extent necessary for the relevant purpose. We will not otherwise use or disclose your personal information except to the extent we are permitted to do so under the Privacy Act or obliged to do so by law. 

Electronic communications 

You have the opportunity to unsubscribe or opt out of electronic communications from us by clicking on the link at the bottom of the message or by advising you do not want us to use your personal information for direct marketing purposes by contacting us. (See “How you can contact us” at the top of this Privacy Policy.)  Members may also manage their email preferences through their member login. Please note that we may continue to send you emails that relate directly to the administration of your membership or your course or event registration. 

Right to access and request correction 

You have the right under New Zealand privacy law to receive confirmation that we hold personal information about you, access that personal information (subject to the Privacy Act) and request the correction of any personal information we hold about you (subject to the Privacy Act). You may request access to your personal information that we hold and/or a correction to that personal information by contacting us using the contact details in this Privacy Policy. Where you make any such request, the Privacy Act will apply. Without limitation, we may ask you to put your request in writing and/or satisfy us as to your identity, and in some circumstances permitted by law, we may withhold such information from you. 

Retention and deletion of your information 

As a general rule, we keep your personal information for only as long as reasonably necessary for the purpose for which it was collected. However, longer retention periods may apply to the following categories of information: 

  • An individual’s course and event history, which we may retain to enable individuals to verify information about their attendance at courses and events and about any qualification or accreditation they received as a result 

  • Our register of members, which we may retain for the purpose of enabling members and ex-members to confirm their membership history and for archival purposes in connection with the history of the organisation 

  • Information necessary to verify the identity of any person seeking confirmation of their previous membership or course/accreditation history 

  • Information that we are required by law to hold for longer periods. 

While we will consider and action any request from you to delete your information, there is information that we are obliged by law to retain despite your request for deletion. 

If you would like us to remove any of your personal information from our database, please contact institute@aminz.org.nz. While we will consider and action any reasonable request from you to delete your information, there will remain information that we are obliged by law to retain despite your request for deletion.  Please also note that deleting your information may limit the services we are then able to provide to you. 

Data Security 

When using the AMINZ website, you should be aware that no data transmission over the internet can be guaranteed as totally secure. Although AMINZ takes all practical and reasonable steps to protect personal information from misuse, interference and loss from unauthorised access, modification, or disclosure, AMINZ does not warrant the security of any information transmitted to it over the internet. Any information transmitted to AMINZ over the internet is done so at the risk of the person or organisation transmitting the information. 

 

This Privacy Policy was last updated on 8 March 2024.