NZAS Network Collection and use of coach information brief
(PDF for printing, 67 KB)
The New Zealand Academy of Sport (NZAS) is the name and brand given to the high performance operations that support and enhance New Zealand’s leading and most promising sportsmen and women and their coaches.
The New Zealand Academy of Sport’s Network is an integral part of the operation and focus of Sport and Recreation NZ (SPARC), the crown entity responsible for sport and recreation in New Zealand. The New Zealand Academy of Sport is a Network, which (referred to in this brief as ‘the NZAS Network’) consists of:
- SPARC High Performance Unit; and
- The two Regional Operations which are contracted by SPARC to deliver NZAS Network programmes and services, these are:
- NZ Academy of Sport North Island
- NZ Academy of Sport South Island
- Various service providers, who are employed by or contracted to SPARC or the operations listed above.
The NZAS Network provides various services to National Sports Organisations (NSOs), you and carded athletes to support you in seeking to achieve your optimum sports performances. These services include the provision of one-on-one access to specialists who can support your own performance needs, technology and equipment, a process to collect performance enhancing feedback, seminars and networking opportunities.
- Why is the NZAS Network collecting Personal information?
- What personal information will the NZAS Network collect?
- How will the NZAS Network collect information?
- Why should my information be collected and stored by the NZAS Network and what will the information be used for?
- Who will have access to this information?
- How and where will this information be stored?
- For how long will my information be stored?
- What happens if there is information that I do not want to be collected and stored?
- What do I do if I still have more questions?
- How do I give my informed agreement?
Why is the NZAS Network collecting Personal information?
The relationship between you and the NZAS Network means that we all have an obligation to be honest with each other and work as hard as possible to help you improve your (and your athletes’) performance. We will provide you with information about how we can help you, and in return you will need to allow us to collect and share the information needed to provide you with agreed services.
The people and organisations listed above need to collect, store, share and use certain personal information about you in order for the NZAS Network to provide coaches in the Coach Performance Programme such as you with appropriate services. Information will be collected in accordance with the NZAS Network’s Privacy and Confidentiality Standard. A copy of this Standard is available from the Advisor: National Database, SPARC’s High Performance Unit, PO Box 2251, Wellington.
Go to the top
What personal information will the NZAS Network collect?
The NZAS Network will collect a variety of personal information about you as a coach. This includes factual information (such as your address, clothing sizes, etc), base information (such as what services were provided, when and for how long) and detailed performance information. Performance information includes information, which could have an impact on your coaching performance or your athletes’ sporting performance or has been obtained through your use of any NZAS Network services. This includes, but is not limited to, results of your performance and development needs analysis, attendance at seminars or Prime Minister Coach Scholarship awards and reports.
Go to the top
How will the NZAS Network collect information?
Information will be collected from yourself, your NSO, the service providers used by you through the NZAS Network that supports the Coach Performance Programme and any other person authorised by you. Such service providers include, but are not limited to, Coach Performance Advisors, sport-specific expert coaches and planning, technology, leadership and learning specialists.
Go to the top
Why should my information be collected and stored by the NZAS Network and what will the information be used for?
Your personal information will become part of the NZAS Network information system and will be stored in a secure electronic (database) and in paper formats. Your personal information will be used to:
- Confirm services have been provided to you in accordance with your NSO’s requirements, prior to invoices being paid;
- Assess your progress and to assist you in the preparation for your athletes’ sporting events and competitions;
- Enable the NZAS Network service providers to provide you with relevant advice by ensuring they have access to all the necessary information about you; and
- Undertake research that will lead to an enhancement of the NZAS Network services.
It is a condition of being a coach in the Coach Performance Programme that your information can be collected, stored, used and shared with the authorised people as set out in this brief. In order to access the services of the NZAS Network, the NZAS Network Consent to the Collection, Use and Storage of Personal Information Form – Coach must be completed as part of your application to the Coach Performance Programme, and forwarded to your NZAS Coach Performance Advisor.
Go to the top
Who will have access to this information?
All other personal information will only be accessible by:
- Staff of SPARC’s High Performance Unit;
- Staff at the two Regional Operations of the NZAS Network;
- The individual NZAS Network contracted service providers you use;
- Staff at your National Sports Organisation namely national coaches, High Performance Director and Coaching Director;
Personal information will remain strictly confidential to those personnel detailed above.
There are some exceptions to this section. One exception is that other people may have access to information for statistical purposes only. In this case the information will not contain material through which you can be identified. Another exception is outlined below under the title, “What happens if there is information that I do not want to be collected and stored?”
Go to the top
How and where will this information be stored?
Personal information relating to you will be retained and stored in a manner that enables both the monitoring of your personal performance and the use of information about you as part of statistical information about New Zealand coaches in general.
All information collected by or on behalf of the NZAS Network will be stored in a secure database, which has been established by SPARC's High Performance Unit, and/or in a secure local file at one of the two Regional Operations of the NZAS Network, or with an authorised service provider.
The organisations and people listed above will have access to the NZAS Network database. You will be able to request access to your own information, and to request the correction of any incorrect information, by contacting your nearest Regional Operation of the NZAS Network or SPARC’s High Performance Unit.
Go to the top
For how long will my information be stored?
As the information will be of ongoing statistical use, the NZAS Network wishes to retain all data on a long-term basis. This means your performance and development information will not be destroyed or removed when you cease to hold a card, unless you specifically request this in writing to the Advisor National Database, SPARC’s High Performance Unit, PO Box 2251, Wellington.
What happens if I do not want my information to be collected, stored and used by the NZAS Network?
If you do not want information to be collected, used and stored by the NZAS Network you should write to SPARC's High Performance Unit stating this and your reason(s) why. Your decision will mean that you may not be a coach in the Coach Performance Programme and as such you will not be eligible to receive services from the NZAS Network or other benefits associated with being a coach in this programme.
Go to the top
What happens if there is information that I do not want to be collected and stored?
During a consultation the details of information being reported will be discussed with you. Should you not wish any of the information obtained to be reported then you have the right to request that the information (or any part of the information collected) not be disclosed. In this situation you should advise the service provider that the information is not to be disclosed or identify which information is not to be disclosed. For example, you may only wish the Coach Performance Team to view your detailed case notes, the results of your development needs analysis and the incidence of medical services such as doctor appointments.
The fact that certain information is not disclosed at your request will be recorded and may be advised to the Regional Operation responsible for the delivery of services. The Regional Operation may then advise the NSO concerned. In such cases the NZAS Network reserves the right to refuse to pay for follow up and/or future services. You must also accept the responsibility for any impact such refusal may have on your performance and or selection to competition or teams.
It is envisaged that these situations will be limited and that consultation between service providers and coaches should ensure that sufficient information can be released to satisfy both the NSO and the NZAS Network that the achievement of objectives is not being jeopardised by any information not being released.
Go to the top
What do I do if I still have more questions?
If you have further questions concerning the collection, storage, use or sharing of information by the NZAS Network and the service providers you should contact the Advisor National Database at the SPARC's High Performance Unit.
Go to the top
How do I give my informed agreement?
To ensure the various organisations and people listed in this brief which make up the NZAS Network, including service providers comply with the Privacy Act (1993) in collecting, using and retaining your personal information, you need to show that you understand this brief and agree to provide the type of personal information as set out in this brief. Signing the NZAS Network Consent to the Collection, Use and Storage of Personal Information Form – Coach included in the application for the Coach Performance Programme, in the presence of a witness, indicates your understanding and agreement.
A signed copy of the application should be returned to your NZAS Coach Performance Advisor as soon as possible (unless you are instructed to do otherwise by your sports High Performance Manager). Your NZAS Coach Performance Advisor will pass this application to the Advisor National Database, SPARC’s High Performance Unit, PO Box 2251, Wellington., You should also keep a copy for your records.
Once the signed agreement has been returned to SPARC's High Performance Unit your name will appear on the NZAS Network's Carded coach list which is regularly circulated to the various organisations and people working for the NZAS Network as detailed in this brief.
Updated | 30 Apr 2009.
Skip page tools.
