The Secretariat maintains the following contact databases:

  • Member contact database
  • Observer contact database
  • Alumni contact database
  • Privacy media contact database

 

Member contact database
This database is the principal means for the Secretariat to communicate with members. Typical uses are distribution of the newsletter, messages from the Executive Committee and communications in the lead up to the annual meeting.

The Secretariat asks that each member provide email contacts in 3 categories:

  • A standard office address that does not change with changes to personnel. (Maximum 1 address.)
  • The address of the Commissioner or head of the authority. (Authorities having a commission or board structure can provide addresses for each member if that is desired.)
  • (Optional) A person assisting the Commissioner on Conference matters such as a personal assistant or international affairs officer. (Maximum 2 addresses.)
  • A communications-related contact – typically a communications manager but in the absence of such a staff position, a staffer assigned the role of communicating conference-related messages within or beyond the authority. (Maximum 1 address.)

All email addresses must be official authority addresses (e.g. Hotmail or G-mail addresses will not be accepted).

The Secretariat has imposed maximum limits to reduce the work on maintaining the database. Members are asked to promptly notify the Secretariat of any changes.

 

Observer contact database
This database is the principal means for the Secretariat to communicate with accredited observers. Typical uses are distribution of the newsletter, messages from the Executive Committee and communications in the lead up to the annual meeting.

Observers may nominate up to two email addresses for the contact database.

All email addresses must be official addresses of the organisation (e.g. Hotmail or G-mail addresses will not be accepted).

 

Alumni contact database
This database is the principal means for the Secretariat to communicate with retired Commissioners who have asked to remain in touch with the Conference. The principal use is distribution of the newsletter.

Any retired Commissioner (or equivalent), or Deputy or Assistant Commissioner (or equivalent) who had a connection to the Conference, who would like to be added to the database should send their email address, with a note of the position formerly held, to the Secretariat. The Secretariat will act on requests from the individual concerned only.

Any email addresses will be accepted for this database.

The Secretariat will act on any requests for removal.

 

Privacy media contact database
This database is the principal means for the Secretariat to communicate with privacy media (such as publishers of journals and blogs). The principal use is distribution of the newsletter and occasional news releases.

The database has been compiled from public sources.

The Secretariat will act on any requests for removal.

 

Privacy Statement in relation to contact databases
The databases are held by the Executive Committee Secretariat for the time being, currently the Office of the Privacy Commissioner, New Zealand.

The databases are held and used only for Conference-related purposes. The databases are not shared with third parties but will be passed to a future Secretariat.

Any personal information is subject to applicable privacy law, while held by the Office of the Privacy Commissioner, the Privacy Act 1993. Individuals have the right to seek access to, and seek correction of, any information held by the Office of the Privacy Commissioner, including information in these databases.