Privacy
Jack's Point Residents & Owners Association Incorporated
Privacy Policy
Last updated: 2024
General
Jack's Point Residents & Owners Association Incorporated (JPROA, us, we or our) is committed to respecting your privacy and ensuring the security of any personal information you provide to us.
This policy applies to any personal information you provide to us or which may otherwise be collected by JPROA, whether as part of completing an application to become a JPROA member or via this website or any of our related social media accounts (together the JPROA Sites).
Any personal information you provide to us will be collected, held and used by JPROA in accordance with this policy and all applicable privacy laws. This policy covers our data processing activities as an "agency" (under the Privacy Act 2020 (Privacy Act) and where applicable, as a "controller" (under the EU General Data Protection Regulation (GDPR).
When this policy refers to our "processing" your personal information, it covers all activities relating to our use of that personal information, from its collection through to its storage and disposal and everything in between. For the purposes of this policy "personal information" means identifiable information about you, for example your name, email, address, telephone number, bank account details, payment information and so on.
We may need to update this policy from time to time, including when necessary to reflect changes to the JPROA Sites, updates to our services or to reflect any changes in law. When we update this policy, we will revise the "Last updated" at the top of the policy. Where the changes are material, we will use reasonable endeavours notify you – usually by prominently posting a notice of those changes on the JPROA Site or by sending you an email.
We encourage you to read this policy carefully. If you have any questions, please contact us using the details available here.
How we collect your personal information
Information you provide to us directly
We may collect personal information directly from you:
when you apply to become a JPROA member, in connection with the processing of your membership application, including in order to respond to any questions you may have about JPROA membership;
when you contact us regarding any JPROA communal facilities, the golf course or any other infrastructure or services at Jack's Point (together the Jack's Point Services) or regarding any residential property or commercial developments in Jack's Point;
if you are a JPROA member, as required in order for us to:
facilitate the provision of any relevant Jack's Point Services to you; or
comply with or enforce JPROA's rights under the JPROA constitution, bylaws and all other agreements and covenants regulating JPROA's relationship with our members (together the JPROA Membership Documents);
when you use the JPROA Sites, including by filling in any of the online forms available on the JPROA Sites or subscribing to any of our mailing lists; or
where otherwise necessary in order to provide you with any Jack's Point Service and/or related services.
The personal information you provide to us directly may include information such as your name, occupation, addresses, email, phone numbers, car registration details and/or payment account information as well as any additional information you otherwise choose to provide to us from time to time.
If you choose not to provide to us your personal information, we may be unable to provide you with access to Jack's Point Services and some functions and features on our JPROA Sites may not be available to you.
Information collected from third parties
We may collect personal information about you from third parties with your consent or where otherwise permitted by law.
Where you provide us with any third party personal information, you must have that third party's consent to do so. By providing us any third party personal information, you warrant that you have that third party's permission to provide that information to us.
Information collected automatically
To make the JPROA Sites more useful to you, our servers may collect information from you, including your browser type, operating system, Internet Protocol (IP) address, domain name, and/or a date/time stamp for your visit. In order for you to access certain functionality of any JPROA Site, a cookie or cookies may need to be installed on your device. Cookies are small text files that are placed on your device by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Most internet browsers give you the option to reject all cookies, accept all cookies, erase cookies stored on your device or be notified before a cookie is stored on your device. However, if you reject or erase the cookies referred to above some features or services of the JPROA Sites will not function properly or may not be fully available. Please refer to your internet browser instructions if you want to find out more about rejecting or erasing cookies.
How we use your personal information
We will primarily use your information to manage your membership of JPROA, administer and enforce the JPROA Member Documents and to facilitate the provision of applicable Jack's Point Services. Where necessary in connection with the provision of any Jack's Point Services, the enforcement of any provision of any JPROA Member Document or in connection to the JPROA Sites, we may also use your personal information:
where you are a JPROA member:
to support your use of any Jack's Points Services, this may include assisting with providing you with the information you have requested or the resolution of issues relating to your rights and obligations as a member of JPROA, whether by email or otherwise;
to ensure the proper operation, maintenance and repair of the Jack's Point Services and other facilities at Jack's Point, including for example, to facilitate the installation and maintenance of service lines and the supply of utilities to JPROA members;
to publicise activities and events at Jack's Point;
to comply with and enforce our rights under the JPROA Membership Documents;
to produce and publish minutes of and reports relating to JPROA meetings;
to implement any design guidelines and control mechanisms in respect of developed properties as set out in the JPROA Membership Documents; or
to facilitate communication between JPROA members, any developer, any golf course owner or operator which is levying members, the golf club, the water company or any rental agency (each as defined in the JPROA constitution), and any other utility companies or third party service providers who support the provision of the Jack's Point Services;
to monitor, respond to and/or keep records of our e-mail communications and other correspondence with you;
to improve and enhance our services and the design and style of the JPROA Sites;
to analyse the use of any JPROA Sites to ensure that content from the JPROA Sites is presented in the most effective manner for you and for your device;
if you opt-in to receive information about our promotional offers and/or newsletters from us, we may use your personal information to contact you by email and/or post with the information you have opted-in to receive;
to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties;
in order to detect and/or prevent any illegal activity that may threaten any Jack's Point Service or JPROA Site; and
in order to comply with any applicable laws and/or regulations.
We will not keep your personal information for longer than is reasonably necessary to fulfil the purposes outlined in this policy and to allow us to comply with our legal obligations.
How we may share your personal information
There will be times when we need to share your personal information with third parties. Where we do disclose your personal information to third parties, we do so in connection with the purposes outlined above and will use reasonable efforts to make those third parties aware of the terms of this policy.
We may disclose your personal information:
where you are JPROA member, as contemplated by rule 4.13 of the Jack’s Point Constitution
In addition to the above, for JPROA and non members:
To third party service providers who assist and enable us to use your personal information to support delivery of the Jack's Point Services or provide functionality on the JPROA Sites. These third party service providers may include:
payment processors engaged by us to securely store or handle payments information, such as credit or debit card details;
providers of services that provide aggregated reports on website activity;
providers of email management and distribution tools; and
web-hosting companies;
to regulators, law enforcement bodies, government agencies, courts or other third parties where it is necessary to comply with any applicable law or regulation, or to exercise, establish or defend our legal rights (including where applicable pursuant to a JPROA Membership Document);
to other third parties where we have your consent or where the disclosure is permitted by law.
Where any disclosure is to a third party located outside New Zealand we will only make that disclosure in accordance with the requirements for overseas transfers of personal information as set out in the Privacy Act and any other applicable privacy laws. You may request more information about the safeguards that we have put in place in respect of transfers of Personal Information to jurisdictions outside of New Zealand by contacting our data Privacy Officer.
Your rights in connection with your personal information
Under certain circumstances, by law you have certain rights in connection with your personal information, including rights to request access to, or correction or erasure of your personal information.
If you wish to exercise any of these rights, please contact our Privacy Officer (details below). If you are located in New Zealand, there are some statutory exceptions (contained in Part 4 of the Privacy Act) where your request for access to your personal information may be denied.
Contact us
If you have any questions about what personal information we hold about you or you have a question or feedback for us on this policy or any of the JPROA Sites, please get in touch with our Privacy Officer using the contact details set out below.
If you would like any further information about our handling of personal information or to make a complaint about something you believe breaches the Privacy Act (or, as applicable, the GDPR), please lodge a written complaint addressed to our Privacy Officer using the email address below. Once received, we will respond to your complaint within a reasonable period of time, usually within 20 working days (or, for customers in the EEA, in any event in accordance with any applicable requirements of the GDPR). We may keep a record of your communications to help us resolve any issues that you raise.
If you are unsatisfied with the handling of your complaint, you may wish to take your complaint to the Office of the Privacy Commissioner in New Zealand (or your local data protection authority, if you are located in the European Economic Area (EEA) for a review of your complaint.
JPROA Privacy Officer
Kezia Evans