Privacy Policy

Disclaimer & Intellectual Property Statement
This document does not contain regulatory or statutory requirements unless specified.This policy document has been prepared by the Champions Initiative for use by its Champions Initiative Partners who each operate through their own respective Youth Charitable Trust (“the Charitable Trust”) and is not intended for wider distribution without attribution.The Champions Initiative has made every attempt to present the information in a clear and concise manner for a variety of users. However, Champions Initiative is not responsible for the misuse or misinterpretation of the information presented herein. Under no circumstances shall Champions Initiative be liable for any actions taken or omissions made by non-Champions Initiative users of this document.All materials contained in this document are protected by copyright laws and may not be reproduced, republished, distributed, transmitted, displayed, broadcast, or otherwise exploited in any manner without the express prior written permission of Champions Initiative.Champions Initiative, the respective local Charitable Trust, and the Academy names and logos, and other intellectual property are the property of their respective owners and cannot be used without express prior written permission.

Contact Details:
Champions Initiative
C/- Billy Graham Youth Foundation
Level 1, 1 Ghuznee Street, Te Aro, Wellington 6011
Ph: 027 523 3639

Commitments and Policies
Commitment
The Trust is committed to the Information Privacy Principles contained within the Privacy Act 2020 and to upholding them with regard to both internal and external communication as well as the storage and access of personal information.
‍
Objectives
The Trust’s Privacy Policy aims to:
• Provide a framework and set expectations regarding the collection, storage, retention, use, and control of personal information related to members and staff.
• Provide an avenue for access and correcting personal information held by the Trust or Academy.
• Continuously improve privacy processes.
‍
Definitions
• Hard Copy – Physical records such as printed documents, photos, or handwritten notes.
• Personal Information – Any information relating to an identifiable individual, even if they are not named explicitly.
• Soft Copy – Electronic records such as computer files, emails, social media posts, or cloud storage.
• Champions Initiative – The trading body of the Billy Graham Youth Foundation that partners with local charitable trusts.
• The Academy – The Boxing Academy governed by the Charitable Trust.
• The Charitable Trust – The local board overseeing the boxing gym that partners with the Champions Initiative.

Responsibilities
‍The Privacy Officer is the Academy Manager, responsible for enforcing this policy and investigating privacy complaints. All staff must comply with this Privacy Policy.

Reviews
This policy is reviewed every three years for legislative compliance. Annual audits ensure compliance with privacy standards. Champions Initiative audits are conducted by representatives from the Trust and other associated Youth Charitable Trusts.

Policy in Action Evidence
• Privacy Officers must complete annual training.
• Privacy breach investigations are documented, and preventative measures are shared.
• Privacy complaints are recorded and addressed.
• Relevant parts of this policy are included in staff and board member inductions.

Further Information
• Privacy Act 2020
• Privacy Commissioner: privacy.org.nz | Ph: 0800 803 909
• Free Privacy Training: elearning.privacy.org.nz
• Oranga Tamariki Information Sharing: orangatamariki.govt.nz
• Champions Initiative Contact: hello@championsinitiative.org.nz

Privacy Procedures
Personal Information Sources
The Trust collects personal information:
• From Members – Via the yearly registration form (signed by a parent/caregiver if under 18).
• From Staff or Board Members – From individuals or third parties (with consent or where publicly available).
• From Sponsors or Donors – Provided at the time of donation.

Manner of Collection
Personal information is collected lawfully, fairly, and without unreasonable intrusion. Concerns can be raised with the Academy Privacy Officer.

Reasons for Collecting Personal Information
Personal information is collected for:
• Verifying identity, employment suitability, or board membership.
• Communicating with members, parents/caregivers, sponsors, and donors.
• Improving Academy services and assisting with funding applications.
• Providing appropriate medical treatment.
• Conducting anonymized research or statistical analysis.
• Complying with legal obligations.
• Any other purpose authorized by the individual or the Privacy Act 2020.

Storage of Personal Information
• Hard copies are kept in locked cabinets.
• Electronic copies are stored on password-protected IT infrastructure.
• Personal information shared with third parties (e.g., contractors) is safeguarded against unauthorized use or disclosure.

Access to Personal Information
Individuals can request access to and correction of their personal information using Schedule 2: Request for Access or Correction. If a correction is not possible, a note explaining why will be attached to the file.

Reporting Privacy Concerns
Privacy complaints should be submitted via Schedule 1: Record of Privacy Complaint. Complaints will be investigated, and individuals kept informed. If unresolved, complaints can be escalated to the Privacy Commissioner.

Use of Personal Information
Personal information will only be used for its original purpose or related purposes (e.g., administration). If used for research, marketing, or media, it will be anonymized where possible.

Accuracy and Discrepancies
• Personal information must be accurate, complete, relevant, and up to date.
• Discrepancies will be verified and corrected.

Disposal of Personal Information
• Hard copies are destroyed using Secure Document Destruction or Crosscut Shredders.
• Soft copies are permanently deleted with IT specialist assistance if required.

Information Distribution and Disclosure
Personal information will only be shared with authorized individuals, including:
• The individual themselves (upon request).
• Companies supporting the Academy’s services (e.g., IT providers).
• Medical professionals in emergencies.
• Oranga Tamariki (for child protection concerns).
• NZ Police (when legally required).
• Schools or religious groups (for attendance records).
• Other regulatory bodies as required.

Contact Details:
Champions Initiative
C/- Billy Graham Youth Foundation
Level 1, 1 Ghuznee Street, Te Aro, Wellington 6011
Ph: 027 523 3639
championsinitiative.org.nz