Mountain Green Archery Club Incorporated (MGAC) collects personal information from members, parents and visitors to run the club and keep people safe on our ranges. This page explains what we collect, why, who sees it, how long we keep it, and how to see or correct it. It is also our member-data page. We follow the Privacy Act 2020.
Last updated: 11 October 2026
In short
- We hold the details you give when you join, so we can run your membership, keep in touch and keep our register of members.
- Everyone on our ranges checks in with EVA Check-in every time. Check-in records who is on the range and when.
- EVA Check-in keeps members’ check-in records while you are a member, and we remove former members’ records from EVA within 12 months of their membership ending. Guest details and photos are deleted from EVA four months after a guest’s last visit. We remove names and contact details from our own check-in records after four months.
- For memberships that include Archery NZ membership, we send your details to Archery NZ, the national body.
- We don’t give your contact details to other members, and we publish only totals, never names.
- You can see and correct your information at any time. Email our Privacy Officer at info@mgac.org.nz.
Who we are and how to contact us
Mountain Green Archery Club Incorporated is an incorporated society and an affiliated club of Archery New Zealand. Website: mgac.org.nz
- Privacy questions, and requests to see or correct your information: our Privacy Officer, info@mgac.org.nz
- Problems checking in (for example, ‘There is a problem with your membership status’): checkinhelp@mgac.org.nz
- Updating your own contact details: our membership site, mgac.tidyhq.com. If you renew online, the renewal form shows your current details so you can update them.
What we collect and why
| Information | Why we collect it | Do you have to give it? |
|---|---|---|
| Name | To run your membership, keep our register of members, and recognise you when you check in | Yes |
| Email address and mobile number | To send membership notices and club news, recognise you at check-in, and contact you about your membership | Yes |
| Postal address and postcode | For our register of members and, where your membership includes it, for Archery NZ membership | Yes |
| Date of birth | To set your membership type and competition class, and for Archery NZ membership | Yes |
| Gender | For competition categories and Archery NZ membership | Yes |
| Bow division and competition class (shooting members) | For club shoots, competition and Archery NZ membership | Yes, for shooting members |
| Ethnicity | Archery NZ asks for it for de-identified reporting. We send it to Archery NZ only for memberships that include Archery NZ. We also use ethnicity, in totals only, to report on our club’s make-up to our funders and stakeholders | On memberships that include Archery NZ and Associate memberships, a response is required, and ‘Prefer not to say’ is a valid answer. Indoor-only access holders aren’t asked. |
| Disability details | Only if you ask us to pass them to Archery NZ for para-archery classification. We don’t ask for them on the join form | No |
| Membership type, dates and payments | To run your membership and check that people on the range are current members | Yes |
| Emergency contact person and number | Safety. Please let them know you have named them | Yes |
| Your answer to ‘Anything that would help us coach you safely’ | So coaches can adapt for an injury or condition that affects how you shoot, or for how you learn best. Only our Membership Coordinator reads it, and passes on to your coach only what they need. Please don’t give allergies or medications | No |
| Where you learned archery, and other archery clubs you belong to | To confirm you’re eligible and have done a beginner course or equivalent. For Associate memberships and indoor-only access, membership of another club is a condition, and we check it with that club or Archery NZ | Yes, where the form asks |
| Your confirmation, in the terms you agree to, that you are 18 or over (Associate Adult, and adult indoor-only access) | To confirm you’re eligible | Yes |
| School name and year (members under 18 only) | For school archery shoots. If we enter you in one, we give the organiser your name, school, and year | No |
| Skills that may benefit the club | To find volunteers | No |
| Check-in records: name, mobile number, email, which range, and arrival and departure times | Safety (knowing who is on the range in an emergency), checking that people on the range are current members, and planning range use | Yes. Checking in is a condition of using the ranges |
| Guest photo (first visit only) | To identify guests on the range | Yes, for guests |
| Indoor range video and audio recordings | Safety, confirming that only authorised people use the range, and looking into damage or rule breaches | Recorded automatically when there is movement on the indoor range |
| Photos taken at club activities | To share club news, with the consent given in our membership terms | No. You can withdraw consent at any time |
As an incorporated society, we keep a register of members, as the Incorporated Societies Act 2022 requires. Indoor-only access isn’t a club membership, so access holders aren’t on our register of members. We keep their details to manage their access. If you don’t give the required details, we can’t process your membership or access. If you don’t check in, you can’t use the ranges.
Checking in at the ranges (EVA Check-in)
Everyone on either range must check in every time, including members, keyholders, parents and visitors. It is a condition of using the ranges. Saturday morning beginner course participants don’t check in. Their attendance is recorded by the course instead.
You can check in with the EVA Check-in app, the QR code at each range, or the tablet at each range. In the app, location access is optional. You only need it for automatic check-in and check-out. Set-up help is on our signing-in page.
- What check-in records: your name, mobile number, email, the range, and when you arrive and leave. Guests, including parents who aren’t members, check in as guests and have a photo taken on their first visit.
- What we give EVA Check-in: so that check-in recognises you, we give EVA Check-in your name, email, mobile number, membership type, and the start and end dates of your membership. We update it regularly. When your membership is no longer current, check-in no longer shows it as current.
- Membership check: we regularly compare check-ins with current memberships. If a check-in doesn’t match a current membership, we may contact you to sort it out.
- Who runs it: EVA Check-in is run for us by Theta, a New Zealand company.
- Our own copy: EVA sends us a copy of each check-in, which we keep in our own club database for safety records and range-use planning.
- Who sees named check-in records: our Membership Coordinator and IT Administrator. The committee may ask for them when looking into an incident.
- How long: EVA Check-in keeps members’ check-in records while you are a member. We remove former members’ records, including their check-in history, from EVA within 12 months of their membership ending, and do the same for indoor-only access holders when their access ends. Guest details and photos are deleted from EVA four months after a guest’s last visit. In our own database, we remove names and contact details from check-in records after four months and keep only the range, date and times, to track how the ranges are used. Guest photos are held only in EVA.
Indoor range cameras
We record video and audio inside the indoor range. Cameras and microphones are in plain view and record only when there is movement on the range.
- Only three nominated committee members, the Membership Coordinator and the IT Administrator can see and hear the recordings. Audio is not transcribed or processed by any other system.
- Recordings are deleted automatically after 30 days, unless they are needed for an open investigation.
- If someone unknown is using the range, a still image from the video may be shared on members-only channels so we can identify them. Audio is never shared for identification, and nothing is posted publicly.
- Full details are on the sign at the indoor range. Our Privacy Impact Assessment is available on request.
Who sees your information
Inside the club. Committee members and club officers see the membership details they need for their club role. Named check-in records and camera recordings are limited to the people listed above. Only membership volunteers and coaching volunteers read answers to the coaching and safety question.
Providers who hold information for us. These providers hold information on our behalf:
- TidyHQ, our membership system, holds your membership details.
- EVA Check-in (Theta) holds your check-in details and the membership details we give it.
- Our own club database holds a copy of membership and check-in records.
- Arlo, our camera provider, stores indoor range recordings.
Some of our providers store information outside New Zealand.
Archery NZ. See the next section.
Other members. We don’t give your contact details (email, phone or address) to other members, even if they ask. If you join our WhatsApp Community, which is optional, other members of each group you join can see your name and mobile number.
Other clubs and Archery NZ. For Associate memberships and indoor-only access, we check your membership with your other club or Archery NZ.
The public. We publish range-use totals, for example in our annual report, but never names.
Archery New Zealand
MGAC is affiliated to Archery New Zealand, the national body. These memberships include Archery NZ membership: Adult, Youth, Family with Shooting Adult(s), Family with Non-shooting Adult(s), and Non-shooting. Associate Adult and Associate Youth memberships and the indoor-only access arrangements don’t include it, so we don’t send those members’ details to Archery NZ.
- New Archery NZ members: we send your name, email, phone, postal address and postcode, date of birth, gender, bow division, competition class, ethnicity (‘Prefer not to say’ is fine), and any disability details you ask us to pass on.
- Returning Archery NZ members (members in any of the last four membership years): we send only your name, membership type and email. Anyone else is sent as a new member.
Archery NZ will email you to confirm your membership. After that, you keep your Archery NZ details up to date yourself on Archery NZ’s membership site. Archery NZ explains how it uses your information on its member data page.
How long we keep it
| Information | How long |
|---|---|
| Your membership record: name, membership type and the dates you joined and left | While you are a member, and 7 years after your membership ends. The law requires us to keep your name and the date your membership ended for 7 years |
| Payment records | 7 years, as Inland Revenue requires |
| Your other details: contact details, date of birth, gender, bow division and competition class, ethnicity, disability details and any other details on your membership record | While you are a member, and 3 years after your membership ends |
| Your answer to the coaching and safety question | Cleared when your membership or access ends |
| Your details in EVA Check-in | While you are a member. Removed within 12 months of your membership ending |
| Members’ check-in records in EVA Check-in | While you are a member. Removed within 12 months of your membership ending |
| Guest check-in details and photos in EVA Check-in | Deleted 4 months after the guest’s last visit |
| Check-in records in our own database | Names and contact details removed after 6 months |
| Range-use records without names or contact details (range, date and times) | Kept indefinitely, for usage statistics |
| Indoor range video and audio recordings | 30 days, unless needed for an open investigation |
| Details sent to Archery NZ | Held by Archery NZ under its own member data page |
Your rights
- See and update your contact details at any time on our membership site. If you renew online, the renewal form shows your current details so you can update them.
- Ask to see the information we hold about you, including check-in records and recordings you appear in, or ask us to correct it. Email our Privacy Officer at info@mgac.org.nz. We will respond within 20 working days, as the Privacy Act 2020 requires.
- Raise a concern or complaint at any time, and we will respond. If you are not satisfied, you can contact the Office of the Privacy Commissioner at privacy.org.nz.
Families and young members
For a family membership, one adult usually gives the details of other family members. If you joined for your family, please let them know about this statement. Young members check in under their own name, and can use a parent’s or family member’s mobile number. For members under 18, a parent or guardian gives the details and agrees to the terms on the form.
Our website
Our website uses Google Analytics to count visits and see which pages are used. Google Analytics sets cookies and records details such as your device, browser, approximate location and the pages you view. It doesn’t tell us who you are. You can block it in your browser settings or with Google’s opt-out add-on. Apart from that, our website doesn’t ask for personal information unless you contact us through it, and any other cookies it uses are only those needed for the site to work, such as for logging in.
Changes to this statement
We will update this page when what we collect, who we share it with or how long we keep it changes, and we will tell members about significant changes. The date at the top shows when it last changed.