If your club collects personal information about members, you must follow the rules in the Privacy Act 2020 and the Privacy Amendment Act 2025.

These laws protect people’s personal information and set out how it must be collected, stored, and used.

What’s changed in 2025

The Privacy Amendment Act 2025 introduces new responsibilities for clubs and other organisations that collect personal information indirectly.

You must now take reasonable steps to:

• tell the person that you’ve collected their information
• explain why you collected it
• say who will receive or use the information

This applies even if the information was collected from someone else or from a public source.

Your legal responsibilities

Under the Privacy Act, your club must:

• only collect personal information that’s necessary for your club’s activities
• use the information only for the purpose you collected it
• allow people to see and correct their own information
• keep personal information safe and secure

What to include on your membership form

Your membership form should clearly explain:

• why you’re collecting personal information (for example, to manage club membership)
• who will have access to it (such as committee members or club officers)

Appoint a privacy officer

Every club must appoint a privacy officer. This person is responsible for:

• understanding the Privacy Act
• helping the club comply with its legal obligations r
• esponding to privacy-related questions or complaints

Key actions for clubs

To meet your privacy obligations:

• review how your club collects and stores personal information
• update your membership forms to include privacy statements
• appoint a privacy officer and make sure they understand their role
• create a privacy policy and make it available to members

Useful resources

https://sportnz.org.nz/legal-considerations-for-clubs (placeholder link)

 https://sportnz.org.nz/privacy-officer-role (placeholder link)

https://privacy.org.nz https://sportintegrity.nz

Related content

https://sportnz.org.nz/social-media-guidance (placeholder link)