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{{ChapterInfo|SCANZ Draft Constitution|7|Records}}
{| class="wikitable" style="margin-left: 10px;"
|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.
|}
==Register of members==
#'''''SCANZ''''' must keep an up-to-date Register of Members.
#For each current '''''subscribing member''''', the information contained in the Register of Members must include —
##Their name, and
##The date on which they became a '''subscribing member''' (if there is no record of the date they joined, this date will be recorded as "Unknown"), and
##Their contact details, including —
###A physical address, and
###''An email address, and''
###A telephone number.
#The register will also include ''when the '''subscribing member's''' membership expires.''
#Every current '''''subscribing member''''' must promptly advise ''the SCANZ registrar''''' of any change of the '''member's''' contact details.
#''For '''event members''', only name, email address and telephone number need to be collected.''
#'''''SCANZ''''' will also keep records of the former '''members''' of '''''SCANZ'''''. ''This includes the records of '''event members'''''. For each '''member''' who ceased to be a '''member''' within the previous 7 years, '''''SCANZ''''' will record:
##The former '''member's''' name, and
##The date the former '''member''' ceased to be a '''member'''.
#''If membership was terminated or denied as a result of a dispute resolution process under this '''constitution''', by resolution of the '''committee''', or similar by an SCA affiliate, the former '''member's''' name will be kept indefinitely in order to be able to continue to deny them membership in the future.''

==Interests register==
#The '''committee''' must at all times maintain an up-to-date register of the interests disclosed by '''officers''' and by members of any sub-committee.

==Access to information for members==
#A '''member''' may at any time make a written request to '''''SCANZ''''' for information held by '''''SCANZ'''''.
#The request must specify the information sought in sufficient detail to enable the information to be identified.
#'''''SCANZ''''' must, within a reasonable time after receiving a request -
##provide the information, or
##agree to provide the information within a specified period, or
##agree to provide the information within a specified period if the '''member''' pays a reasonable charge to '''''SCANZ''''' (which must be specified and explained) to meet the cost of providing the information, or
##refuse to provide the information, specifying the reasons for the refusal.
#Without limiting the reasons for which '''''SCANZ''''' may refuse to provide the information, '''''SCANZ''''' may refuse to provide the information if —
##withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons, or
##the disclosure of the information would, or would be likely to, prejudice the commercial position of '''''SCANZ''''' or of any of its '''members''', or
##the disclosure of the information would, or would be likely to, prejudice the financial or commercial position of any other person, whether or not that person supplied the information to '''''SCANZ''''', or
##the information is not relevant to the operation or affairs of '''''SCANZ''''', or
##withholding the information is necessary to maintain legal professional privilege, or
##the disclosure of the information would, or would be likely to, breach an enactment, or
##the burden to '''''SCANZ''''' in responding to the request is substantially disproportionate to any benefit that the '''member''' (or any other person) will or may receive from the disclosure of the information, or
##the request for the information is frivolous or vexatious, or
##the request seeks information about a dispute or complaint which is or has been the subject of the procedures for resolving such matters under this '''constitution''' and the '''Act'''.
#If '''''SCANZ''''' requires the '''member''' to pay a charge for the information, the '''member''' may withdraw the request, and must be treated as having done so unless, within 10 '''working days''' after receiving notification of the charge, the '''member''' informs '''''SCANZ''''' -
##that the '''member''' will pay the charge; or
##that the '''member''' considers the charge to be unreasonable.
#Nothing in this rule limits Information Privacy Principle 6 of the Privacy Act 2020 relating to access to personal information.