The Privacy Act: No Free Pass for Charities and Societies

When most people think about the Privacy Act 2020, they picture government agencies, and big corporates. But here’s the truth: it applies just as much to your local sports club, a neighbourhood charity, or a professional society as it does to corporates. Being a not-for-profit doesn’t mean you’re exempt.

Charities and societies often hold some of the most sensitive personal information including membership lists, donor details, volunteer records, sometimes even health and safety data.

The Act is broad. It covers all organisations in New Zealand that collect, use, or share personal information, regardless of size or sector. If you’ve got a membership database, a donor spreadsheet, or a sign-up sheet for volunteers, you’re in scope. The only real exemption is personal or domestic use.

For community groups, this means having the basics in place:

• Be upfront about why you’re collecting information and how you’ll use it.

• Keep it safe.

• Let people see or correct their details if they ask.

• Report serious breaches.

• Don’t keep data longer than you need.

The most common mistake is thinking “we’re small, it doesn’t matter.” This results in storing membership data on personal devices without proper safeguards. Forgetting to train volunteers who have access. Or my favourite emailing a whole membership list in the CC field instead of BCC.

Privacy isn’t just about compliance it is really about trust. People give their information to your organisation because they believe in your mission. Mishandling it damages that trust and risks real harm to the very people you exist to support.

If you’re a charity or society, think of the Privacy Act as more than rules to follow. It’s a framework that can actually strengthen your credibility. Good privacy practices show your community, donors, and funders that you take their trust seriously.

Because whether you’re running a national charity or the local bowling club, privacy still matters.

If you are a non for profit, please reach out if you need a hand as we do a lot of reduced price or free work for causes.