The Privacy Act affects all persons (the facility and its staff and contractors) who have access to the personal information of an identifiable individual.

Information on the Privacy Act and its implication are set out on the website of the Office of the Privacy Commissioner https://privacy.org.nz/.

Personal information includes name, address, date of birth, health issues, payment and credit information, and training notes.

Key privacy requirements include:

• Personal information must be collected for lawful purposes and only to the extent necessary.
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• Personal information must be collected from the individual or with their consent.
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• Personal information must be used only for the purpose for which it was collected except as required by law. This includes managing facility memberships and payment of membership fees, prescribing exercise programs and developing individualised coaching programs if requested.
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• Personal information must be kept secure and must not be disclosed to third parties without consent or as required by law.
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• Personal information must be kept only as long as it is needed by the facility (usually up to 12 months after the termination of a membership).
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• All individuals have the right to access their personal information, and to ask for it to be corrected.
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Key Areas Where the Privacy Act Affects Hoop33:

• Member contact details (including membership ID photos) must be kept secure and must not be disclosed.
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• Referrals from members: referring members are required to get the consent of those referred before referrals are given. This can be done by using the Hoop33 Form.
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• Payment information must not be disclosed without consent.
• Fitness assessment information must not be disclosed without consent.
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• Personal training notes must not be retained without consent when members leave the facility.
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• Use of Personal Information in an Emergency
• Where there is an emergency involving health or safety, for example where a member must be rushed to hospital, the member's personal information may be used to inform their Emergency Contacts (as specified by them in their member portal). Their health information may also be disclosed to emergency services and health professionals as it might be relevant to the emergency treatment.