Privacy policy for the NZ Esports volunteer platform
Live policy version 2026.08.12 published on 12/08/2026.
Summary
NZ Esports uses the volunteer platform to recruit, coordinate, support, and recognise volunteers for NZ Esports events and approved external organiser opportunities. This privacy policy adapts the NZ Esports Federation privacy approach for the volunteer platform and explains what information is collected, why it is needed, who may receive it, and how volunteers, organisers, and staff can ask for access or correction.
This policy sits alongside the wider NZ Esports privacy policy and is intended to support NZ Esports' obligations under the Privacy Act 2020.
Personal information we collect
We collect information needed to operate the volunteer platform and keep events safe, fair, and well organised. Depending on how you use the platform, this may include your name, email address, phone number, location, Discord or gamer details, profile photo or avatar, age or date of birth where needed, emergency contact details, availability, skills, role preferences, accessibility or support needs you choose to share, and account authentication information.
We also collect platform records created through your use of the service. These may include event applications, shift preferences, assignment decisions, attendance and participation history, volunteer notes, organiser notes, feedback, incident reports, complaints, complaint messages, attachments, notification preferences, badges, tier progress, reference letter information, and audit records.
For organisers, we may collect organisation details, contact names, websites, social links, logos, event proposals, venue and shift details, safety and accessibility information, payment or reimbursement descriptions, applicant notes, release confirmations, and staff review outcomes.
Technical information
When you use the platform we may collect technical information such as IP address, browser type, device information, login and authentication events, pages visited, timestamps, security logs, and email delivery status. The platform may use cookies or similar session technologies so that accounts, forms, security checks, and preferences work properly.
Information collected from other people
Most information comes directly from the person using the platform. We may also collect information indirectly from NZ Esports staff, approved organisers, other volunteers, event leads, complaint participants, referees or references where supplied, technical service providers, and safety or integrity bodies.
Where practical, NZ Esports will make people aware when indirect personal information is collected about them, why it was collected, who may receive it, and how they can ask to access or correct it. Some information may need to remain limited where disclosure would affect safety, privacy, an investigation, or another lawful reason.
Why we collect and use information
NZ Esports uses personal information to create and secure accounts, review volunteer and organiser eligibility, coordinate event applications and shifts, communicate event updates, manage external organiser listings, support volunteers and organisers, administer recognition such as badges and reference material, respond to complaints and incidents, maintain safety and safeguarding records, prevent misuse, and meet legal, operational, insurance, audit, or integrity obligations.
We only use personal information for the purpose it was collected, for a directly related purpose, with consent, or where another lawful basis allows or requires the use.
Volunteer information shared with external organisers
External organisers do not receive automatic access to full volunteer profiles. When a volunteer applies for an approved external organiser event, NZ Esports may store the application, organiser event context, release choices, approval steps, confirmation timestamps, and a snapshot of the fields the volunteer agrees to release.
Volunteer details should only be shared with an approved organiser when they are relevant to the event purpose, the organiser has been approved for the workflow, and the volunteer has confirmed the release step. Organisers must use released information only for assessing the application, confirming shifts, coordinating the event, and meeting safety or welfare responsibilities for that event.
Who may receive information
Personal information may be available to NZ Esports staff and authorised platform administrators who need it for their role. Approved external organisers may receive only the event-specific volunteer information released to them through the platform workflow.
We may also share information with trusted service providers that help run the platform, such as hosting, database, authentication, email delivery, storage, analytics, security, and support providers. These providers must only use the information to provide services to NZ Esports.
Where appropriate, NZ Esports may share relevant information with insurers, legal advisers, Sport Integrity Commission Te Kahu Raunui, Netsafe, Police, emergency services, regulators, or another agency where this is necessary for safety, safeguarding, integrity, privacy, legal compliance, dispute resolution, or serious harm prevention. NZ Esports will not sell personal information.
Overseas storage and service providers
Some platform providers may store or process information outside New Zealand. NZ Esports will take reasonable steps to use reputable providers and appropriate contractual, technical, and organisational safeguards before using overseas processing or disclosure arrangements.
Storage and security
NZ Esports uses reasonable safeguards to protect personal information from loss, unauthorised access, misuse, or disclosure. These safeguards may include authentication controls, role-based access, encrypted transport, secure hosting, hashed passwords through the authentication provider, restricted staff tools, audit logs, and staff processes for handling sensitive complaints, incidents, and organiser release data.
No online service can guarantee perfect security. If NZ Esports becomes aware of a privacy breach that is likely to cause serious harm, it will assess notification obligations and take steps required under the Privacy Act 2020.
Retention
NZ Esports keeps personal information only for as long as it is needed for the purpose collected, a directly related purpose, or another lawful reason. Volunteer and organiser records may be kept while accounts, events, applications, recognition, complaints, safety matters, disputes, audit requirements, or integrity obligations remain relevant.
Some records may be archived rather than immediately deleted so NZ Esports can preserve event history, protect safety, respond to complaints, maintain recognition records, or meet legal and operational obligations. Released organiser data, complaint records, and audit trails may have separate review or retention settings.
Access, correction, and account questions
You can ask NZ Esports whether it holds personal information about you, request access to that information, and ask for correction if you think it is wrong, incomplete, or misleading. NZ Esports may need to verify your identity before responding.
You may also ask NZ Esports to delete or restrict information. NZ Esports will consider the request, but may need to keep some information where there is a lawful reason, such as safety, complaints, integrity, audit, legal, or event administration requirements.
Children and young people
Where NZ Esports collects information about children or young people, it will take additional care with collection, consent, access, supervision, safeguarding, and disclosure. If NZ Esports becomes aware that a child under 13 has used the platform without appropriate parent or guardian involvement, it may restrict access, ask for guardian contact, or delete the information where appropriate.
Communications
NZ Esports may send service emails and platform notifications about account security, verification, applications, assignments, event updates, organiser review, complaints, safety matters, and policy changes. Event announcement emails may include unsubscribe controls where they are managed as mailing-list communications.
Updates to this policy
NZ Esports may update this policy as the platform, law, or operational practices change. Material changes should be made available through the platform or policy library.
If you have a privacy concern
Contact NZ Esports through platform support if you have a privacy question, access request, correction request, or complaint. If the issue is not resolved, you can contact the Office of the Privacy Commissioner.
Contact
For privacy, account, or volunteer-data questions, use the support actions below.