Privacy Policy

1. About us

Wellington Robotics Trust operates Wellington Robotics Club and is responsible for the personal information described in this policy. We are based in Wellington, New Zealand.

2. Information we collect

We collect only information reasonably necessary to respond to enquiries and operate our robotics programmes, activities and competitions.

• Student name and age range.
• Robotics experience, programme interests, preferred times and communication language.
• Parent or guardian name, email address, telephone number and suburb.
• Information supplied in enquiry notes, including learning goals, availability, questions or support needs.
• Messages and administrative records created while managing participation.
• Basic technical or usage information if website analytics or security services are enabled.

We may collect additional safety, emergency, health, photo or video consent information for specific activities. If so, we will explain the purpose at the time of collection and request consent where appropriate.

3. Why we use information

• To respond to enquiries and recommend a suitable programme or trial session.
• To organise classes, teams, events, competitions and parent communication.
• To support student safety, accessibility and participation.
• To maintain necessary administrative, safeguarding and financial records.
• To meet legal obligations and protect the rights and safety of students, families, volunteers and the Trust.

We do not sell personal information. We will not use it for an unrelated purpose unless permitted by law or we first obtain appropriate consent.

4. Children and young people

We take particular care with information about children and young people. Our online registration form is intended to be completed by a parent or guardian for students under 18. We aim to collect the minimum information needed, explain significant new uses, and avoid publishing identifying or sensitive student information without appropriate permission.

Consent to use photographs or videos for publicity will be handled separately from general programme registration wherever practicable.

5. Storage, security and sharing

Online enquiries are transmitted through Google Apps Script and stored in Google Sheets. Our website is delivered using Sites and Cloudflare infrastructure. These service providers may process or store information outside New Zealand.

Access is limited to authorised people who need the information for Trust activities. We may share necessary information with coaches, event organisers, service providers or authorities where this is required for the stated purpose, safety, or law. We use reasonable administrative and technical safeguards, but no internet service can guarantee absolute security.

Retention

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, for ongoing participation, or to meet legal and safeguarding requirements. We then securely delete or anonymise it where practicable.

6. Access, correction and choices

You may ask whether we hold personal information about you or your child, request access to it, or ask us to correct inaccurate information. You may also withdraw optional communication or publicity consent. Some information may still need to be retained where required for safety, administration or law.

Please contact our Privacy Officer using the details below. We may need to verify identity or authority before releasing information about a child.

7. Privacy incidents and changes

We investigate suspected loss, misuse or unauthorised disclosure of personal information. Where a privacy breach has caused or is likely to cause serious harm, we will notify affected people and the Office of the Privacy Commissioner as required by the Privacy Act 2020.

We may update this policy when our activities, service providers or legal obligations change. The current version and update date will be published on this page.