Privacy Policy

Freyberg High School Alumni Association (referred to as "we," "our," or "us") maintains a database of alumni, friends, supporters, parents, and professionals to stay connected with our community. This helps us keep you informed about school news, events, career initiatives, and fundraising activities.

Some members of our community choose to join our online alumni platform by registering on this website and creating a profile. Whether you are listed in our offline database or have an online profile, we collect and store personal information ("data") about you. We are committed to protecting your privacy, and this policy explains what information we collect, how we process it, and your rights regarding your data.

We may revise this policy from time to time. Significant changes will be notified via our website or direct communication. Please review this page periodically to ensure you are aware of any updates.

For any questions related to this policy or your personal information, please contact our Data Protection Officer at community@freyberg.ac.nz

Data Controller
For the purposes of the Privacy Act 2020 and other relevant New Zealand legislation, the Data Controller is Freyberg High School Alumni Association, located at 33 Freyberg Street, Roslyn, Palmerston North.

Types of Personal Information We Collect
The data we collect may vary depending on your interaction with us, but typically includes

• First and last name
• Email address
• Physical address
• Date of birth
• Gender
• Photos (if provided)
• Family relationships
• School years at Freyberg High School
• Higher education and career information
• Participation in events, competitions, surveys, and other activities
• Donations to Freyberg High School
• Website log-ins and activity
• Geo-location data based on your IP address
• Records of payments for event tickets, shop purchases, or donations (note: we do not store credit/debit card details as these are processed by a third-party payment provider)
• Communication preferences
• Content you submit to the website (announcements, photos, events, etc.)
• Messages sent to other community members via the website’s messaging system

How We Collect Your Information
We collect personal information when you:

• Visit our website
• Create or update an online profile
• Post content on our website or other platforms we manage (e.g., social media)
• Participate in our events
• Interact with us through emails, phone, SMS, social media, or in-person meetings
• Register or attend Freyberg High School events
• Opt into communication from us or update your preferences online

We may also transfer limited information about you from the school’s main database to the alumni database when you leave Freyberg High School. This information will only include the following:

• First and Last Name
• Preferred Name
• Date of Birth
• Years of attendance at Freyberg
• Last known email address

How We Use Your Information
We will only use your personal data when we have a lawful reason to do so under the Privacy Act 2020. Typical uses include:

• Providing information or updates you have requested
• Sending newsletters, event invitations, and fundraising communications (with consent)
• Fulfilling obligations under any contract we have with you
• Improving our services by seeking your feedback
• Keeping our records up to date and managing communication preferences
• Analyzing your engagement with our website and content to improve our offerings
• Organizing school events, reunions, or mentoring programs
• Displaying your name as part of event or community interactions, such as listing recent joiners or potential matches for events

Legal Basis for Processing
We process your data in accordance with the Privacy Act 2020 and rely on the following bases:

• You have provided your consent
• It is necessary to fulfill a contract between us
• We have a legitimate interest in keeping you informed about alumni activities, provided this does not infringe your privacy

Updating Your Consent Preferences
You can update your consent preferences by logging into your online profile and selecting "My Settings." Here, you can adjust your communication preferences, hide your profile from search engines, and control other privacy settings.

If you wish to withdraw your consent for certain types of communication, you can do so by clicking "unsubscribe" at the bottom of emails or by contacting us directly.

Data Security
We take the security of your personal information seriously. Your data is stored on a secure server hosted by Amazon Web Services (AWS), and protected using industry-standard measures, including firewalls, encryption, and access controls. AWS data centers comply with both international standards and the New Zealand Information Security Manual.

If you have an online profile, it is your responsibility to keep your login details confidential.

Sharing Your Information
We may share your data with:

• Third-party service providers who assist us in managing the database, sending communications, or processing payments
• Co-organizers of events, if you register to attend
• Web hosting, email hosting, and analytics providers to help run and improve our website

We do not sell or share your data with other organizations without your explicit consent.

In cases where we transfer your data to service providers outside New Zealand, we ensure those providers are bound by privacy standards comparable to New Zealand’s Privacy Act 2020, including data protection and storage requirements.

Data Retention
We will retain your personal information for as long as is necessary to carry out the purpose for which it was collected. Where we rely on consent for direct marketing, we will periodically ask you to renew your consent.

If you request to be removed from our database, we will delete most of your personal information but retain minimal records for archival purposes, such as your name and years at Freyberg High School.

Your Rights Under New Zealand Law
Under the Privacy Act 2020, you have the right to:

• Access the data we hold about you
• Request corrections to inaccurate information
• Request the deletion of your data (“right to be forgotten”)
• Restrict the processing of your data
• Request a copy of your data in a portable format

If you wish to exercise any of these rights, please contact us at community@freyberg.ac.nz. If you believe that Freyberg High School Alumni Association has breached this policy or your rights under New Zealand law, you can contact us to resolve the issue.

If you feel your complaint has not been addressed satisfactorily, you can also lodge a complaint with the New Zealand Privacy Commissioner: https://privacy.org.nz.

How Long We Keep Your Information
We will hold your personal information for as long as it is necessary for the relevant activity, or as long as required under New Zealand law.

Where consent is the basis for contacting you, we will treat this consent as valid for two years, after which we may ask you to renew it.

This Privacy Policy was last updated on October, 2024.