The Advertising & Illustrative Photographers Association Inc (AIPA) respects your privacy and is committed to protecting personal information. This policy explains how we collect, use, store and share personal information in accordance with the Privacy Act 2020.
Who this policy applies to
This policy applies to:
- current, prospective and past members
- suppliers, partners and service providers
- people who contact or interact with AIPA in person or online
What personal information we collect
AIPA does not intentionally collect sensitive personal information. If you choose to provide additional personal information in free-text fields or communications, it will be handled in accordance with this policy.
We generally collect personal information directly from you and only the information you choose to give us. You can opt out of our communications, such as our newsletter, at any time.
When you engage with us
When you engage with us, we may collect personal information such as:
- name and preferred name
- contact details (email, phone, address, region)
- business or trading name
- website or portfolio information
- membership category, join date and industry experience
- participation in events, committees or activities
- billing or payment information
- communications and interactions with us
Indirectly through a third party
We may also receive information indirectly where permitted by law – for example, from referees, partners administering member benefits, public sources, or service providers. Where appropriate, we will take reasonable steps to notify you.
When you use our website
We may collect the following information about your use of our website (though please note we make no efforts to associate this with your identity):
- your IP address
- the search terms you used
- the pages you accessed on our website and the links you clicked on
- the date and time you visited the site
- the referring site (if any) through which you clicked to our website
- your operating system (such as MacOS Tahoe)
- the type of web browser you use (such as Mozilla Firefox).
Why we collect your information
We collect personal information so we can:
- assess membership applications and manage membership records
- maintain our statutory register of members as required under the Societies Act 2022
- communicate with members about meetings, events, resources and association matters
- provide member benefits, services and professional opportunities
- administer subscriptions, payments and event registrations
- manage our governance and volunteer activities
- engage suppliers and administer contracts and invoices
- meet our legal obligations
- send announcements from us about products, services and special deals. We offer the option not to receive these types of communications.
- The information we collect will not be used to create customer profiles based on browsing or purchasing history. We will not sell, rent, or trade your personal information to third parties.
Providing certain information is necessary for membership. If you do not provide the required information, we may be unable to process applications or provide membership services.
Information generated by us
In the course of consulting on matters referred to us by another organisation, we may generate personal information about you. The personal information we may generate about you includes:
- legal views or opinions
- correspondence (such as letters and emails), including between our Committee’s, contractors or with the staff of other organisations
- file notes, memorandum, meeting minutes or other records of actions or decisions taken
How we protect your information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.
Access to personal information is limited to authorised committee members and contractors who need it to carry out AIPA functions.
How long we keep information
We keep personal information only as long as necessary for the purposes it was collected, to meet legal obligations, or to support the association’s ongoing administration.
We may retain current and former member information where required for governance, financial or historical record-keeping purposes.
How we share your information
We share the minimum personal information necessary for a specific purpose.
We may share personal information with:
- committee members, volunteers or contractors assisting with AIPA operations
- trusted service providers who support our systems, communications or events
- partner organisations who provide member benefits or services where required to deliver agreed member services (for example, to verify membership status or enable access to trade discounts)
- payment gateway providers to process event registrations or subscription payments
- regulators or authorities where required by law
- We do sometimes provide hyperlinks to other websites. When you click on links to other websites, we encourage you to read their privacy policies, as their standards may differ from ours.
We do not sell or rent personal information, nor do we provide member mailing lists to sponsors.
Where we share information with third parties, we take reasonable steps to ensure it is handled appropriately and used only for the agreed purposes.
Third party providers
We use third-party providers to manage some of our engagement processes and services, such as newsletters, event registration, and resources. Where we do this, any personal information you provide (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 take steps to ensure that any providers we use can protect the personal information they process for us, including by conducting privacy impact assessments.
We use the following third-party providers:
- MailChimp to deliver our privacy newsletters. Read MailChimp’s privacy policy.
- Vimeo to host our webinars and other video content. Read Vimeo’s privacy policy.
- Google Forms for some of our surveys and specific data collection. Read Google’s privacy policy.
- Humanitix for ticketing and event management. Read Humanitix privacy policy.
- WordPress for collecting membership application information, providing resources, information and some member-only services. Read WordPress’ privacy policy.
We may use third-party providers to carry out surveys as part of regular research among the general public to measure awareness, knowledge and levels of concern regarding privacy and the protection of personal information. The survey results are de-identified.
Artificial Intelligence (AI) and AI-Enabled Software
We do not use standalone artificial intelligence (AI) platforms to process, analyse, or manage your information. However, some of the standard third-party software, applications, and productivity tools we use to operate our services may be AI-enabled (meaning they incorporate built-in AI features, such as automated formatting, summarisation, or internal search optimisation).
To ensure the security and privacy of your information, we maintain strict controls regarding these features:
- No Data Sharing with Public Models: We do not input, upload, or share your personal data with any public third-party AI models or machine learning algorithms.
- No AI Model Training: We explicitly opt out of, or disable, any software settings that allow third-party providers to use our operational data or your personal information to train, improve, or tune their AI models.
- Controlled Environment: Any AI-enabled features built into our software vendors’ systems are restricted to our secure, private account environments and are subject to strict data processing agreements that prohibit unauthorised data exposure.
- Human Oversight: We do not use AI to make automated decisions about individuals that significantly affect them without human oversight. Where AI tools assist with service administration or content creation, appropriately authorised staff review and make decisions affecting individuals.
Links to social networking services and online accounts
We use social networking services LinkedIn, Instagram (Meta) and Facebook (Meta) to communicate with the public about our work. When you communicate with us using these services may collect your personal information for its own purposes. LinkedIn, Instagram and Facebook may track your use of our website on those pages where their links are displayed, but does not have any access to the personal information we hold on our systems. Read LinkedIn’s privacy policy. Read Instagram’s privacy policy. Read Facebook’s privacy policy.
If you are logged in to an online account (including LinkedIn or any Google service) while using our site, their tracking will be associated with your profile with them.
Please do not communicate with us about compliance matters or share personal information on any social networking services
Public member directory
AIPA may publish a limited public directory listing to promote members. This may include information such as:
- name
- business or trading name
- membership category
- region
- phone number
- website or portfolio link
Members can request not to be included or to amend their listing at any time by emailing info@aipa.online
Behavioural advertising
We use Google Analytics to help us understand how our customers use the Site. You can read more about how Google uses your Personal Information here: https://policies.google.com/privacy?hl=en
You can also opt out of Google Analytics via: https://tools.google.com/dlpage/gaoptout
External websites
Our website may contain links to third-party websites. As AIPA is not responsible for the privacy practices or content of those sites, we encourage you to read their privacy policies, as they may differ from ours.
Your rights
AIPA complies with the New Zealand Privacy Act 2020, including the 2025 amendments (Information Privacy Principle 3A).
Under the New Zealand Privacy Act 2020, you have the right to:
- Request access to the personal information we hold about you
- Request correction of that information
- Request removal from public listings or communications. You can also ask us to stop using your information or to remove you from any mailing list at any time.
To make a request, contact us at: info@aipa.online
If you are not satisfied with how we handle your information, you may contact the Office of the Privacy Commissioner.
Privacy breaches
If there is a privacy breach that may cause serious harm, AIPA will follow its obligations to assess, manage and notify affected individuals and regulators where required.
If we cannot adequately address your privacy concerns, you have the right to contact the Office of the Privacy Commissioner at privacy.org.nz or 0800 803 909.
Changes to this policy
We may update this Privacy Policy from time to time to reflect legal, operational or technological changes. We will publish the latest version on our website.
Disclosure
Third party links are provided for the convenience of site visitors. The AIPA does not control and is not responsible for any of these websites or their content.
Disclaimer
The AIPA expressly disclaims any responsibility or liability for damage, loss, or injury to users, their data and also electronic devices used to connect to this interface.
Contact
Please contact the AIPA if you have any questions about this privacy statement, disclosure, the practices of this site, or your dealings with this website info@aipa.online