Your aquarium questions should not come at the cost of your privacy. This policy explains how Elqorinavestella handles information about visitors, people who contact the club, and people enquiring about membership, workshops or aquarium advice.
1. Who is responsible for your information
Elqorinavestella Club Ltd operates this website and is responsible for the personal information it collects for club enquiries and activities. Our contact address is Level 1, 84 Tory Street, Te Aro, Wellington 6011, New Zealand. Please direct privacy questions, requests or complaints to our privacy contact at info@elqorinavestella.com, with “Privacy enquiry” in the subject line.
We handle personal information under the New Zealand Privacy Act 2020 and its information privacy principles. Additional protections may apply to particular activities involving people in other countries. Our approach is to collect what we need, explain why we need it, use it fairly, and keep it only for a relevant purpose.
2. Information you choose to provide
When you contact us, we may receive your name, email address, enquiry topic, membership or service interest, and the information you include in your message. If you later arrange a workshop or consultation, our correspondence may include the agreed date, practical access requirements, attendance details and records needed to fulfil that arrangement.
Aquarium details such as tank size, stocking, water readings and photographs can help us understand an enquiry. Please include only what is relevant. Avoid sending passwords, payment-card details, identity documents, unnecessary health information, or images that reveal other people’s personal details. We do not request payment-card information through the website.
Your name, email address and message help us identify the enquiry and respond. You can choose not to provide them, but we may then be unable to answer you or arrange the service you want. Optional information is not a condition of reading our public guides.
3. How information reaches us
We normally collect information directly from you, through the email you send us and any follow-up conversation. Preparing an enquiry does not reserve a place or enrol you as a member. We receive the enquiry when you send your email to the club.
Please obtain permission before contacting us on someone else’s behalf. If we lawfully receive information about a person from another source, we will take reasonable steps to tell them about the collection, its purpose, intended recipients, our contact details, and their access and correction rights, unless a legal exception applies. This reflects the indirect-collection notification requirements in information privacy principle 3A.
4. Information associated with visiting the website
When a page is requested, the service delivering the website may process information such as an internet address, request time, requested page, browser information and error details. Such records can be necessary to deliver pages, investigate faults, protect the service and respond to misuse. They are not a membership profile and should not be treated as anonymous merely because they do not contain your name.
The website does not use advertising trackers, audience analytics, tracking pixels or social-media embeds. We do not use browsing information to build advertising audiences or sell profiles. Our Cookie Policy explains the current position on cookies and similar technologies.
5. Why we use personal information
We use information for purposes connected with your interaction with the club: answering questions, helping you choose a suitable activity, organising agreed services, communicating relevant changes, maintaining accurate records, resolving concerns and protecting people or the website from misuse. We may also retain information needed to meet a legal obligation or establish, exercise or defend a legal claim.
We do not add everyone who makes an enquiry to a promotional mailing list. Any optional promotional communication requires a separate, appropriate basis and a clear way to stop receiving it. A request to stop promotional messages does not prevent us from sending a necessary response about an existing enquiry or agreed activity.
6. Who may receive information
Access is limited to people who need the information for the relevant club task. Where support providers process information for us, we require appropriate confidentiality and security arrangements and limit their use to the services they provide. The type of support may include delivery of the website, email handling or necessary administration.
We do not sell contact lists. We do not publish your email, aquarium photographs, name, testimonial or identifiable event image merely because you have sent it to us. Publication needs an appropriate permission or another lawful basis. We may disclose information when you authorise it, when required or permitted by law, or where necessary to address a serious safety concern under the applicable legal rules.
7. Information handled outside New Zealand
A provider involved in website or email delivery may operate from another country. Before making an overseas disclosure to which New Zealand’s overseas-disclosure rules apply, we must have an appropriate legal basis, such as comparable safeguards or a suitable contractual protection. We do not assume that sending information overseas removes our responsibilities.
Where a recipient only holds or processes information on our behalf, the legal treatment may differ from a disclosure for that recipient’s own purposes. We assess the actual arrangement. You can ask us about the safeguards relevant to your information. Further explanation is available from the Privacy Commissioner on disclosures outside New Zealand.
8. How long we keep information
We keep personal information only as long as there is a legitimate need for it. An unanswered or ongoing enquiry may need to remain available until it is resolved. Records of an agreed activity may need to be kept while it is delivered and for an appropriate period afterwards to address questions, complaints or legal obligations. Security records should be kept only for their operational purpose.
Retention depends on the type of information, the purpose for which it was collected, any continuing relationship, applicable recordkeeping duties and whether a dispute is reasonably anticipated. We review information for deletion or anonymisation when those reasons no longer apply. You may ask about the retention period that applies to a particular record.
9. Security and privacy incidents
We use reasonable safeguards appropriate to the information and the risk, including limiting access and handling enquiries with care. Please take the same care with information you send: check the recipient, use a device you trust and avoid including more personal information than the enquiry requires. No communication method can provide an absolute guarantee of security.
If a privacy incident occurs, we will investigate, take steps to contain it and assess the risk to affected people. Where a breach meets the New Zealand threshold for notification, we will notify the Privacy Commissioner and affected people as soon as practicable, subject to the lawful exceptions and procedures. Different notification duties will also be followed where another applicable law requires them.
10. Access and correction in New Zealand
You can ask whether we hold personal information about you, request access to it and ask us to correct information that is inaccurate, incomplete or misleading. Contact us in a way that works for you and explain the information you seek. We may need enough evidence to confirm your identity or another person’s authority to act for you.
We will respond to access and correction requests as soon as reasonably practicable and normally make the required decision within 20 working days. If a lawful extension, refusal or withholding ground applies, we will explain it and the relevant review rights. If we do not make a correction you request, you may ask for a statement of the correction sought to be attached. See the Privacy Commissioner’s explanation of your privacy rights.
11. Additional rights where the GDPR applies
The EU General Data Protection Regulation may apply to particular processing where its territorial conditions are met. Accessing a New Zealand website from Europe does not, by itself, determine that question. Where the GDPR applies, our legal basis may be taking steps at your request before an agreement, performing that agreement, meeting a legal duty, your specific consent, or legitimate interests in answering enquiries and protecting the service, balanced against your rights.
Subject to the relevant conditions, you may request access, correction, erasure, restriction or portability, and object to processing based on legitimate interests. You may object to direct marketing at any time. Where we rely on consent, you can withdraw it without affecting the lawfulness of earlier processing. We do not make decisions about membership or enquiries solely through automated processing.
We normally respond within one month, with any permitted extension explained within that period. You may complain to the competent supervisory authority. Any restricted international transfer will require a valid transfer mechanism. The European Commission’s information for individuals explains these rights in more detail.
12. Children, photographs and other people
Young aquarists are welcome to learn from the public information on this website. A parent or guardian should handle enquiries about a child’s participation in an organised activity. Please do not send a child’s personal information unless it is needed for that enquiry. We do not use children’s details for advertising.
If you believe a child has sent unnecessary personal information, or that someone else has supplied your information without an appropriate reason, contact us. We will assess the situation and take suitable steps, which may include removing information or communicating through an authorised adult.
13. Concerns, complaints and policy updates
Please contact info@elqorinavestella.com with the details of your concern and the outcome you would like. We will consider the issue and explain our response. If it remains unresolved, you can contact the Office of the Privacy Commissioner. Other supervisory or court remedies remain available where applicable.
We may update this policy when our activities or legal duties change. The date at the top of the page identifies the current version. A material new purpose for using existing information will be assessed and communicated as required; publishing a revised policy does not remove the need for a lawful basis.