Privacy Policy
This policy explains how Ivorquellavessia handles personal information connected with this website, club enquiries, membership administration, training and competitions.
1. Who is responsible for personal information
Ivorquellavessia Surf Club Limited, located at 23 Maunganui Road, Mount Maunganui, Tauranga 3116, New Zealand, is responsible for deciding how personal information described in this policy is handled when you use this website or communicate with the club.
For privacy enquiries, use the contact form on the Contact page or write to the email address displayed on this website. The email address is shown as plain text to reduce unwanted automated contact.
2. Scope and legal framework
This policy applies to website visitors, prospective members, members, competitors, parents or guardians communicating about a participant, and people who contact the club about training or events. The club is based in New Zealand and handles personal information in line with applicable New Zealand privacy requirements. Where the European Union General Data Protection Regulation (GDPR) applies to a particular person or activity, the additional rights and lawful-basis principles described below are intended to apply to that processing.
This policy does not create rights that do not otherwise exist under applicable law, and it does not replace event-specific notices where a particular competition or programme requires additional information.
3. Personal information we may collect
Depending on how you interact with the club, we may collect information you choose to provide, including your name, email address, telephone number, surfing experience, usual board type, training goals, competition interests, membership enquiries and the content of messages sent through the website.
For members or competition participants, additional administrative information may be needed to organise programmes, allocate divisions, manage attendance, confirm eligibility, record results or maintain club records. Only information that is reasonably relevant to the stated purpose should be requested.
The website may also receive basic technical information generated by a browser or web server, such as date and time of access, requested page, device or browser characteristics, and security logs. The website is designed without external advertising trackers or externally loaded analytics libraries.
4. Sources of information
Most personal information is collected directly from you when you submit an enquiry, apply for membership, communicate with the club or register for an activity. Information may also be provided by an authorised parent, guardian or team contact where appropriate, or generated through club administration such as attendance and competition results.
If the club receives information about you from another person, it will use that information only where there is a reasonable purpose for doing so and where the source appears authorised or otherwise lawful.
5. Why we use personal information
Personal information may be used to respond to enquiries; recommend a suitable training or membership pathway; administer memberships; organise coaching sessions and club events; manage competition divisions, entries and results; communicate schedule or operational information; maintain accurate records; protect the website and club systems; resolve complaints; and meet legal or regulatory obligations.
We do not use enquiry information to create unrelated advertising profiles, and the current website does not load third-party advertising technology.
6. Lawful bases where GDPR applies
Where GDPR applies, the club relies on one or more lawful bases depending on the context. These may include taking steps at your request before entering into a membership or service arrangement; performing an agreed membership or participation arrangement; complying with a legal obligation; pursuing legitimate interests such as responding to enquiries, organising club activities, maintaining records and protecting systems, provided those interests are not overridden by your rights; and consent where consent is the appropriate basis for a specific optional activity.
If processing is based on consent, you may withdraw that consent for future processing. Withdrawal does not make earlier processing unlawful.
7. Data minimisation and accuracy
We aim to collect only information reasonably needed for the relevant enquiry, programme, membership or event. You can help keep records accurate by providing current information and letting the club know when important contact details change.
Information that is clearly no longer needed should be deleted or anonymised when practical, subject to legal, accounting, dispute-resolution or legitimate recordkeeping requirements.
9. International handling
The club is established in New Zealand. If a service provider processes information from another country, we consider the nature of the information, the purpose of the transfer and available contractual or legal safeguards. Where GDPR requires a specific transfer mechanism, the club will use an appropriate mechanism before making the relevant transfer.
10. How long information is kept
Retention periods depend on the purpose. General enquiries are kept only as long as reasonably needed to respond and manage follow-up. Membership, payment-related, event and competition records may be kept longer where needed for administration, accounting, dispute resolution, historical results or legal obligations.
When information no longer has a reasonable purpose, it should be securely deleted, anonymised or placed beyond ordinary operational use according to the way the record is stored.
11. Security
Reasonable organisational and technical safeguards are used to protect personal information against unauthorised access, alteration, loss or disclosure. Measures may include access controls, restricted administrative permissions, secure configuration, software maintenance, backups and limiting the amount of information collected.
No website or storage method can guarantee absolute security. If a privacy incident occurs, the club will assess the circumstances and take notification or mitigation steps required by applicable law.
12. Your privacy rights
Depending on the law that applies to you, you may have rights to request access to personal information, ask for inaccurate information to be corrected, request deletion in certain circumstances, object to or restrict certain processing, receive certain information in a portable format, or withdraw consent where consent is the basis for processing.
Where GDPR applies, you may also have the right to lodge a complaint with the supervisory authority responsible for your habitual residence, place of work or the location of an alleged infringement. New Zealand privacy complaints may also be directed to the relevant New Zealand privacy authority where applicable.
We may need enough information to verify that a request relates to the correct person. We will not request more verification information than is reasonably necessary.
13. Automated decision-making
The current website does not make decisions about membership, training eligibility or competition entry solely through automated profiling. Enquiries are intended to be reviewed in context by the club team.
14. Information relating to younger participants
Some surf programmes or competition divisions may involve younger participants. Where consent or authorisation from a parent or guardian is required by law or club process, the club will request it before relying on information for that activity. Enquiries about younger participants should provide only the information needed to understand the requested programme or event.
16. Other websites and services
If the website later includes a link to a separate third-party service, that service will operate under its own terms and privacy information. This policy applies only to personal information controlled by Ivorquellavessia in the contexts described here.
17. Changes to this policy
We may update this policy when website features, club processes or applicable requirements change. The revised version will be published on this page with an updated effective date. Material changes that affect existing members may also be communicated through the club’s normal member channels where appropriate.
18. Privacy contact
Administrator: Ivorquellavessia Surf Club Limited.
Address: 23 Maunganui Road, Mount Maunganui, Tauranga 3116, New Zealand.
Email: info@ivorquellavessia.com
Phone: +64 7 555 0186