What we collect
Depending on how you interact with us, we may collect your name, preferred name, contact details, age range, location, emergency contact, availability, skills, experience, work eligibility, portfolio links, accessibility or safety information, project role, correspondence, consent records, and any information you choose to provide.
Our hosting provider may keep routine technical logs such as IP address, browser or device information, requested pages, and timestamps for delivery, reliability, and security.
Volunteer form and browser storage
The volunteer form autosaves a draft in your browser using local storage. The draft is not automatically submitted to Grindspot. Generating a summary downloads a text file to your device; you decide whether to send it to us. Use the form's Clear button or your browser settings to remove the saved draft, especially on a shared device.
Some creative tools on the site also use local storage to remember characters, settings, or game state. That information ordinarily stays in the browser unless a tool clearly says it will transmit or share it.
Why we use information
- to answer enquiries and provide requested information;
- to assess and coordinate volunteers, cast, crew, training, events, and suitable paid opportunities;
- to plan projects, manage safety, safeguarding, access needs, and emergency response;
- to administer agreements, permissions, credits, payments, and legal records;
- to operate, secure, troubleshoot, and improve our website and studio activities; and
- to meet legal obligations and establish, exercise, or defend legal rights.
Where practicable, you can choose not to provide information. We will tell you if information is needed to safely or lawfully provide an opportunity or service.
Who may receive it
We share personal information only where reasonably necessary—with authorised project leads and crew, professional advisers, website hosting and form-processing providers, clients or partners involved in the relevant activity, emergency services or authorities, or another person you authorise. We may also disclose information when required or permitted by law. We do not sell personal information.
Online agreements
If you submit an NDA through this website, the details and typed signature you enter are transmitted to Grindspot through our website hosting provider so the studio can review, countersign, retain, and administer the agreement. Do not submit until the Studio legal name, project, purpose, and other agreement details are complete and correct. You should print or save your own copy before submission.
Third-party services and external links
The site loads services or content from providers such as Google Fonts, content-delivery networks, Discord, YouTube, and external social or community sites. When you load embedded content or follow an external link, that provider may receive technical information and apply its own privacy terms. Grindspot does not control those external services.
We do not currently use our own advertising or analytics cookies on the main website. Browser storage used for drafts and creative tools is described above. If tracking practices materially change, this declaration should be updated and any consent required by law obtained.
Storage, security and retention
We use reasonable organisational and technical safeguards appropriate to the information and restrict access to people who need it. No internet or storage system is completely secure, so please do not send highly sensitive information through an unsuitable channel.
We retain information only as long as reasonably needed for the purpose collected, safety and safeguarding, project administration, disputes, and legal or accounting requirements. We then delete, anonymise, or securely archive it as appropriate. Local browser drafts remain until you clear them or the browser removes them.
People under 18
Young people may need parent or guardian involvement and additional production, privacy, consent, work, and safeguarding arrangements. Do not use the public website to send sensitive information about a child. Contact us so we can arrange an appropriate process.
Your choices and rights
You may ask whether we hold personal information about you and request access or correction. You may also ask us to update contact preferences, withdraw an optional consent, or delete information where it is no longer required, subject to legal and legitimate record-keeping needs. We may need to verify your identity before acting on a request.
Contact and complaints
For a privacy question, access or correction request, or concern, email info@grindspot.org with “Privacy request” in the subject. Please do not include sensitive details in the first email.
If we cannot resolve your concern, you can contact the New Zealand Office of the Privacy Commissioner.