Privacy statement

The New Zealand Society of Otolaryngology and Head and Neck Surgery Incorporated (NZSOHNS) collects and uses personal information for legitimate Society purposes. This statement summarises the Society’s Privacy Framework, version 1.0, approved by Council and effective from 23 July 2026.

Information we collect and use

We collect information reasonably needed for membership, governance, training, education, advocacy, workforce planning, events, research, surveys, finance and charitable activities. Depending on your involvement, this may include:

  • Your name, contact details, membership category, status and history.

  • Professional and training information, including role, employer, registration alignment and training participation.

  • Event attendance, committee involvement, surveys and feedback.

  • Workforce information, training needs and voluntary demographic or equity information.

  • Subscription, grant, scholarship, funding and reimbursement records.

For membership applications, we use applicant, submitter and supporting-member details to assess and administer the application and contact those involved. Applications are stored in Microsoft Forms and reviewed by Society administrators and officers. Approved nominees’ names may be circulated to members under the Society’s constitution. An acknowledgement confirms receipt, not admission to membership.

Protection and disclosure

The Society’s framework provides for access controls, secure systems and confidentiality obligations to protect personal information. We use de-identified or aggregated information where possible for workforce, advocacy and reporting.

Information may be disclosed when authorised, necessary for Society purposes, required by law, or shared with service providers subject to appropriate safeguards. Overseas storage or processing is subject to assessment for comparable protections or contractual safeguards.

Keeping information

Retention is governed by the Society’s Document and Records Management Policy. The Privacy Framework provides for privacy breaches to be contained, assessed, documented and notified where required.

Access, corrections and concerns

You may request access to, or correction of, your personal information. Direct privacy requests or concerns to the CEO / Executive Officer at contact@nzsohns.org.nz. You may also contact the Office of the Privacy Commissioner.