Records

Register of members (mandatory section)

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. 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. Take care when collecting and storing personal information. Ensure you are only collecting the information you need and that you are storing it securely.

1. SCANZ shall keep an up-to-date Register of Members.
2. For each current subscribing member, the information contained in the Register of Members shall 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 or an electronic address, and
      2. A telephone number.
3. The register will also include each subscribing member's —
   1. email address (if any)
   2. when the subscribing member's membership expires.
4. Every current subscribing member shall promptly advise SCANZ of any change of the member's contact details.
5. For each event member, the same information will be
6. SCANZ will also keep a record of the former members of SCANZ. 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, 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.

Interests register (mandatory section)

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. Including members of a sub-committee reflects current best practice. 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.

1. 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)

This rule reflects the requirements of the Act relating to the access to information for members. It includes — the grounds for refusing a request, and how a member can withdraw their request.

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.