Privacy Policy

Last updated: 20 September 2026

1. Who we are

Dunsandel Bowling Club operates this website from 2 Leeston Dunsandel Road, Dunsandel 7682, Canterbury, New Zealand. The club is the agency responsible for the personal information described below, and we handle it in line with the Privacy Act 2020.

Privacy questions and requests can be sent to secretary@dunsandelbowls.com, or by post to PO Box 17, Dunsandel 7657, Canterbury, New Zealand (marked for the attention of the club privacy officer).

2. Information we collect

Accounts and membership

• Your name and email address, and your password if you sign up with an email and password. If you sign in with Google, we receive your name and email address from Google; we never receive your Google password.
• Profile details you choose to add: phone number, postal address, emergency contact name and phone, and an optional profile photo.
• Your membership status and role, and any review notes recorded by an administrator.

Tournament entries

• For public (non-member) entries: the primary contact name, email, and optional phone, an optional team or club name, the names of the players you enter, and any notes you provide.
• For member entries: the entry is linked to your member profile so you can manage it.
• Entry status, and the time-limited recovery token used for public entries. The entry record stores only a hash of that token, not the token itself, so the stored value cannot be used to open the entry. The link we email you contains the token, and that link stays in our notification outbox record for the message until the message has been sent.

Technical and service data

• The browser stores a small preference for your light or dark theme choice. It stays on your device and is not sent to us.
• For rate limiting and abuse prevention, our servers derive a key from a truncated network address, the relevant endpoint, and the submitted email address, hashed together with a server-side secret. We do not store the raw network address for this purpose.
• Emails we send — including membership verification, password resets, and entry notifications — pass through our email provider, which processes delivery data such as delivery, bounce, and spam-complaint events.
• When hosted on our production provider, aggregate, cookieless visitor analytics and performance measurements are collected. These are not used for advertising and are not combined with your account.

3. How we use it

• Create and secure your account, and verify your email address.
• Process membership applications, approve members, and maintain the member directory.
• Record, manage, and publish tournament entries, draws, and results.
• Send service emails: verification links, password resets, entry confirmations, and status updates.
• Respond to enquiries sent to the club, including enquiries forwarded to the secretary.
• Protect the site against spam, abuse, and repeated automated submissions.
• Understand, at an aggregate level, whether the public pages are working well.

We do not sell your personal information, and we do not use it for advertising.

4. Who can see what

• Public visitors see only published content: published tournaments, draws, results, calendar entries, and noticeboard items. This includes players' names and team or club names. Public pages never show your contact details, address, emergency contact, or photo.
• Approved members can see the member directory, which lists approved members' names and photos, and phone numbers only where the member has chosen to share theirs. Addresses and emergency contacts are not part of the directory.
• You can see and edit your own profile, including your address, emergency contact, and phone-sharing preference.
• Club administrators can see member and entry details where needed to run the club, approve memberships, and manage tournaments. Access is restricted to approved administrators and is recorded in an audit history.

5. Photos

A member photo you upload is stored in private storage and is only shown to you and to approved members through the member directory. It is never shown on public pages. You can replace or delete your photo at any time from your profile.

6. Service providers

We use a small number of providers to run the site, and they process data on our instructions:

• a cloud database and authentication provider, which stores account and profile data;
• an email delivery provider, used for verification, password, and notification mail;
• a hosting provider, which serves the site and collects the aggregate analytics described above.

Some providers store data outside New Zealand. Where that happens, we rely on the provider's contractual and technical safeguards for the transfer.

7. How long we keep it

• Account and profile information is kept while your account is active, so you can sign in and manage your membership.
• If you delete your account, your profile details, photo, and address/emergency-contact information are permanently removed, along with the personal details of entries you made as a member. Your remaining entry record is kept in anonymised form (as a “Deleted member”/“Deleted participant”) so published draws and results stay accurate.
• Public entry contact details stay on the entry record so the club can run the tournament and contact you about it. They are never shown on public pages, and we remove them if you ask us to, or when an administrator deletes the tournament. The entry's status and its place in the draw or results are kept without your contact details.
• Rate-limiting and audit records are kept only as long as needed for security and club record-keeping.

8. Your choices and rights

You can update your profile details and your phone-sharing preference at any time from the member area, and delete your account there. You can also contact us to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or out of date;
• ask us to delete information we no longer need;
• ask a question or raise a concern about how we have handled your information.

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner.

9. Cookies and local storage

When you sign in, we use a secure cookie to keep you signed in; it is required for the member and administration areas to work. Your theme preference is stored in your browser's local storage. We do not use advertising or cross-site tracking cookies.

10. Security

We use access controls, row-level database security, and encrypted connections to protect personal information. No online service can be guaranteed completely secure, so please use a strong, unique password and let us know if you suspect your account has been compromised.

11. Changes to this policy

We may update this policy as the site and our practices change. The version on this page, with its “last updated” date, applies from the date it is posted.

12. Contact us

Email secretary@dunsandelbowls.com or write to PO Box 17, Dunsandel 7657, Canterbury, New Zealand. See also our Terms of Service.