We are committed to protecting your personal information and your right to privacy. This policy outlines how we handle your data in compliance with the New Zealand Privacy Act 2020.
1. Information We Collect
We collect personal information that is necessary to administer your membership and coordinate Garrison activities. This includes:
Member Data: Name, date of birth, email address, physical address, and phone number.
Public & Guest Data: If you’re a member of the public using our forums or requesting an appearance, we collect your name, email address, and any details you provide in your posts or troop requests.
Legion Data: Your TK/ID number, costume specifications, and clearance photos used for membership validation.
Digital Data: IP addresses and cookies used for secure login to our forums or website.
2. How We Use Your Information
We use your information to:
Process and maintain your membership within the 501st Legion.
Coordinate troop appearances and charity events.
Send administrative updates regarding Outpost operations.
Verify your active status with the 501st Legion global database.
3. Sharing Your Information
We do not sell, rent, or trade your personal data. We only share information:
Internally: With 501st Legion Global HQ for membership verification.
Publicly: Your name and costume type appear on our public roster unless you adjust your privacy settings to “Hidden.”
Legally: If required by New Zealand law or to ensure the safety of our members and the public.
4. Photography and Social Media
Outpost 42 is a public-facing organization. Photography and videography are core parts of our events.
Usage: We may use photos or videos of members in costume at official events on our website, social media (Facebook, Instagram, etc.), and promotional materials.
Takedown Requests: If you wish for a specific photo of yourself to be removed from official Outpost 42 channels, please contact the Garrison Public Relations Officer (GPR), Commanding Officer (CO), Executive Officer (XO) or the Garrison Webmaster (GWM). We will honor all reasonable removal requests promptly.
Public Nature: Members acknowledge that trooping often occurs in public spaces where third parties (the public) may take and share photos beyond our control.
5. Protection of Minors
While all members of Outpost 42 are adults, we frequently interact with children at charity and community events.
Our Commitment: Outpost 42 will endeavor to not post photos or videos of minors on our official social media channels or website.
Incidental Appearances: In instances where a minor is visible in the background or part of a wide-angle crowd shot, we will ensure they are not the focus of the image and their face is not clearly identifiable.
Prioritizing Privacy: We prioritize “Costume Only” shots or group photos of adult members to ensure the privacy of our younger fans is maintained.
Data Collection: We do not knowingly collect personal data from minors without the consent of a parent or guardian.
6. Storage and Security
We take reasonable steps to protect your information from unauthorized access. Data may be stored on secure servers located outside of New Zealand (e.g., in the US) to facilitate global 501st Legion membership. By participating, you consent to this cross-border transfer under the protection of the Legion’s global security standards.
7. Your Rights (NZ Privacy Act 2020)
Under New Zealand law, you have the right to:
Access: Request a copy of the personal information we hold about you.
Correction: Request that we correct any inaccurate information.
Deletion: Request the deactivation of your account and deletion of your data (noting this will terminate your membership with the Legion and would need to be done at a legion level).
8. Contact Us
For any privacy-related inquiries or to request a photo takedown, please contact the Outpost leadership at:
privacy@501st.nz