Privacy Policy

Nature Guardians Foundation Charitable Trust Board (“we”, “us”), a registered New Zealand charity (CC64560), is committed to protecting your privacy in accordance with the Privacy Act 2020. This policy explains what personal information we collect, how we use it, how long we keep it, and your rights.

Information we collect

Depending on how you interact with us, we may collect:

• Membership details — name, date of birth, email, phone, region and membership type.
• Family / organisation sub-member details you provide (names, dates of birth, relationship).
• Payment references and transfer confirmations for membership fees and donations.
• Activity information — event registrations, attendance, points, badges and observations.
• Activity-safety information where relevant — medical, allergy and emergency-contact details, provided by you or a guardian for specific activities.
• Photos and video captured at activities, used in line with your consent.

Children and young people (under 18)

Children under 14 (Child Members) do not have independent logins — a parent or guardian manages their membership, registration, payment, consents and safety information. Young people aged 14–17 (Youth Members) may hold their own member profile, but payment, renewal, medical information, emergency contacts, photo authorisation and activity consents remain with their parent or guardian. We collect a guardian consent record for every under-18 member.

Guardian consent & photo / media consent

When you join, we record your acceptance of this Privacy Policy and our Terms & Conditions. For under-18 members we also record guardian consent. Photo & media consent is recorded separately and is optional — you may grant it at sign-up and withdraw it for future use at any time by contacting us.

How we use your information

• To administer membership, payments, renewals and receipts.
• To run activities and keep participants safe.
• To send membership, payment, renewal and activity emails.
• To record points, badges and growth for members and sub-members.

Data retention

Our first-version retention schedule (subject to Trustee confirmation) is:

• Membership, payment and activity-safety records — retained for 7 years.
• Medical, allergy and emergency-contact information — kept only for the membership period or while an activity requires it, then periodically cleared or overwritten.
• Photos and video — used within the scope of your consent; guardians may withdraw future use at any time.

Your rights — access, correction & deletion

You may request a copy of your personal information, ask us to correct it, or ask us to delete it (subject to any legal retention obligations). Submit a request below, or email office@natureguardians.org.nz.

Policy governance

Our policy for the personal data of minors is confirmed by the Nature Guardians Foundation Trustees and, where necessary, reviewed by a New Zealand lawyer or privacy adviser. This page is a working version and will be updated as those reviews are completed.

See also our Terms & Conditions. Questions? Email office@natureguardians.org.nz.