Privacy policy.

1. Who we are

NZPickle runs pickleball coaching, programmes, events and community sessions on Auckland's North Shore, Aotearoa New Zealand. In this policy “we”, “us” and “our” mean NZPickle.

We are the agency responsible for the personal information described here, and we handle it in line with the Privacy Act 2020 and its Information Privacy Principles (IPPs).

Privacy questions, requests and complaints go to our privacy contact through the contact form on this website. We aim to reply within 5 working days and to resolve requests within 20 working days, as the Act requires.

2. What we collect

We only collect what we need to run the thing you asked us for. Depending on how you use NZPickle, that can include:

• Contact details — your name, email address and, if you give them, your mobile number, suburb or town, and country.
• Enquiry details — what you type into an enquiry, booking or contact form: group size, experience level, preferred dates, venue, organisation and any message.
• Membership and portal information — your membership number, membership tier, sign-up source, the sessions you register for, and the one-time links we email you to open your member portal.
• Paddle Match Service answers — your responses to the seven questions, the paddle profile they produce, and the delivery details you give us so we can send your match.
• Find your game and coach matching — your questionnaire answers, the training plan generated for you, your stated area, availability and needs, and which coach you are matched with.
• Event and session registrations — which sessions you attend or register for, and any accessibility or safety information you choose to tell us.
• Email engagement — whether our emails were delivered, opened or clicked, and whether you unsubscribed, so we stop emailing people who do not want to hear from us.
• Technical and website information — your IP address, browser type, pages viewed and referring links, collected in aggregate to keep the site working and secure.

We do not collect information about your health, ethnicity, religion or finances, and we ask you not to send it to us. If you volunteer an injury or medical note so a coach can keep you safe, we treat it as confidential and delete it when it is no longer needed.

We collect information directly from you. Where we receive it from someone else — for example an employer booking a workplace session on your behalf, or a club sharing a session list — we only use it for that booking, as IPP 2 allows.

3. Why we collect it, and our lawful basis

We collect personal information for these purposes, and no others:

• To answer your enquiry and arrange the lesson, programme, event or partnership you asked about.
• To run the sessions you sign up for, including registrations, coach allocation and safety.
• To provide the Paddle Match Service, the Find your game training plan and coach matching.
• To administer your membership and member portal, including sign-in links.
• To send you the weekly diary of what's on and occasional NZPickle news — only if you have opted in.
• To keep our records accurate, to keep the site secure, and to meet our legal obligations.

Under the Privacy Act 2020 we collect this information because it is necessary for our lawful purpose of running NZPickle (IPP 1), directly from you (IPP 2), with notice of what we are doing (IPP 3). Marketing email is sent only with your express consent, as the Unsolicited Electronic Messages Act 2007 requires, and every message carries a working unsubscribe link.

We do not use your information for automated decision-making that has a legal effect on you. Our paddle and coach matching is a suggestion made from your own answers, and a person reviews every coach match before it is sent.

4. Cookies and similar technology

We keep this light. The website uses:

• Strictly necessary storage — a session and authentication token so signed-in members and admins stay signed in. Without it the portal cannot work.
• Preference storage — small values remembering things like whether you have dismissed an overlay.
• Aggregate analytics — basic page and traffic counts so we know which pages are useful.

We do not use advertising cookies, cross-site tracking pixels, or data brokers, and we do not build advertising profiles. You can clear or block browser storage at any time; if you block the necessary storage, the member portal will not stay signed in.

5. Who we share it with

We never sell your personal information, and we never rent or trade our lists. We share it only with:

• Our website hosting and database provider, which stores the information on our behalf under contract.
• Our email delivery provider, which sends the diary, transactional emails and newsletters on our behalf.
• The coach you are matched with, when you request coach matching — they receive your name, contact details, area and stated needs so they can get in touch.
• A venue or partner organiser, where you register for their session through us and they need the attendance list.
• Professional advisers, or a regulator, court or agency, where the law requires disclosure or where disclosure is necessary to prevent a serious threat to someone's safety.

Every provider we use is bound by contract to handle the information only on our instructions, to keep it secure, and not to use it for their own purposes.

6. Overseas storage

Some of our providers store data on servers outside New Zealand, including in Australia, the United States and the European Union. Before disclosing personal information to a provider overseas we satisfy ourselves, as IPP 12 requires, that it is subject to safeguards comparable to those in the Privacy Act 2020 — usually contractual protections and, where relevant, the provider's own certified privacy framework.

By using NZPickle you accept that your information may be stored and processed outside New Zealand for these purposes.

7. How long we keep it

We keep information only as long as we need it for the purpose we collected it (IPP 9):

• Member and portal records — while you are a member, and for up to 24 months after your last activity, so we can pick up where we left off if you come back.
• Enquiries and bookings — up to 24 months after the enquiry is closed.
• Paddle Match Service and questionnaire answers — up to 24 months, so we can reproduce your match and improve the service.
• Email subscription records — until you unsubscribe, plus a suppression record kept indefinitely so we never email you again by accident.
• Financial or legal records, where any exist — 7 years, as tax law requires.

After that we delete the information or irreversibly anonymise it. Ask us to delete your details earlier and we will, unless we are legally required to keep them.

8. How we keep it safe

Personal information is stored in an access-controlled database, encrypted in transit over HTTPS and encrypted at rest by our hosting provider. Access is limited to the small number of NZPickle people who need it to do their job, protected by individual accounts and role-based permissions. Member portal links are single-use, expire, and are stored only as a hash.

No system is perfectly secure. If a privacy breach occurs that is likely to cause serious harm, we will notify the affected people and the Office of the Privacy Commissioner as the Privacy Act 2020 requires.

9. Your rights

Under IPP 6 and IPP 7 of the Privacy Act 2020 you have the right to:

• Ask what personal information we hold about you and get a copy of it.
• Ask us to correct anything that is wrong, or to attach a statement of correction if we disagree.
• Ask us to delete information we no longer need.
• Withdraw your consent to marketing email at any time, using the unsubscribe link in any email or by asking us.
• Complain if you think we have mishandled your information.

Contact us first — we will fix it if we can. If you are not satisfied you can complain to the Office of the Privacy Commissioner at privacy.org.nz, phone 0800 803 909.

10. Children and young people

Juniors are welcome at NZPickle sessions. Where a participant is under 16, we ask a parent or guardian to make the booking and provide the contact details, and we correspond with that adult rather than the child. We do not knowingly collect personal information directly from a child under 16 without a parent or guardian's involvement. If you believe we hold information about a child that we should not, tell us and we will delete it.

We do not send marketing email to anyone we know to be under 16.

11. Links to other sites

Our pages sometimes link to venues, partners, clubs and paddle brands. Those sites have their own privacy policies and we are not responsible for how they handle your information. Read their policies before giving them your details.

12. Changes to this policy

We update this policy when what we do changes. The date at the top always shows the current version. If a change materially affects how we use information we already hold, we will tell subscribed members by email before it takes effect.

13. Contact us

Privacy requests, questions and complaints: use the contact form on this website and mark your message “Privacy”. We will acknowledge within 5 working days and respond fully within 20 working days.