ClayHub NZ — User Data Deletion Instructions

ClayHub NZ respects the privacy of all users, including shooters, club administrators and competition officials.

We recognise that users may wish to close their accounts, disconnect their Facebook accounts or request deletion of personal information held within ClayHub.

These instructions explain how to make a request and how ClayHub handles personal information and historical competition records.

Requests will be considered in accordance with our Privacy Policy and the New Zealand Privacy Act 2020.

To request closure of your ClayHub account or deletion of personal information, email:

doug@bodley.co.nz

Use the subject line:

ClayHub NZ — Data Deletion Request

Please include:

• Your full name.
• The email address associated with your ClayHub account, if applicable.
• Your affiliated shooting club, if relevant.
• Whether you want to close your account, delete particular personal information or request removal of published information.
• Any additional details that will help us identify the information concerned.

Please do not send passwords or sensitive identity documents in your initial email.

We may request additional information through an appropriate secure process if reasonably necessary to verify your identity or authority.

When ClayHub receives a deletion request, we will:

1. Review the request and identify the relevant user account or personal information.
2. Verify the requester's identity or authority where necessary.
3. Consider the information held and whether any legal or legitimate retention requirements apply.
4. Remove or de-identify information that is no longer required or that should no longer be retained.
5. Review whether any public information needs to be corrected, restricted or removed.
6. Inform the requester of the outcome, including any information that must or may lawfully be retained.

Requests for correction of personal information will be decided within the timeframe required by the Privacy Act 2020, generally no later than 20 working days after receipt unless a lawful extension applies.

Other voluntary account-closure or deletion requests will be processed within a reasonable period, depending on their complexity and the information involved.

Where we cannot fulfil a request in full, we will explain the reason and any available review or complaint options.

Depending on the circumstances, information that may be deleted or de-identified includes:

• ClayHub user account details.
• Personal email addresses.
• Phone numbers.
• Residential or postal addresses.
• Dates of birth where no longer required.
• Unnecessary profile information.
• Account preferences.
• Information associated with a disconnected Meta or Facebook integration.
• Other personal information that is no longer required for a lawful purpose.

Some information may be retained temporarily or for a longer period where required for security, recordkeeping or other lawful purposes.

ClayHub is designed to maintain accurate and reliable sporting records.

Historical competition information may include:

• Shooter names.
• Club affiliations.
• Competition participation.
• Shooting scores and results.
• Rankings and achievements.
• Grades and handicap records.

These records may be important for competition integrity, historical results and the administration of handicap systems.

Deleting a ClayHub account does not automatically delete historical competition records.

Where there is a legitimate and lawful reason to retain these records, ClayHub may preserve them after an account has been closed.

We will consider requests for removal, correction, restricted publication or de-identification individually.

For example, unnecessary private contact information may be removed while a valid competition result remains part of the historical sporting record.

Any continued retention or publication must be consistent with the Privacy Policy and applicable law.

Requests relating to junior shooters will receive particular consideration.

A parent or guardian may assist with a junior shooter's request where appropriate.

ClayHub may ask for reasonable confirmation of authority before acting on a request made on another person's behalf.

We will consider the junior shooter's age, maturity, privacy interests and any safety concerns.

Private contact details, residential addresses and full dates of birth will not be displayed in public shooter profiles.

Requests concerning the removal or restriction of public junior competition information will be reviewed individually.

ClayHub may use Meta and Facebook integrations to allow authorised club administrators to publish competition news, event information and results to Facebook Pages.

If you have connected a Facebook or Meta account to ClayHub and wish to remove that connection, you may revoke ClayHub's access through your Meta account settings.

Removing Access Through Facebook

1. Log in to your Facebook account.
2. Open Settings & Privacy, then Settings.
3. Find Apps and Websites or the relevant Business Integration settings.
4. Locate ClayHub NZ, if listed.
5. Select the option to remove or revoke its access.
6. Follow Facebook's instructions to confirm the change.

The exact settings may vary depending on whether the connection uses Facebook Login, a business integration or Page permissions.

Requesting Deletion of Meta Integration Data

Email:

doug@bodley.co.nz

Use the subject line:

ClayHub NZ — Meta Data Deletion Request

Please identify the connected account or Facebook Page and explain what information you want removed.

ClayHub will review the request and delete or de-identify personal information obtained through the integration where it is no longer required or where deletion is otherwise appropriate under applicable law.

Revoking Meta access may prevent further authorised access, but it does not necessarily remove information already stored by ClayHub.

Published Facebook posts may also remain visible until removed from the relevant Facebook Page.

Users may need to delete previously published content directly through Facebook, or request assistance from an authorised Page administrator.

ClayHub may receive information from independent shooting clubs, competition organisers or sporting organisations.

A request to ClayHub does not automatically delete copies of information held separately by those organisations.

If information is maintained independently by a club or sporting body, the individual may also need to contact that organisation.

Where reasonably practicable and appropriate, ClayHub will assist in identifying the relevant organisation or notifying recipients of corrections.

If information is incorrect, incomplete, outdated or misleading, you may request correction without closing your account.

This includes errors involving:

• Names or club affiliations.
• Personal contact details.
• Competition scores.
• Grades or handicaps.
• Historical results.

Official competition records may require verification by the relevant club, organiser or sporting authority before changes are made.

If ClayHub declines to make a requested correction, you may request that a statement of correction be attached to the relevant record in accordance with the Privacy Act 2020.

If you are dissatisfied with how your request has been handled, please contact ClayHub first.

Email: doug@bodley.co.nz

You may also contact the New Zealand Office of the Privacy Commissioner.

Website: https://www.privacy.org.nz/

ClayHub NZ
Independent Platform Operator: Doug Bodley
Location: New Zealand
Privacy and Data Deletion Contact: doug@bodley.co.nz
Website: https://wctcclubmanager.base44.app/

Related Documents

Privacy Policy: https://wctcclubmanager.base44.app/privacy
Terms of Service: https://wctcclubmanager.base44.app/terms