IRONMAN New Zealand Limited

NZ Sotheby's International Realty HB Marathon Volunteer Registration Form

Please register your details here and agree to the event waiver to be part of the Volunteer Crew at the NZ Sotheby's International Realty HB Marathon. If you are 17 or under this form should be completed by your Parent or Caregiver.

If you are already a registered user, please log into the portal via this link

Personal Details

E-mail Address *
Confirm E-mail Address *
First Name *
Surname *
Password *
Confirm Password *
Birth Date *
Cell/Mobile Number *
Tshirt size *

What is your Tshirt size?

Medical Conditions relevant to your volunteer role that Hawkes Bay Marathon should be aware of
Emergency Contact Name *
Emergency Contact Number *
Emergency Contact Address
Relationship to you*



EVENT PERIOD: 13-15 MAY 2021

Hawke's Bay, New Zealand

At IRONMAN Oceania, we pride ourselves on the success of our events and supporting IRONMAN athletes in achieving their goals, none of which could be possible without the support of our amazing volunteers, many of whom represent local service clubs, community clubs, groups, sporting associations and schools. As an IRONMAN Oceania volunteer, you will join a highly valued and respected team of people. This Volunteer Agreement sets out what you can expect as a volunteer at the 2021 NZ SOTHEBY'S INTERNATIONAL REALTY HB MARATHON (the ‘Event’) in the role notified to you in your role description (‘Role’). This agreement is between you and IRONMAN New Zealand Limited NZBN 9429034266335 (‘IRONMAN’), and we ask that you read this entire agreement before signing (or, in the case of online acceptance, by checking the acceptance box).


IRONMAN values its volunteers and we will endeavour to provide you with: (A) a written position description so you understand your Role and the tasks you are authorised to perform; (B) a full induction, orientation and any training necessary for the volunteer role, including a Volunteer Information Handbook containing specific Event details; (C) a safe environment in which to perform your Role; (D) respect for your privacy, including keeping your private information confidential; (E) a supervisor, so that you have the opportunity to ask questions (see Point 4 below); and (F) insurance to cover you for the volunteer duties you are authorised to perform (see Point 9 below).


IRONMAN asks that you: (A) support IRONMAN’s aims and objectives, and represent the Event in a professional manner; (B) participate in all relevant induction and training programs; (C) only undertake duties you are authorised to perform and always operate under the direction and supervision of nominated staff and obey reasonable directions and instructions; (D) understand and comply with IRONMAN’s directions, policies and procedures including (but not limited to) the Workplace Bullying Prevention Policy, Anti-Discrimination and Harassment Policy, Workplace Bullying Harassment and Discrimination Complaints Procedure, all of which are available to you on the Rosterfy platform; (E) notify your supervisor or another member of staff of any health and safety issues or potentially hazardous situations that may pose a risk to you or others and report any accidents or incidents relating to staff, volunteers, the Event or the workplace; (F) notify your supervisor or another member of staff of any tasks that you feel you are unable or uncomfortable to undertake as part of your Role or duties; (G) look after yourself and your belongings while at the Event and ensure that you do not put yourself in harm’s way; (H) use common sense and be willing to ask for assistance; (I) behave appropriately and courteously to all competitors, staff, sponsors and the public in the course of your Role; (J) use any property or equipment given to you in your Role safely and only for purpose of the Role and return it to IRONMAN each time you sign out from the Event precinct; (K) arrive on time and notify your supervisor when you are leaving (please ensure you sign in and out via the Event Volunteer Coordinator, your team leader or the Rosterfy platform); (L) let us know if you wish to change the nature of your contribution (e.g. hours, Role) to IRONMAN at any time, and notify your supervisor or your team leader as soon as possible if you are unable to attend your shift due to illness, injury or other circumstances; (M) notify us in writing, or via the Rosterfy platform, of any pre-existing medical condition, impairment or injury which may affect your ability to participate in your Role or particular roles as part of the Event volunteer team; (N) ensure that all medical information provided is accurate and up to date; (O) accept and consent to receiving first aid and/or medical treatment which may include, but is not limited to, ambulance transportation. You agree that you will be liable for all costs associated with receiving any first aid and/or medical treatment deemed necessary by Event Medical Personnel in caring for you and providing the best available treatments to the conditions presented; (P) regularly check the Rosterfy platform and the Event website for any changes to these terms or the Event; (Q) comply with the law at all times; and (R) be open and honest in your dealings with us and let us know if we can improve our volunteer program and the support that you receive.


Your Role for the Event is a volunteer position. This means that you perform all duties on a voluntary basis and you will not receive remuneration or payment for your work, other than as set out in Point 8. This document is not intended to be a legally binding contract, and it may be cancelled at any time by us or you. Neither IRONMAN or you intend any employment or contractual relationship to be created (ie. you are not an employee, independent contractor or consultant at IRONMAN). If this changes at any time, and there is a possibility that you might undertake paid work for IRONMAN, we will discuss this and document the arrangement in a formal employment contract, contract for services or other arrangement.


Your supervisor and contact person at IRONMAN will be the IRONMAN Volunteer Coordinator listed in the Event Volunteer Manual. If you have any questions or concerns about your Role, your health and safety, or if there is any assistance you need to help you undertake your Role, please contact this person as soon as possible.


It is important that you only perform the tasks in the role description provided to you and as instructed by IRONMAN. You must follow the instructions of your IRONMAN Volunteer Coordinator and IRONMAN staff. If you are unsure whether a particular task or work is authorised, please do not hesitate to talk to your IRONMAN Volunteer Coordinator. You must not : a) consume, or be affected by, drugs or alcohol; or b) smoke, when you are volunteering.


At IRONMAN, volunteer safety, and the safety of everyone who is involved in our organisation, is a priority. The following safety measures must be read and adhered to across the Event precinct whilesoever you are volunteering. Our goal is to have zero harm to our competitors, spectators, volunteers, partners, suppliers and staff whilst they are within our Event precinct. In New Zealand, the Health and Safety At Work Act 2015 (NZ) (‘WHS Act’) applies. Also, there may be other legal actions (such as negligence claims) that mean we always need to consider workplace health and safety issues. Under the WHS Act and other laws, IRONMAN has a duty of care to minimise risks to everyone affected by its conduct (including paid employees and volunteers). It also means that as a volunteer, you may have WHS duties too. These include: (A) to take reasonable care for your own health and safety; (B) to take reasonable care for the health and safety of others; (C) to comply with any reasonable instruction by IRONMAN; (D) to comply with any public health and/or safety directions of IRONMAN staff, representatives or contractors; police; or government or health authorities; and you consent to IRONMAN staff, representatives or contractors to conduct such public health safety screening activities by methods selected by IRONMAN; (E) to let IRONMAN know of any concerns you may have about safety and/or fitness in undertaking your Role; (F) to cooperate with any reasonable policies and procedures of IRONMAN; and (G) to read the briefing sheet provided to ensure a full understanding of your Role to minimise the risk to the health and safety of yourself and others within the work environment. We will provide you with a full induction, safety equipment (if required) and Role training when you commence as a volunteer with our organisation. However, please do not hesitate to talk to your IRONMAN Volunteer Coordinator at any time if you have any health and safety concerns.


IRONMAN is committed to providing suitable training in support of our health and safety, anti-bullying, anti-discrimination and privacy policies. For this reason, it is our policy that all volunteers complete any physical and online inductions and/or training required by IRONMAN prior to commencing their volunteer position. Where possible, this will be notified to you via the Rosterfy platform. Before you can commence the volunteer role, you will be required to provide the following information to IRONMAN (by way of upload to the secure Rosterfy platform): (A) If you are notified by IRONMAN that it is a requirement, a valid Children’s Worker Safety Check. Please refer to the IRONMAN Oceania Working with Children Policy for further information (a copy of which is available on the Rosterfy platform, or on request); and (B) Any other background checks or licenses specifically set out in your volunteer role description.


Depending on your specific Role, as a volunteer IRONMAN may provide you with an Event uniform. If supplied, you must wear the Event uniform when volunteering. At all times you must dress in a presentable and neat manner, and according to the weather conditions for the day, and closed in shoes must be worn at all times within the Event precinct. We encourage all volunteers to wear sunscreen and a hat. We may also provide you with other benefits as part of your volunteering Role (for example, Event entry, free food). Where this occurs, it is on a gratuitous basis at the discretion of IRONMAN and is not payment in lieu of salary. You must not incur any out of pocket expenses on behalf of IRONMAN or the Event at any time without the prior approval of an authorised IRONMAN staff member. In the event that you are authorised to do so and produce receipts, we will provide you with reimbursement for any such approved expenses. We do this to ensure that you are not financially disadvantaged as a result of your volunteer position with us. These payments are not remuneration or wages.


We are committed to providing adequate insurance cover for volunteers whilst carrying out their volunteering roles that have been approved and authorised by us. As an Event volunteer you will be covered by IRONMAN’s Personal Accident - Voluntary Workers Insurance subject to the terms and conditions of the policy (a copy of which is available on request). To ensure that IRONMAN’s insurance covers you for any incidents that occur while you are volunteering with us, you need to: (A) sign in and out each time you volunteer; and (B) promptly report to your IRONMAN Volunteer Coordinator and/or an IRONMAN staff member all incidents, accidents, illnesses and any potential risks to health, safety and the environment within the Event precinct; and (C) Not operate an IRONMAN vehicle unless both inducted to do so and directed to do so by an authorised IRONMAN employee; and (D) Complete all relevant site inductions as and when instructed. We want to let you know that the following events are unlikely to be covered by our insurance: (A) loss of or damage to any of your personal belongings; (B) actions that are beyond the scope of your volunteer Role, or that occur without appropriate authority or permission from us; (C) criminal activity (including criminal charges arising out of driving incidents); (D) dishonest or reckless activities; (E) intentional self-injury; (F) being under the influence of liquor or drugs; (G) individuals under the age of 12; and (H) individuals over the age of 85. Other than making claims on any applicable insurance policy that IRONMAN may have in place, you agree to accept the risks associated with being an Event volunteer and agree not to bring any other claims against IRONMAN or its affiliates of any type.


Volunteers may be given access to IRONMAN’s confidential information as part of, or to assist them with, their Role. Confidential information includes any information about IRONMAN, its events, its partners, its suppliers and its Event participants which has been designated by IRONMAN as confidential or which is, by its nature, confidential or proprietary to IRONMAN. For the avoidance of doubt, all Event participant data and information is confidential. You are not permitted to use or disclose any confidential information for any purpose other than the proper discharge of your duties as a volunteer of IRONMAN. All volunteers at IRONMAN agree to transfer all intellectual property rights and interests (including copyright) in any ideas or materials they create relating to their provision of voluntary services at IRONMAN to IRONMAN. If you have any moral rights (i.e. the right of attribution of authorship, the right not to have authorship falsely attributed and the right of integrity of authorship, as defined in the Copyright Act 1994) in any intellectual property owned by IRONMAN, you: irrevocably consent to any act or omission by IRONMAN which infringes those moral rights; agree that your consent extends to acts and omissions by IRONMAN’s licensees and successors in title; and agree that your consent is a genuine consent given under Part 9 of the Copyright Act 1994 and has not been induced by duress or any false or misleading statement. You agree that, despite anything else in this Volunteer Agreement, the terms of this section 10 are binding on you and continue after this Volunteer Agreement ends.


You agree not to make any public statement or issue any press release regarding the Event. You agree that IRONMAN, its commercial partners and any media may take photographs and video footage of you carrying out your volunteer work and use it (including your name, image and likeness) voluntarily and without payment to you for the purposes of any broadcast, publishing, marketing and/or promotion of: the Event, future iterations of the Event, IRONMAN, IRONMAN’s goods or services, and the goods and services of its commercial partners. This may include printed and digital marketing, including the use of your image on social media platforms.


By signing (or, in the case of online acceptance, by checking the acceptance box) this agreement, you acknowledge that you: (A) Are over the age of 16 at the time of signing/acceptance, and will be under the age of 85 as at the last day of the Event; (B) Understand that your volunteering in the Event may involve a risk of physical injury to yourself or others, damage to your or other’s property, or other consequences. These consequences might result from the actions, inactions, or negligence of yourself, and/or others, or from various conditions of the premises, the equipment used in the Event, the weather, and/or the risk of contracting communicable disease(s) from other person(s) (including but not limited to any co-volunteer, athlete, spectator, IRONMAN staff, representative and/or any other person(s)) before, during and/or after the Event; (C) Understand that you will be volunteering for the Event at your own risk and you agree to assume all the risks inherent in and incidental to volunteering in the Event including, without limitation, the risk that my mental, physical or emotional condition, whether disclosed or undisclosed, known or unknown, combined with assisting with these activities could result in injury, damage, death or other loss; and (D) Agree, to the extent permitted by law, to release IRONMAN, its employees, officers and other volunteers from any claim, loss, damage or expense arising out of or in connection with your volunteering at the Event.

Please sign (or, in the case of online acceptance, check the acceptance box) to acknowledge that you have read this Volunteer Agreement and have had an opportunity to ask questions.

Please initial to accept these conditions
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IRONMAN New Zealand Event Privacy Policy

IRONMAN New Zealand Event Privacy Policy

We are bound by the Privacy Act 2020 (NZ) (Privacy Act) and the New Zealand Privacy Principles (NZPPs). This policy explains how and why we collect, use, hold and disclose the personal information of participants (including athletes, volunteers and accredited media) at all our New Zealand events (including IRONMAN®, IRONMAN 70.3®, triathlon, running and multi-sport events).

"We", "us" and "our" means IRONMAN New Zealand Limited NZBN 9429034266335 of Level 1, 347 Parnell Road, Parnell, Auckland, 1052, New Zealand.

You consent to us collecting, holding, using and disclosing your personal information in accordance with this policy.

What is personal information?

Personal information is any information or an opinion about an identified individual or an individual who can be reasonably identified from the information or opinion. Information or an opinion may be personal information regardless of whether it is true.

What personal information do we collect and hold?

We collect information about you and your interactions with us, for example, when you register for our events (as an athlete or volunteer, or seek accreditation as a member of the media), purchase any of our products through our event registration process, call our customer support line or otherwise visit our website. The information we collect from you may include your identity and contact details, your history of purchases, your use of our products and services, and details of enquiries or complaints you make. If you are an athlete at an event the information we collect from you may also include your relevant medical history and race results.

We may collect information about how you access, use and interact with the website. We do this by using a range of tools such as analytics cookies, advertising cookies, social media cookies and mobile devices. This information may include:

(a) the location from which you have come to the site and the pages you have visited; and

(b) technical data, which may include IP address, the types of devices you are using to access the website, device attributes, browser type, language and operating system.

We use cookies on the website. A cookie is a small text file that the website may place on your device to store information. We may use persistent cookies (which remain on your computer even after you close your browser) to store information that may speed up your use of our website for any of your future visits to the website. We may also use session cookies (which no longer remain after you end your browsing session) to help manage the display and presentation of information on the website. You may refuse to use cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of the website.

Why do we collect, hold and use your personal information?

We collect, hold and use your personal information so that we can:

(a) facilitate your safe participation in and engagement with our events;

(b) provide you with products and services, and manage our relationship with you;

(c) contact you, for example, to respond to your queries or complaints, or if we need to tell you something important;

(d) comply with our legal obligations and assist government and law enforcement agencies or regulators; or

(e) identify and tell you about other products or services that we think may be of interest to you.

If you do not provide us with your personal information we may not be able to register you for an event, provide you with our services, communicate with you or respond to your enquiries.


How do we collect your personal information?

We will collect your personal information directly from you whenever you interact with us.

We may also collect information from third parties such as our social media platforms (Facebook, Instagram) and our event affiliates (FinisherPix for event photographs, Active Network LLC and its affiliates or Register Now Pty Ltd for event registrations, any timing service providers for an event and, where you have chosen to use such service, any charity partner or charity platform for the event such as everydayhero).

How do we store and hold personal information?

We store most information about you in computer systems and databases operated by either us or our external service providers. Some information about you is recorded in paper files that we store securely.

We implement and maintain processes and security measures to protect personal information which we hold from misuse, interference or loss, and from unauthorised access, modification or disclosure.

These processes and systems include:

(a) the use of identity and access management technologies to control access to systems on which information is processed and stored;

(b) requiring all employees to comply with internal information security policies and keep information secure;

(c) requiring all employees to complete training about information security; and

(d) monitoring and regularly reviewing our practise against our own policies and against industry best practice.

We will also take reasonable steps to destroy or de-identify personal information once we no longer require it for the purposes for which it was collected or for any secondary purpose permitted under the NZPPs.

Who do we disclose your personal information to, and why?

We may transfer or disclose your personal information to our related companies, including (without limitation): USM Events Pty Ltd trading as IRONMAN Australia located at Level 6, 222 Kings Way, South Melbourne, Victoria, 3205, Australia; and World Triathlon Corporation located at 3407 W. Dr. Martin Luther King Jr. Blvd., Suite 100, Tampa, Florida, 33607, United States.

We may disclose personal information to external service providers so that they may perform services for us or on our behalf.

We may also disclose your personal information to others outside our group of companies where:

(a) we are required or authorised by law to do so;

(b) you may have expressly consented to the disclosure or the consent may be reasonably inferred from the circumstances; or

(c) we are otherwise permitted to disclose the information under the Privacy Act.

If the ownership or control of all or part of our business changes, we may transfer your personal information to the new owner.

Do we disclose personal information to overseas recipients?

We may disclose your personal information to recipients which are located outside New Zealand.

Those recipients are likely to be located in Australia and/or the United States.

Do we use your personal information for marketing?

We will use your personal information to offer you products and services we believe may interest you, but we will not do so if you tell us not to. These products and services may be offered by us, our related companies, our other business partners or our service providers.


Where you receive electronic marketing communications from us, you may opt out of receiving further marketing communications by following the opt-out instructions provided in the communication. Access to and correction of your personal information

You may access or request correction of the personal information that we hold about you by contacting us. Our contact details are set out below. Any such request may require identity verification to ensure the security of your personal information. There are some circumstances in which we are not required to give you access to your personal information.

There is no charge for requesting access to your personal information but we may require you to meet our reasonable costs in providing you with access (such as photocopying costs or costs for time spent on collating large amounts of material).

We will respond to your requests to access or correct personal information in a reasonable time and will take all reasonable steps to ensure that the personal information we hold about you remains accurate, up to date and complete.

Your rights under the EU GDPR if you are located in the European Union

Under the European Union (EU) General Data Protection Regulation (GDPR), as a data subject you have the right to:

(a) access your data;

(b) have your data deleted or corrected where it is inaccurate;

(c) object to your data being processed and to restrict processing;

(d) withdraw consent to having your data processed;

(e) have your data provided in a standard format so that it can be transferred elsewhere; and

(f) not be subject to a decision based solely on automated processing.

Data Subject Rights

We have processes in place to deal with Data Subject Rights requests. Our actions and responsibilities will depend on whether we are the controller or processer of the personal data at issue. Depending on our role as either a controller or processor, the process for enabling Data Subject Rights may differ, and are always subject to applicable law. Please refer to the Contact Details section of this policy if you would like to make a Data Subject Rights request or have a specific need for assistance with a Data Subject Rights request.


If you have a complaint about the way in which we have handled any privacy issue, including your request for access or correction of your personal information, you should contact us. Our contact details are set out below.

We will consider your complaint and determine whether it requires further investigation. We will notify you of the outcome of this investigation and any subsequent internal investigation.

If you remain unsatisfied with the way in which we have handled a privacy issue, you may approach an independent advisor or contact the Office of the Privacy Commissioner ( for guidance on alternative courses of action which may be available.

Contact details

If you have any questions, comments, requests or concerns, please contact us at:

Changes to this policy

From time to time, we may change our policy on how we handle personal information or the types of personal information which we hold. Any changes to our policy will be published on our website.

You may obtain a copy of our current policy from our website or by contacting us at the contact details above.

By volunteering for the event you agree with the storage and handling of your personal information in accordance with the IMNZ Event Privacy Policy*
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