Your information deserves clear rules and careful handling.

1. Information we collect

For programme enquiries, we collect the contact person's name, email and optional phone number, together with the participant's name, age, programme interest, experience, goals and availability. For careers expressions of interest, we collect contact details, current location, availability, relevant swimming or coaching experience, qualifications you choose to provide, your message and an optional CV. For shop orders, we collect the customer's name, email, phone number, delivery address, delivery instructions and order details. We also record the date, submission source, consent record and administrative status needed to manage the request.

Please provide information about a child only when you are their parent, guardian or otherwise authorised to act for them. Do not include medical information unless it is relevant and necessary for safe participation.

2. Why we collect it

We use personal information to answer enquiries, recommend an appropriate programme, plan safe coaching, consider and respond to careers expressions of interest, process and deliver orders, provide transactional status updates, maintain accurate business records, resolve issues and meet legal obligations. Supplying required form fields is voluntary, but without them we may be unable to process an enquiry, expression of interest or order.

3. Who can access or receive it

Access is limited to authorised Mokin Aquatics administrators who need the information for their role. We may provide the minimum necessary details to service providers acting for us, including website hosting and storage providers, an email delivery provider, and NZ Post or another delivery provider. We may also disclose information when required or permitted by New Zealand law.

Where a provider processes information outside New Zealand, we take reasonable steps to use a provider acting as our agent or otherwise apply safeguards consistent with New Zealand Privacy Act requirements. Social-media links open third-party services with their own privacy terms.

4. Security

We use access-controlled administration, authenticated administrator accounts, encrypted connections, server-side validation, limited data collection, audit records and controlled file storage. No internet service can guarantee absolute security, but we apply safeguards that are reasonable for the information and regularly remove access that is no longer required.

5. Retention and deletion

Closed or inactive programme enquiries are normally retained for up to 24 months, unless a longer period is needed to manage an active relationship or legal issue. Careers expressions of interest and any CV are retained only for as long as reasonably needed to consider suitable opportunities, respond to the person or meet a legal requirement. Order and transaction records are normally retained for at least seven tax years to meet New Zealand business record obligations. When information is no longer required for a lawful purpose, it is securely deleted or anonymised.

6. Access and correction

You may ask what personal information we hold about you, request a copy, or ask us to correct information that is inaccurate, incomplete or misleading. Email the Privacy Officer and include enough information for us to locate the relevant record. We may need to verify your identity or authority before releasing information. We aim to respond as soon as reasonably possible and within 20 working days.

7. Privacy incidents and complaints

We investigate suspected privacy incidents promptly. If a breach is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected people as soon as practicable. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner.

8. Cookies and this website

The site does not use advertising trackers. The shop stores the current cart on your device so it remains available until checkout; the cart is cleared after a successful order. Authentication and security services may use strictly necessary session information. You can clear device-stored cart data through your browser settings.