Privacy Policy

Wellington Area Trail Riding Club Incorporated ("WATRC", "the club", "we", "us") Ride On membership app — app.watrc.org

Last updated: 27 June 2026

This policy explains how we collect, use, store, share and protect your personal information when you use the Ride On app and the WATRC website. We handle personal information in accordance with the Privacy Act 2020 (New Zealand) and its 13 Information Privacy Principles.

By creating an account, joining or renewing your membership, or otherwise using Ride On, you agree to this policy.

Who is responsible for your information

WATRC is the agency responsible for the personal information held in Ride On. If you have any questions, want to access or correct your information, or wish to make a complaint, contact:

The Secretary, WATRC — secretary@watrc.org

What personal information we collect

We only collect information we need to run the club. Depending on how you use Ride On, this may include:

About you (members and non-members):

• Your name and contact details — email address, postal/physical address and phone number.

• Your membership type and the membership fees you have paid.

• For junior members and children included in a family membership, the date of birth (used to confirm eligibility and to work out which members are under 18 as at 1 August each season).

• Family relationships within a household membership (for example, partner and children).

• Whether you have indicated you are willing to volunteer.

• Records of your consent (for example, when you tick to agree to this policy and the club rules).

About your horses:

• Horse details such as name, year of birth, breed and ownership.

About your riding:

• Competitive trail ride results — the events you entered, classes, scores and placings — recorded as they appear on the official ride score sheets.

Account and technical information:

• Sign-in information. Ride On uses passwordless sign-in (a one-time code sent to your email, and/or a passkey on your device); we do not store passwords.

• Basic technical and security data generated automatically when you visit the site, such as your IP address and browser type. This comes from our network security and content-delivery provider (Cloudflare) and is used to keep the site secure and available. We do not run marketing or advertising trackers.

Payment information:

• When you pay fees, your card payment is processed securely by Stripe. Stripe handles your full card details directly — WATRC does not see or store your card number. We retain a record that a payment was made (amount, date and status) for our financial records.

How we use your information

We use your information to:

• Set up and manage your membership and your account.

• Maintain the club's Register of Members as required by our Constitution and the Incorporated Societies Act.

• Process membership fees and keep accurate financial records.

• Record and display ride results and season point standings.

• Communicate with you about your membership, club matters and events.

• Confirm eligibility (for example, junior age and family membership rules) and your financial status.

• Keep the app secure and working properly.

Who can see your information

Other members and the public. Some information is shown within the app:

• Ride results and standings are visible to people using the app. Financial members can see the full historic results; non-members, unfinancial members and former members see only the current season's results. The club may change this default for everyone via a single setting.

• Your contact details are not published publicly. Club administrators and committee members can see member details where they need them to run the club.

Service providers. We share information with trusted providers only so they can perform services for us:

• Stripe — payment processing.

• Cloudflare — website security, performance and content delivery.

• Our web host (Namecheap shared hosting) — where the app and its database are stored.

These providers may store or process data outside New Zealand. We take reasonable steps to ensure they protect your information to standards comparable with the Privacy Act 2020.

Legal reasons. We may disclose information if required by law, or to protect the rights, safety or property of the club, our members or others.

We do not sell your personal information or share it for third-party marketing.

How we protect your information

• Sensitive personal information is encrypted when stored ("at rest").

• Access to member data is limited to club administrators and committee members who need it.

• Sign-in is passwordless (email one-time codes and passkeys), so there are no passwords to be stolen.

• The site runs over a secure (HTTPS) connection behind a network security provider.

No system can be guaranteed completely secure, but we take reasonable steps to protect your information from loss, misuse and unauthorised access.

How long we keep your information

• We keep the records of former members for 7 years after they leave, to meet our legal and financial record-keeping obligations.

• A child's date of birth is purged once that child has aged out of a family membership and the information is no longer needed.

• Where information is no longer required for a lawful purpose, we delete or de-identify it.

Your rights

Under the Privacy Act 2020 you have the right to:

• Access the personal information we hold about you; and

• Request correction of that information if you believe it is wrong.

To make a request, contact the Secretary at secretary@watrc.org. We will respond as soon as reasonably practicable and within the timeframes set by the Privacy Act. We may need to confirm your identity before releasing information.

You can update much of your own information directly in the app at any time.

Cookies

Ride On uses cookies that are necessary for the app to work — for example, to keep you signed in and to keep the site secure. We do not use advertising or marketing cookies. Our security provider (Cloudflare) may set cookies needed to protect the site.

Children

Family memberships may include children under 18. Where we hold a child's information, it is provided by the parent or guardian managing the family membership, used only for club purposes, and removed when no longer needed (see "How long we keep your information").

Complaints

If you are concerned about how we have handled your personal information, please contact the Secretary at secretary@watrc.org first so we can try to resolve it. If you are not satisfied, you can contact the Office of the Privacy Commissioner (New Zealand):

• Website: privacy.org.nz

• Phone: 0800 803 909

Changes to this policy

We may update this policy from time to time. The current version will always be available in the app and on our website, with the "Last updated" date shown above. Significant changes will be communicated to members.

Wellington Area Trail Riding Club Incorporated. This policy applies to the Ride On app and the WATRC website.