Updating officer details on the register
How to let us know when things change
Your society must have at least 3 people on its committee. Each person on the committee is an officer of your society.
Other people can also be appointed as officers even if they are not part of the elected committee. This includes anyone who holds a position which allows them to exercise significant influence over the management or administration of the society.
When your officers, or their contact details change, you must update the register.
Changes that must be notified
Update the register within 20 working days of your society becoming aware of the following changes.
- When a new officer is appointed or elected.
- When an officer ceases to act (for example, they resign or stand down at an Annual General Meeting).
- When an officer’s contact details change (for example, if they have changed their address).
Most of the information you need to provide about your officers is kept private. This means it can only be seen by the Registrar or people who have authority to update your society’s information on the register. The only details that the public will see are:
- your officer’s names
- their appointment dates
- the date they ceased to act (if applicable)
Specific requirements for new officers
When you add a new officer to the register you will need to:
- advise whether they are a member of your society, and
- certify that they have consented in writing to being an officer and certified that they are not disqualified from being an officer.
Officers must consent
We have created a template that your society can choose to use to collect an officer’s consent and certificate. If you use this template, you will also collect the information you will need to add each officer’s details to the register.
How to update officers' details on the register
To update your society's details using our online service, you must have:
- a RealMe® login
- an online account with us, and
- authority to manage information on the register for your society.
- Log in.
- On the dashboard, select the society you wish to update from 'My Businesses'.
- On the 'View Details' page, select the 'Officers’ tab then select the 'Change Officer or Contact Details' button.
- To add an officer, select the ‘Add an Officer’ button.
- To edit the details of a current officer, select the ‘Edit Officer’ button next to their name.
- To remove an officer, select the ‘Remove Officer or Contact’ button next to their name.
- Complete the signatory details and select 'Apply'.
Withholding personal information in the register
Under section 234 of the 2022 Act, the Registrar can remove or omit certain information from the register or restrict access to this information, if either:
- it is in the public interest that the information is hidden
- the information could harm someone’s privacy or safety
- the information relates to someone who is protected under laws like the Family Violence Act 2018 or other legal suppression orders.
If you believe any of the grounds apply to you, you can apply to the Registrar to withhold information in the register.
Related articles
Other guides in
Keeping society details up to date
- Confirming your authority to manage information
- Updating your society's contact details on the register
- Changing your society's constitution
- Changing your society's name
- Updating your balance date on the register
- Requesting a correction to the register
- Withholding personal information in the register
- How societies amalgamate