Privacy Policy

1. Purpose
Business South Inc. is committed to protecting the privacy of personal information and complying with the New Zealand Privacy Act 2020. This policy outlines how we collect, use, store, and share personal data, and how individuals can access and manage their information.

2. Scope
This policy applies to all personal information collected by Business South Inc. via our website, communications, events, services, and authorised third parties.

3. Data Collection
We collect personal data only where necessary to carry out our operations, including but not limited to:
a. Membership processing and benefits delivery: Personal and business contact details are necessary to establish membership accounts, process payments, verify eligibility, and deliver member-specific services and benefits
b. Event registrations and surveys: Contact information and preferences are necessary to manage event bookings, communicate event details, ensure appropriate catering and venue arrangements, and gather feedback to improve our services.
c. Communications, newsletters, and service updates: Email addresses and communication preferences are necessary to fulfill our core function of keeping members informed about business opportunities, advocacy updates, and relevant regional business information.
d. Marketing and engagement analytics: Basic demographic and engagement data are necessary to measure the effectiveness of our services, understand member needs, and ensure our programmes remain relevant to the regional business community

4. Use and Sharing of Information
We collect and use personal information based on the following lawful bases:
a) Legitimate Business Functions: Most personal information is collected and used because it is necessary for our legitimate functions as a regional business association, including membership services, event management, and business advocacy.
b) Consent: Where required by law, we obtain your explicit consent, particularly for:

• Direct marketing communications (as required by the Unsolicited Electronic Messages Act 2007)
• Photography and video recording at events (see Section 11)
• Sharing information with third parties beyond our stated purposes

We only use personal information for the purposes it was collected, or for purposes permitted by law. We may share information with:

• BusinessNZ Network and NZ Chamber of Commerce Alliance partners
• Authorised subcontractors or service provider

Your data will not be sold or disclosed to unauthorised third parties. You may opt out of authorised partner sharing by notifying us in writing.

All decisions regarding the use and sharing of membership database information for legitimate business purposes are made by the Chief Executive Officer in strict accordance with the 13 Information Privacy Principles of the Privacy Act 2020, this policy, and applicable privacy laws5. Data Security
We use appropriate security practices to protect your information, including encryption, access controls, and secure physical storage. Cybersecurity measures are reviewed regularly.
All physical and electronic assets containing personal information must be secured and destroyed in accordance with our data retention policy when no longer required.

5. Cookies and Digital Tracking
Our website uses cookies, including from third-party vendors such as Facebook, Instagram, and LinkedIn for remarketing purposes. No personally identifiable data is collected through cookies. You may disable cookies through your browser settings.

6. Access and Correction Rights
You have the right to:
- Request access to your personal data - Request correction or deletion of your information - Object to certain processing or request data portability
Requests can be made by emailing: membership@business-south.org.nz

7. Privacy Breaches
If a privacy breach is suspected or confirmed that may cause serious harm, Business South Inc. will notify affected individuals and the Privacy Commissioner in accordance with the Privacy Act 2020.

8. Youth Information
Personal data from youth will only be collected with appropriate consent and will be limited to what is necessary. Information will be securely stored and destroyed once no longer needed.

9. External Links
Our website may contain links to external websites. We are not responsible for the content or privacy practices of these websites.

10. Changes to This Policy
Material changes to this policy will be communicated on our website and notified to the Privacy Commissioner where required under the Privacy Act 2020. We recommend periodic review to stay informed of any updates.

11. Event Photography and Social Media
By attending Business South Inc. events, including "Business After 5" networking events, you acknowledge and consent that photographs, videos, or other recordings may be taken during the event. You consent to the use of your image or likeness in these recordings for Business South Inc.'s social media posting, marketing materials, and promotional purposes. If you do not wish to be photographed or recorded, please notify event staff upon arrival.