New Zealand Warmblood Association – Privacy Policy
Effective from September 6th 2025
1. Our Commitment to Your Privacy
The New Zealand Warmblood Association (NZWA) is committed to protecting the privacy of our members, breeders, owners, and subscribers. We comply with the Privacy Act 2020 and any other applicable New Zealand laws. We will only collect, use, store, and share your personal information in ways that are lawful, fair, and transparent.
2. Information We Collect
We only collect personal information that is necessary for the operation of the NZWA, including:
- Name
- Email address
- Physical and/or postal address
- Details of horses you own, have owned or have bred (e.g., registered name, sire, dam, microchip number, colour, pedigree, DNA data)
- Occasionally, bank account details when processing a one-off payment such as a refund (not stored long-term)
3. How We Collect Your Information
We collect personal information directly from you when you:
- Apply for or renew NZWA membership
- Subscribe to our mailing list
- Register or transfer ownership of a horse
- Contact us for services, events, or information
- Enter details into our online forms or communicate with us by email or post
4. How We Use Your Information
Your personal information is used for purposes including:
- Maintaining our membership register and studbook records
- Communicating with you (e.g., newsletters, e-blasts, and updates)
- Processing horse registrations, ownership transfers, and breeding records
- Administering NZWA events, awards, and activities
- Meeting legal obligations
We will not sell, trade, rent, or exchange your personal information with any other organisation.
5. Sharing Your Information
We may share your information only in the following circumstances:
(a) With Your Consent
Details may be shared with third parties when you have explicitly consented.
(b) Horse and Breeding Records
In line with international studbook practice and breed promotion:
- The NZWA shares horse information (e.g., horse name, date of birth, microchip number, colour, pedigree, DNA data) and the breeder’s name with other recognised studbooks and on reputable third-party websites that have been approved by the NZWA Committee.
- No private breeder or owner contact details (addresses, phone numbers, or email contacts) are shared on these public platforms.
(c) National Equine Identification and Traceability (NEIT) System
The NZWA is committed to supporting national biosecurity preparedness. In line with the Biosecurity Act 1993 and the development of the National Equine Identification and Traceability (NEIT) system, the NZWA may share relevant horse and breeder/guardian information with NEIT for the purposes of biosecurity, animal health, and emergency management.
Information shared with NEIT may include:
- Horse details (name, date of birth, colour, microchip number)
- Guardian / Person in Chage (PIC) details, as required for NEIT registration purposes
NEIT data will be managed according to the NEIT Terms and Conditions and Privacy Policy available on the NEIT website. Guardians can manage their own data via the NEIT dashboard. Data is accessible only by authorized users of the NEIT system in accordance with NEIT policy. No private contact information (addresses, phone numbers, or email addresses) of owners or breeders will be published or shared publicly through NEIT.
NZWA data may be transferred to the NEIT database by secure means (e.g., CSV upload or secure API connection) and will be used solely for the purposes of equine biosecurity activities as outlined in NEIT’s privacy policy and terms.
Members will be given advance notice of any changes to the way their data is used for this purpose and may be required to provide consent as part of the horse registration or membership process.
(d) When Required by Law or for Public Interest
Information about horses and ownership may also be shared with relevant authorities when required by law, including for:
- Biosecurity management under the Biosecurity Act 1993
- Animal welfare investigations
- Emergency management situations such as disease outbreaks, floods, or fires
- When required by the courts / law enforcement agencies for legal proceedings
(e) Service Providers
We use reputable third-party service providers for services such as email distribution, website hosting, and studbook database management. These providers may access your information only as necessary to perform their contracted services for NZWA.
6. Storage and Security of Your Information
We take reasonable steps to protect your personal information from loss, unauthorised access, misuse, or alteration.
- Access to membership and studbook data is restricted to authorised NZWA personnel.
- Our databases are password protected and stored securely.
- Physical records are kept in locked storage.
- Bank account details provided for one-off transactions are deleted after the payment is made.
7. Use of Cookies and Tracking
When you subscribe to our mailing list, we may use third-party email software that uses “cookies” or similar technologies to track email open rates and engagement. This helps us send you more relevant communications. You may disable cookies through your browser settings.
8. Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of any information you believe is inaccurate
- Withdraw your consent to receive marketing communications at any time
You can exercise these rights by:
- Using the “unsubscribe” link in our emails
- Emailing: communications@nzwarmbloods.com
- Writing to: The Registrar, NZWA, 1 Ohautira Road, RD1, Raglan 3295
9. Retention of Information
We keep personal information only as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations.
- Membership and horse registration details may be retained permanently as part of the official historical record of the breed.
10. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in practice or legal requirements. The most current version will always be published on our website.
Contact Us
If you have any questions about this Privacy Policy or how your information is handled, please contact us at:
communications@nzwarmbloods.com
The Registrar, NZWA, 1 Ohautira Road, RD1, Raglan 3295