Privacy and Personal Information Policy

Māori Sports & Cultural Association (MSCA)

1. Purpose

The purpose of this policy is to ensure that Māori Sports & Cultural Association (MSCA) collects, stores, uses and protects personal information in a way that:

• Respects the privacy and mana of individuals.

• Complies with applicable privacy laws and best practices.

• Maintains trust within our community.

2. Scope

This policy applies to all:

• Members and participants

• Parents and guardians

• Coaches, managers and volunteers

• Committee and sub-committee members

3. Guiding Principles (Ngā Mātāpono)

MSCA is committed to:

• Manaakitanga – Respecting the dignity and privacy of all individuals.

• Kaitiakitanga – Safeguarding personal information responsibly.

• Rangatiratanga – Acting with integrity and accountability.

• Transparency and fairness in how information is handled.

4. What Personal Information We Collect

MSCA may collect personal information, either directly or through a General Committee Member, including but not limited to:

• Full name and contact details (phone, email and address)

• Date of birth (for age groups and eligibility)

• Emergency contact details

• Medical or health information relevant to participation

• Payment or billing information

• Photographs and video recordings (with consent)

5. How Information Is Collected

Information may be collected through:

• Registration and agreement forms

• Online sign-ups or email communication

• Event participation records

• Direct communication with members

6. Purpose of Collecting Information

MSCA collects personal information to:

• Manage registrations and membership

• Organise teams, programmes and events

• Ensure health, safety and wellbeing

• Communicate with members and whānau

• Meet legal and governance requirements

7. Storage and Security of Information

MSCA will take reasonable steps to:

• Store information securely, including in password-protected systems.

• Limit access to authorised personnel only.

• Protect information from loss, misuse or unauthorised access.

• Restrict third-party storage of data.

Both digital and physical records will be managed responsibly.

8. Use and Disclosure of Information

MSCA will:

• Use personal information only for its intended purpose.

• Not share personal information with third parties without consent, unless:

  • Required by law.

  • Necessary for participation, such as with competition organisers or governing bodies.

9. Photography and Media

• Photographs and videos may be taken during MSCA activities for promotional and record-keeping purposes.

• Consent will be obtained through the MSCA Membership and Participation Agreement Form.

• Individuals may opt out at any time.

10. Access and Correction of Information

Individuals have the right to:

• Request access to their personal information.

• Request correction of inaccurate or outdated information.

Requests should be made in writing to MSCA.

Email: enquiries@maorisca.com.au

11. Retention of Information

• Personal information will be retained only as long as necessary and as required by law.

• When no longer required, information will be securely deleted or destroyed.

12. Confidentiality

All MSCA representatives must:

• Treat personal information as confidential.

• Access only information necessary for their role.

• Not disclose information without proper authority.

13. Breaches of Privacy

In the event of a privacy breach, MSCA will:

• Take immediate steps to contain the breach.

• Assess the impact.

• Notify affected individuals where appropriate.

• Review processes to prevent recurrence.

14. Responsibilities

MSCA Executive Committee

The Executive Committee is responsible for:

• Ensuring compliance with this policy.

• Managing and overseeing privacy practices.

Members and Volunteers

Members and volunteers must:

• Respect the privacy of others.

• Follow MSCA guidelines when handling information.

15. Complaints

Any concerns regarding privacy should be:

• Raised with the MSCA General Committee.

• Managed under the MSCA Complaints Policy and Procedure.

16. Review

This policy will be reviewed regularly to ensure that it:

• Reflects current laws and best practices.

• Aligns with MSCA values and community expectations.

17. Legislative and Best Practice References

This policy references the following Australian legislation and privacy frameworks:

• Privacy Act 1988 (Cth)

• Australian Privacy Principles (APPs)

• Privacy and Personal Information Protection Act 1998 (NSW)

• Health Records and Information Privacy Act 2002 (NSW)

The applicability of these laws depends on MSCA's activities and legal obligations. MSCA is committed to responsible management of personal information and applicable privacy requirements.