ClayHub NZ — Privacy Policy

Welcome to ClayHub NZ.

ClayHub NZ ("ClayHub", "we", "us" or "our") is a New Zealand-based digital platform designed to simplify the administration of clay target shooting clubs, competitions and shooter records.

The platform supports participating shooting clubs, individual shooters, competition organisers and authorised sporting administrators.

ClayHub NZ is currently independently owned and operated by Doug Bodley. It is not owned or operated by the New Zealand Clay Target Association (NZCTA) or Waikato Clay Target Club.

We are committed to respecting the privacy of our users and protecting personal information in accordance with the New Zealand Privacy Act 2020.

This Privacy Policy explains:

• What personal information we collect.
• Why we collect and use that information.
• What information may be visible to other users or the public.
• How information is shared with clubs and sporting organisations.
• How information about junior shooters is managed.
• How Facebook and Meta integrations operate.
• How users can access, correct or request deletion of their information.

By using ClayHub, users acknowledge that their information will be handled as described in this policy. Where consent or other authorisation is required, we will obtain it separately as appropriate.

ClayHub collects and processes information reasonably necessary for providing clay target shooting management services.

2.1 Personal and Contact Information

Depending on the features used, information may include:

• Full name.
• Date of birth.
• Residential or postal address.
• Email address.
• Telephone or mobile number.
• Club membership or affiliation information.
• Shooter identification or membership numbers.
• Account login and authentication information.

2.2 Shooting and Competition Information

ClayHub may collect and maintain:

• Shooting club affiliations.
• Shooter grades and classifications.
• Handicap records and handicap changes.
• Competition nominations and entries.
• Shooting scores and competition results.
• Competition rankings and placings.
• Competition categories and eligibility information.
• Historical competition participation and results.
• Information relevant to the administration of shooting events.

2.3 Technical Information

When users access ClayHub, technical information may be processed as necessary to operate and protect the platform.

This may include device and browser information, IP addresses, authentication records, session information, system logs and other information generated through use of the application.

2.4 Information Provided by Other Organisations

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

Such information may include membership details, grades, handicap records, nominations and competition results.

Where we collect information from another source, we will comply with applicable requirements to inform the individual about that collection, its purposes, intended recipients and their rights, unless a lawful exception applies.

Participating organisations must have appropriate authority to provide personal information to ClayHub.

Personal information is used to operate and improve the ClayHub platform and support legitimate clay target shooting activities.

This includes:

• Creating and managing shooter profiles.
• Identifying shooters across participating clubs.
• Managing competition nominations and registrations.
• Recording shooting scores and competition results.
• Maintaining handicap and grade histories.
• Supporting club membership administration.
• Producing competition rankings and reports.
• Communicating relevant information to users and administrators.
• Providing authorised sporting officials with records needed for competition administration.
• Maintaining application functionality and security.
• Investigating and resolving technical problems or misuse.
• Meeting applicable legal obligations.

We will not sell personal information to third-party advertisers or data brokers.

Personal information will not be used for unrelated marketing or other secondary purposes unless authorised or permitted by law.

Clay target shooting is a competitive sport in which participant names, results, grades and handicap records are commonly published.

To support transparent and accurate competition administration, ClayHub may make the following information publicly available:

• Shooter name.
• Affiliated shooting club.
• Shooting grade or classification.
• Handicap information.
• Competition participation.
• Competition scores, rankings and results.
• Historical competition achievements.

Public information may be displayed on competition results pages, shooter profiles, leaderboards and other relevant sporting records.

Publicly available information may be viewed by people who do not hold a ClayHub account and may be accessible through internet search engines.

Before information is made public, ClayHub will take reasonable steps to ensure publication is consistent with the purposes for which it was collected, relevant notices and applicable privacy requirements.

Information That Will Not Normally Be Public

The following information will not be publicly displayed as part of standard shooter profiles:

• Residential addresses.
• Personal email addresses.
• Telephone or mobile numbers.
• Full dates of birth.
• Account credentials.
• Private administrative records.

Access to this information will be limited to appropriately authorised users who require it for legitimate platform or club administration.

ClayHub recognises the importance of protecting the privacy and wellbeing of children and young people participating in clay target shooting.

Junior shooters may be included in published competition results and sporting records in a manner consistent with normal competition administration and applicable privacy requirements.

Public junior competition information may include:

• Shooter name.
• Club affiliation.
• Competition category.
• Grade or classification.
• Handicap.
• Competition results and achievements.

Junior shooters' private contact details, residential addresses and full dates of birth will not be publicly displayed.

We will take additional care when determining how junior information is collected, accessed, disclosed and published.

Where appropriate, parents or guardians may be involved in account registration, administration or privacy requests. A junior shooter's age, maturity, wishes and ability to exercise their own privacy rights will also be considered.

Requests involving junior information will be assessed individually, including any concerns about safety, inappropriate disclosure or continued publication.

ClayHub is designed to support multiple shooting clubs and potentially wider New Zealand clay target shooting administration.

Information may be made available to:

• Authorised shooting club administrators.
• Competition organisers and officials.
• Individuals authorised to maintain shooter records.
• Sporting organisations participating in an approved information-sharing arrangement.
• Technical service providers assisting in the operation of the platform.

The information shared will depend on the recipient's role and legitimate administrative requirements.

For example, an authorised club administrator may require access to contact details for shooters entering a competition operated by that club.

This does not automatically entitle every club administrator to access the private information of all shooters registered on ClayHub.

Access will be limited according to the applicable permissions and administrative purpose.

Any future integration or formal information-sharing arrangement with NZCTA or another national sporting body will be assessed separately and communicated where required.

ClayHub may integrate with Facebook and other Meta services to assist authorised administrators with publishing competition information, event announcements, results and sporting news.

Where an authorised administrator connects a Meta account, ClayHub may obtain and process the account, Page or permission information necessary to provide the authorised publishing functionality.

Depending on the integration implemented, this may include:

• Information identifying the connected Facebook Page or account.
• Permissions granted by the authorised administrator.
• Authentication credentials or access tokens required to maintain the connection.
• Information about content submitted for publication.
• Publishing status or technical responses returned by Meta.

ClayHub will request only the Meta permissions reasonably required for the features being used.

Information obtained through Meta will be used for the authorised integration and will not be sold to advertisers or used for unrelated purposes.

Authorised users may revoke ClayHub's access through the relevant Facebook or Meta account settings.

Users may also contact ClayHub to request removal of information associated with a connected Meta account, subject to applicable retention requirements.

Information published to Facebook becomes subject to Meta's platform terms and privacy practices.

Content already published to Facebook may need to be removed separately from the relevant Facebook Page.

For more information about Meta's handling of information, refer to: https://www.facebook.com/privacy/policy/

ClayHub does not currently process competition entry payments or store payment card information.

Any payments associated with competition entries or club activities are handled outside ClayHub through arrangements made by the relevant club or event organiser.

Where ClayHub records information about a nomination or entry, that does not necessarily mean the platform has processed or received a payment.

If integrated payment services are introduced in the future, this policy will be updated before the relevant functionality is made available.

ClayHub is built and operated using the Base44 application platform.

Personal information may be hosted, stored or processed using Base44 and infrastructure or service providers supporting the application's operation.

We will take reasonable steps to protect personal information from:

• Unauthorised access.
• Accidental loss.
• Unauthorised modification.
• Improper use or disclosure.
• Other reasonably foreseeable security risks.

Access to private information will be restricted according to the user's authorised role and legitimate need.

Where external service providers process information on our behalf, we will take reasonable steps to ensure appropriate security and confidentiality arrangements are in place.

No internet-based system can guarantee absolute security.

Users should take reasonable precautions to protect their account credentials and notify us if they suspect unauthorised use of their account.

ClayHub may use technology providers whose systems, infrastructure or personnel are located outside New Zealand.

Where personal information is disclosed to overseas recipients, we will comply with applicable requirements under the New Zealand Privacy Act 2020, including Information Privacy Principle 12 where it applies.

This may involve ensuring the overseas recipient is subject to comparable privacy safeguards, is otherwise covered by an applicable legal basis, or obtaining the relevant individual's informed authorisation.

We will review material changes to our service providers and data-handling arrangements.

ClayHub aims to maintain accurate and reliable shooter information.

Participating clubs, competition officials and authorised administrators are expected to take reasonable care when entering or updating competition information.

Users may notify us if they believe information is inaccurate, incomplete, outdated or misleading.

Corrections to official competition results, grades or handicap records may require verification with the relevant club, event organiser or authorised sporting body.

Where a correction is justified, reasonable steps will be taken to update affected records and, where appropriate, inform recipients of previously disclosed incorrect information.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or for another lawful purpose.

Retention periods may differ depending on the information involved.

For example:

• Account and contact information may be retained while the account remains active or while required for legitimate administration.
• Technical records may be retained for security, troubleshooting or operational purposes.
• Competition results, grades and handicap histories may be retained for longer periods to preserve the accuracy and integrity of sporting records.

Historical competition information may remain relevant even where a shooter no longer maintains an active ClayHub account.

Information that is no longer required will be deleted, anonymised or otherwise managed appropriately.

Users may request closure of their ClayHub account or deletion of personal information by contacting:

doug@bodley.co.nz

We may request reasonable information to verify the identity or authority of the person making the request.

When an account is closed, we will review the personal information associated with that account and remove information that is no longer required.

This may include private contact details, account information and other unnecessary personal data.

Historical Competition Records

Closing an account does not automatically result in deletion of all historical competition records.

Competition scores, results, rankings, grades and handicap histories may be retained where there is a legitimate and lawful reason to preserve them.

Where appropriate, we may remove unnecessary personal details or de-identify information while preserving the integrity of official sporting records.

Requests for deletion or suppression of particular records will be considered individually, taking account of privacy obligations, the original purpose of collection and any ongoing legitimate need to retain or publish the information.

A person may request deletion of information, but the Privacy Act 2020 does not provide an unrestricted general right to require deletion of every record.

Further information about requesting deletion will be available on ClayHub's Data Deletion Instructions page.

Under the New Zealand Privacy Act 2020, individuals generally have rights to request access to personal information held about them and to request correction.

Requests can be sent to:

doug@bodley.co.nz

We may require reasonable proof of identity before releasing personal information.

We will respond within the timeframes required by the Privacy Act 2020, subject to any lawful extension or applicable exception.

Where a requested correction is not made, the individual may request that a statement of the correction sought be attached to the relevant record, as provided for under the Act.

ClayHub may use cookies, local browser storage or similar technologies to support authentication, maintain user sessions, improve functionality and protect the application.

Third-party services integrated with ClayHub may also use cookies or related technologies in accordance with their own privacy practices.

Where additional analytics, tracking or advertising technologies are introduced, we will review the applicable notice and consent requirements and update this policy where necessary.

We will take reasonable steps to identify, investigate and respond to privacy incidents involving personal information.

If a privacy breach has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as required by the Privacy Act 2020, unless a legal exception applies.

We will also take reasonable steps to contain the incident, reduce potential harm and prevent recurrence.

ClayHub may update this Privacy Policy to reflect changes in technology, platform functionality, participating organisations, information-handling practices or legal requirements.

The current version will be published on the ClayHub website.

Where changes materially affect the collection, use or disclosure of personal information, we will provide appropriate notice and seek authorisation where required.

If you have concerns about the way ClayHub collects, uses, stores or discloses personal information, please contact us first.

We will consider the concern and take reasonable steps to investigate and resolve it.

If you are dissatisfied with our response, you may contact the New Zealand Office of the Privacy Commissioner.

Office of the Privacy Commissioner
Website: https://www.privacy.org.nz/

ClayHub NZ
Independent platform operator: Doug Bodley
Location: New Zealand
Email: doug@bodley.co.nz
Website: https://wctcclubmanager.base44.app/

For enquiries about personal information, account access, corrections, data deletion or privacy complaints, please contact us using the email address above.

Terms of Service · User Data Deletion Instructions