Privacy policy

This privacy policy explains how the Pharmacy Guild of New Zealand ("Guild", "we", "us and "our") collects, stores, uses and shares your personal information. The Privacy Act 2020 requires us to tell you about the personal information we collect to carry out our functions, how we use or share this information, how we store and protect this information, and your rights to access and correct it.

Our key privacy messages: 

  • We only collect personal information where this is necessary to carry out our functions.  
  • We collect personal information about you directly from you. 
  • We store all our data (including your personal information) on secure Amazon, Microsoft, and Google platforms. We protect our data with all reasonable technical and process controls. 
  • You can ask us for a copy of your personal information at any time. 
  • We will only use and share personal information where necessary to carry out the functions for which we collected it, or if required by law. 

We may update this privacy statement from time to time, for example to reflect changes to the Privacy Act. This statement was last updated in September 2024.

Information we collect and share 

This section explains how we collect, use, and share your personal information.

The personal information we collect about you 

Effectively engaging with members requires us to collect and use some personal information. The information we may collect when you engage with us includes: 

  • your name and pharmacy name 
  • your contact details, including your address, email address or phone number 
  • your billing information 
  • details of any queries you make via in-person communications, email, phone, or any other contact you may have with us - these are recorded by staff in our member database along with our responses to your query
  • Guild events you have registered for and/or attended 
  • your readership and click through rates of our e-newsletter 
  • documents you download from our website
  • any other information you may share with us or which you authorise us to collect or receive from third parties.

Third party providers 

We use third party providers to send our e-newsletter and manage event registration. Where we do this, any personal information you provide us (such as your email address) may also be collected and stored by this provider and you should also check their privacy statements when using those services. We use the following third party providers: 

  • MailChimp to deliver our e-newsletter – read MailChimp's privacy policy here. 
  • Lil Reggie for event registration – read Lil Reggie's privacy policy here.
What we do with your personal information 

We will only use the personal information you provide to us for the purposes of delivering member services, such as:

  • administering membership of the Guild
  • responding to a query or 
  • sending you member newsletters, updates or details of member benefits or member events, including those that may be available from our sponsors or partners.

When we share your information 

We do not generally share your personal information with third parties (other than third parties providing services to us or third parties we collaborate with from time to time to perform our functions and/or offer benefits to our members). However, we may share your personal information in the following circumstances: 

  • If necessary to appropriately respond to your enquiry – we will get your permission to do this first. 
  • To enable you to receive local updates, we may share your contact details (name, pharmacy name, address, phone number and email address) with your local board member/s. 
  • We may share your contact details (name, pharmacy name, address, phone number and email address) with candidates standing for election for the Guild’s Board of Directors for their electioneering purposes. 
  • We may share your personal information with our sponsors and partners to enable them to offer to you member benefits and offers and, if you elect to accept such offers, to provide the relevant benefits and offers to you.
  • We may share personal information with the Police or another government agency, if required by law (for example to assist with the investigation of a criminal offence).
Storage and security of your information 

This section explains how we store your personal information and ensure its kept secure.

Storage 

We use third party providers for the various applications that store and process our data. We store the personal information we collect and generate electronically on: 

  • Amazon Web Services servers located in the United States. 
  • Microsoft Azure cloud servers located in Australia. 
  • Google Cloud Platform servers located in Australia. 
  • We also use Microsoft Office 365 for our email and other office applications. 

This means that the personal information we hold may be transferred to, or accessed from, countries other than New Zealand.

We do not access, collect, store, use or share user data via our Guild member app. 

Security 

We take all reasonable steps to ensure the personal information we collect is protected against loss, unauthorised access and disclosure or any other misuse. 

We are satisfied that Microsoft has adequate security and privacy safeguards in place to protect the information it holds on our behalf. You can read about Microsoft’s privacy and security practices here.

Your privacy rights 

The Privacy Act gives you rights to request access to and correction of the personal information we hold about you. You can take steps to control the ways we use your information (such as opting out of receiving newsletters). You can also complain to us at any time if you think we have misused your personal information. 

Contact us on 04 802 8200 or enquiries@pgnz.org.nz to exercise any of these rights, including the right to complain about our privacy practices.

Requesting access to or correction of your information 

You have the right to request a copy of the personal information we hold about you. You also have the right to ask us to correct your information if you think it is wrong. 

If we do not make the correction, you can provide us with a statement of the correction sought and request that we attach it to the relevant information so that it is always read with that information, in which case we will take reasonable steps to do so.

We will process your request as soon as possible, and no later than 20 working days after we receive it.