Your privacy and protection of your information is totally important to us

Who we are

Our website address is: https://www.thecoachhousegardenrooms.co.nz.

We are a small garden located in Central Hawke’s Bay. We hire out the garden rooms for events, run workshops ,sell and send out local handcrafted and artisan products. 

Introduction

Your privacy is very important to us. We value the trust that you place in us by giving us your personal information and promise to only use your personal information in a way that is fair and worthy of that trust.

We also promise to always be transparent with you about what information we collect, what we do with it, with whom we share it, and whom you should contact if you have any concerns. At all times, we are committed to best practices to protect the information we process.

This Privacy Policy describes how ‘we’ – the Coach House Garden Rooms collects, uses, shares and secures the personal information you provide. It also describes your choices regarding use, access and correction of your personal information. The use of information collected through our website, forms and communication channels shall be limited to the purpose of providing our website information and services via the website and in person to you.  Even when you visit us in person at the Coach House Garden rooms and disclose personal information to us – it is also protected, stored and maintained in the same manner as information shared via our website services and channels.

What is Personal Data?

The New Zealand Office of the Privacy Commissioner develops and promotes a culture in which personal information is protected and respected. They define what is considered to be personal information, and provide guidance surrounding the Privacy Act, its principles and other privacy codes.

This includes data such as:

  • Names
  • Phone numbers
  • Email addresses
  • Other observations where an individual is identified.
    Note: where the above data is already public knowledge then this is ok to include in an open dataset. 

Furthermore, in New Zealand – personal information is any information which tells us something about a specific individual. The information does not need to name the individual, as long as they are identifiable in other ways, like through their home address.

The New Zealand Privacy Act 2020 is concerned with the content of personal information, rather than the specific form that content is in. This means that all sorts of things can contain personal information, including notes, emails, recordings, photos and scans, whether they are in hard copy or electronic format.

 

Additionally for overseas the General Data Protection Regulation (GDPR) Art. 4 (1) defines personal data as any information which are related to an identified or identifiable natural person.

The NZ Privacy Act 2020 is based on 13 privacy principles that govern how we should collect, handle and use personal information. Refer to the NZ Privacy Act 2020 Small Business Responsibilities to learn more on how we must treat your personal information. 

Our commitment to our clients is that we will only ever collect the minimum amount of personal information on our website and in person at our Coach House Garden Room shop that is necessary to provide our clients with the products and services they have requested or agreed to and we will always act in a transparent, open manner with our clients about their personal data.

The Coach House Garden Rooms Privacy Notice Scope

This privacy notice is applicable to every individual that:

  • Accesses the Coach House Garden Rooms website
  • Purchases any of the Coach House Garden Rooms services or orders products in the online Store
  • Books events or sends queries using the Coach House Garden Rooms contact query forms

 

How We Collect and Use Your Personal Information

The following sections outline how we collect and use personal information.

Collection and Use of Information on the Coach House Garden Rooms website 

We may collect the following personal information from users who visit our website or visit us in person:

  • Contact information such as name, email address, mailing address, phone number, IP address
  • Unique identifiers such as user name and password (website and online services)
  • Information about your business such as company name and job title

We use this information to:

  • Assess the needs of your business to determine suitable products
  • Send you requested product or service information
  • Respond to customer service requests
  • Send you marketing communications and information
  • Respond to your inquiries to us
  • Improve our website and marketing efforts
  • Conduct research and analysis

User Data Supplementation

We will from time to time conduct marketing using information we have already collected to help us ensure the data is accurate and complete. We will retain your information for as long as your account is active or as needed to provide you with our services, fulfil our services to you and to offer our services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

When you browse our website and use our services, bookings and enquiry forms or online store we automatically collect information on the type of device you use and the operating system version.

We will send you push notifications from time-to-time in order to update you about any events or promotions that we may be running. If you no longer wish to receive these types of communications, you may turn them off at your discretion on your device(s). To ensure you receive proper notifications, we will need to collect certain information about your device such as its operating system and user identification information.

We do not ask for, access, or track any location-based information from your mobile device at any time while using our services.

We use analytics software to allow us to better understand the functionality of our website on your mobile phone. This software may record information such as how often you use the website, the events that occur within you browsing the website, aggregated usage and performance data. We do not link the information we store within the analytics software to any personally identifiable information you submit within the website.

Collection and Use of Information in our website or booking system or shop ordering platforms

We only collect information under the direction of you, and this may include your individual personal data as related to an order, a booking or other service(s) on our website or in person that is processed. Through these processes and website services we collect the following kinds of personal information:

  • Contact information such as name, email address, mailing address, phone number, job title
  • Unique Identifiers for our website such as user name and password
  • Information about your business such as company name and business type

We use this information to:

  • Submit notifications, warnings and updates to individuals about their order or booking status, or their account
  • Assess system health, volume metrics, and performance data
  • Send requested product or service information
  • Respond to customer service requests
  • Administer accounts
  • Send marketing information, special communications or notifications

 

How We Disclose Your Personal Information

We will share your personal information with validated third parties only in the ways that are described in this privacy statement. We do not at any time sell your personal information to any third parties.

Service Providers and Sub-Processors of Payments and Forms

We may provide your personal information to companies that provide services to help us with our business activities such as submitting promotional email communications and order processing, confirmation and delivery dispatch to you on the behalf of us. For a seamless customer experience when ordering or booking services on our website, these companies are authorised to use your personal information only as necessary to provide these services to us. We may transfer personal information to companies that help us provide our service to you also. Transfers to subsequent third parties are covered by the provisions in this policy regarding notice and choice and the service agreements with our clients.

Legal Disclaimer

We may also disclose your personal information:

  • as required by law, such as to comply with a legal process if ever needed
  • when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request or
  • to any other third party with your prior consent to do so.

If we are involved in a merger, acquisition, or sale of all or a portion of our business, you will be notified via email and/or it will be notified on a prominent notice on our website of any change in ownership or change of use of your personal information, as well as any choices you may have regarding your personal information.

Use of Cookies

We use Google Analytics to monitor our overall website traffic trends, system performance, and other metrics. To learn more about Google Analytics, see the Google Partner Privacy Policy at https://www.google.com/policies/privacy/partners/.

We and our marketing partners, and analytics or service providers use cookies or similar technologies to look at trends, administer the site, track user movements through the site, and gather demographic information about our user base as a whole.

We use cookies to remember user-specific settings, such as language preference and authentication, while our users are using the service of our website. Users can control the use of cookies at the browser level. If they choose to reject cookies, they can still use our website, but may find that their ability to use some features or areas of the website or our service is limited.

Like most websites, the service gathers certain information and stores it automatically in log files. This helps us ensure we give a great user experience, monitor site traffic, referrals, exit patterns, browser and operating system trends.

While we may compile aggregate data related to our website and how  client usage as a group, we will never disclose and such aggregated data to third parties to the extent that a client could ever be identified as the source of the data – no personally identifiable information will be used, tracked or stored in this such case. 

How Long We Retain Your Personal Information

We will retain personal data we hold on behalf of our active clients to provide services to this client. 

We will retain and use this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

When an account is closed or decommissioned, the data will be deleted in 60 days.

 

Personal Information Transfers Outside of New Zealand

We rely on best practise payment transfer organisations and their processes and governance who are certified for their compliance with the Australian, US, UK, EU-U.S. Privacy Framework and the Swiss-U.S. Privacy Framework to protect personal data. 

We comply with the privacy principles as outlined for e-commerce in New Zealand and for all onward transfers of personal data including the onward transfer liability provisions.

With respect to personal data received or transferred we are subject to the regulatory framework and governance of New Zealand and the Privacy Commission. In certain situations, we may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

We have further committed to cooperate with overseas data protection authorities (DPAs) applicable for the EU, Swiss Federal Data Protection and Information Commissioner for Swiss nationals.

How We Protect Your Personal Information

We use physical, electronic and procedural safeguards to protect against unauthorised use, access, modification, destruction, disclosure, loss, or theft of your personal information.

The security of your personal information is important to us. When you enter sensitive information (such as login credentials) we encrypt the transmission of that information using secure socket layer technology (SSL). We follow generally accepted standards to protect the personal information submitted to us, both during transmission (from your computer, servers and through tour servers) and once we receive it. If you have any specific questions about security or technical safeguards on our website, you can contact us directly on info@thecoachhousegardenrooms.co.nz. 

Who is in charge of Your Information held on our website

We are – while you browse, order and look through our website it is our responsibility to ensure all necessary processes are in place to protect your information. Rest assured, we have a robust privacy program in place.  If you have any questions – please contact us. 

Rights about your Personal Information

  • You have the right to require us to:
  • provide you with further details on how we use your personal information
  • provide you with a copy of information that we hold about you
  • update any inaccuracies in the personal data we hold
  • delete any personal data that we no longer have a lawful ground to use
  • where processing is based on consent, to withdraw your consent so that we stop that particular processing
  • object to any processing based on the legitimate interests ground unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights – and
  • restrict how we use your information whilst a complaint is being investigated.

You may also ask us not to process your personal data for marketing purposes. We will inform you if we intend to disclose your information to any third-party service provider for this purpose. You can exercise your right to prevent such processing at any time by contacting us.

We are also required to take reasonable steps to ensure that your personal data remains accurate. In order to assist us with this, please let us know of any changes to the personal data that you have provided to us by contacting us at: info@thecoachhousegardenrooms.co.nz

 

If you are not satisfied with our use of your personal data or our response to these rights, you have the right to understand your rights and to complain to the relevant New Zealand authority – The Privacy Commissioner. For any questions, you can get in touch with us  or see your rights https://www.privacy.org.nz/ 

 

Notification about Privacy Breaches

We have a process in place to handle privacy breaches that involves (but is not limited to) reporting the breach, containing the breach and assessing the extent and Impact of the Privacy Breach.

What does this mean to you… In the case of a privacy breach on our website, we will, not later than 72 hours after having become aware of it, notify the data breach to you and to the relevant New Zealand authorities. When a personal data breach is likely to result in a high risk to your rights, we will always communicate to you without undue delay.

We are a small, dedicated team so we are responsible and committed to your data protection all of the time. We are also responsible for maintaining and applying our data protection processes and procedures.

Changes to the Coach House Garden Rooms Privacy Policy

We may update this privacy statement to reflect changes to our information practices and align to best practise and legal needs. We will always indicate at the top of the Privacy Statement when it was most recently updated. All changes are effective immediately when they are posted and apply to all access to and use of our website from that point in time.

If we make any material changes we will notify you by email (sent to the e-mail address specified in your account) should you have one or by means of a notice on our website prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Form Submission Security on our Website
When you use The Coach House Garden Rooms website to submit a product order or enquiry form, book an event on the calendar on this website or carry out a simple site search via our website, a secure server is used. We use industry standard data encryption for transmission of any personal information including credit card details you provide online when placing an order or booking. 

Known as SSL (Secure Sockets Layer) protocol, you can check this is active by looking for the padlock symbol on your browsers website address line. SSL allows a secure connection between your web browser and our web server, using a private (or secret) key to encrypt the information.

Contact Information

Your privacy is extremely important to us. Please send all privacy concerns to info@thecoachhousegardenrooms.co.nz

Or drop us a snail mail to The Coach House Garden Rooms, PO Box 7497, Taradale, Napier, New Zealand.

 

Alternatively refer to your rights and further guidance, information and avenues available to raise concerns or lodge a complaint under the NZ Privacy Commissioner.