Records: Difference between revisions

From ScanzWiki
Jump to navigationJump to search
← Older edit
VisualWikitext
Approved at August 2025 AGM
 
(22 intermediate revisions by 2 users not shown)
Line 1: Line 1:
{{DISPLAYTITLE:Records}}
{{ChapterInfo|SCANZ Constitution handbook|7|Records}}
<div class='rulesNumbering'  style="counter-reset: page 7">
==Register of members==
==Register of members (mandatory section)==
#'''SCANZ''' must keep an up-to-date Register of Members.
{| class="wikitable" style="margin-left: 10px;"
#For each current '''subscribing member''', the information contained in the Register of Members must include —
|The Act requires a society to record in its register of members the name of each member, along with their last known contact details and the date on which each person became a member.
<P>This rule reflects the requirements of the Act and the Regulations. It also includes additional information you may find useful to record about your members.
<P>Take care when collecting and storing personal information. Ensure you are only collecting the information you need and that you are storing it securely.
|}
#'''''SCANZ''''' shall keep an up-to-date Register of Members.
#For each current '''''subscribing member''''', the information contained in the Register of Members shall include —
##Their name, and
##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
##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 —
##Their '''contact details''', including —
###A physical address or an electronic address, and
###A physical address, and
###An email address, and
###A telephone number.
###A telephone number.
#The register will also include each '''''subscribing member's''''' —
#The register will also include when the '''subscribing member's''' membership expires.
##email address (if any)
#Every current '''subscribing member''' must promptly advise the '''SCANZ registrar''' of any change of the '''member's''' '''contact details'''.
##''when the '''subscribing member's''' membership expires.
#For '''event members''', only name, email address and telephone number need to be collected.
#For '''event members''', the same information will be recorded.
#'''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:
#Every current '''''subscribing member''''' shall promptly advise '''''SCANZ''''' of any change of the '''member's''' contact details.
#For '''event members''', the same information will 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 former '''member's''' name, and
##The date the former '''member''' ceased to be a '''member'''.
##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''', or by resolution of the '''committee''', the former '''member's''' name will be kept indefinitely in order to be able to continue to deny them membership in the future.''
#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 (mandatory section)==
==Interests register==
{| class="wikitable" style="margin-left: 10px;"
#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.
|Officers have a duty to disclose interests to the committee. They must make this disclosure as soon as they become aware they have an interest in any matter being considered by the committee.
<P>Including members of a sub-committee reflects current best practice.
<P>The committee must keep and maintain a register of these disclosures in an interests register, and an officer of the society may inspect this register at any reasonable time.
|}
#The '''committee''' shall 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 (mandatory section)==
==Access to information for members==
{| class="wikitable" style="margin-left: 10px;"
|This rule reflects the requirements of the Act relating to the access to information for members.
<P>It includes —
*the grounds for refusing a request, and
*how a member can withdraw their request.
|}
#A '''member''' may at any time make a written request to '''SCANZ''' for information held by '''SCANZ'''.
#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.
#The request must specify the information sought in sufficient detail to enable the information to be identified.
Line 47: Line 28:
##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
##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.
##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 —
#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
##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 commercial position of '''SCANZ''' or of any of its '''members''', or
Line 61: Line 42:
##that the '''member''' considers the charge to be unreasonable.
##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.
#Nothing in this rule limits Information Privacy Principle 6 of the Privacy Act 2020 relating to access to personal information.
[[Category:SCANZ|G]]

Latest revision as of 20:27, 15 August 2025

Records

Register of members

  1. SCANZ must keep an up-to-date Register of Members.
  2. For each current subscribing member, the information contained in the Register of Members must include —
    1. Their name, and
    2. 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
    3. Their contact details, including —
      1. A physical address, and
      2. An email address, and
      3. A telephone number.
  3. The register will also include when the subscribing member's membership expires.
  4. Every current subscribing member must promptly advise the SCANZ registrar of any change of the member's contact details.
  5. For event members, only name, email address and telephone number need to be collected.
  6. 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:
    1. The former member's name, and
    2. The date the former member ceased to be a member.
  7. 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

  1. 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

  1. A member may at any time make a written request to SCANZ for information held by SCANZ.
  2. The request must specify the information sought in sufficient detail to enable the information to be identified.
  3. SCANZ must, within a reasonable time after receiving a request -
    1. provide the information, or
    2. agree to provide the information within a specified period, or
    3. 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
    4. refuse to provide the information, specifying the reasons for the refusal.
  4. Without limiting the reasons for which SCANZ may refuse to provide the information, SCANZ may refuse to provide the information if —
    1. withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons, or
    2. the disclosure of the information would, or would be likely to, prejudice the commercial position of SCANZ or of any of its members, or
    3. 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
    4. the information is not relevant to the operation or affairs of SCANZ, or
    5. withholding the information is necessary to maintain legal professional privilege, or
    6. the disclosure of the information would, or would be likely to, breach an enactment, or
    7. 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
    8. the request for the information is frivolous or vexatious, or
    9. 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.
  5. 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 -
    1. that the member will pay the charge; or
    2. that the member considers the charge to be unreasonable.
  6. Nothing in this rule limits Information Privacy Principle 6 of the Privacy Act 2020 relating to access to personal information.
Retrieved from "http://scanzwiki.fullmesh.co.nz/index.php?title=Records&oldid=1210"