Privacy Policy
Company Registration: 784236915 | GST Number: 128-476-395
Effective date: 1 June 2025
1. Introduction
("we", "us" or "our") operates the Velmorian Estate House property and the website located at velmorianestatehouse.com (the "Website"). We are committed to protecting the privacy and personal information of everyone who visits our Website or contacts us through it.
This Privacy Policy explains what personal information we collect when you use the Website, why we collect it, how we use and protect it, with whom we may share it, and what rights you have in relation to it. It applies solely to personal information collected through the Website and related online enquiry or reservation-request processes.
We handle personal information in accordance with the Privacy Act 2020 (New Zealand) and the Information Privacy Principles ("IPPs") contained within it. Where relevant, we also have regard to the guidance published by the Office of the Privacy Commissioner of New Zealand.
2. Data Controller
The data controller responsible for the personal information described in this Policy is:
| Legal entity | |
|---|---|
| Registered address | |
| Company number | 784236915 |
| GST number | 128-476-395 |
| Privacy contact email | info@velmorianestatehouse.com |
If you have any questions about this Policy or the way we handle your personal information, please contact us at the email address above.
3. Personal Information We Collect
We collect only the personal information that is reasonably necessary for us to respond to your enquiries, process reservation requests and operate the Website effectively. The categories of personal information we may collect are set out below.
3.1 Contact and Reservation-Request Information
When you complete an enquiry form, reservation request form or contact us by email through the Website, we collect information you provide directly, which may include:
- Full name
- Email address
- Telephone number
- Postal or billing address
- Preferred arrival and departure dates
- Room type or suite preference
- Number of guests
- Special requests or accessibility requirements you choose to share with us
- Any other information you voluntarily include in a free-text message field
3.2 Device and Technical Information
When you visit the Website, our servers and associated technologies automatically record certain technical information about your device and browsing session. This may include:
- Internet Protocol (IP) address
- Browser type and version
- Operating system and device type
- Referring website URL
- Pages visited on the Website and time spent on each page
- Date and time of your visit
- Clickstream data
This technical information is used in aggregate or pseudonymous form to monitor Website performance, diagnose technical issues and improve the user experience. It is not routinely used to identify individual visitors.
3.3 Cookie and Consent Data
The Website uses cookies and similar tracking technologies. A cookie is a small text file stored on your device when you visit a website. We use the following categories of cookies:
| Cookie Category | Purpose | Legal Basis |
|---|---|---|
| Strictly necessary | Essential for the Website to function, including maintaining your session and enabling secure form submission. | Legitimate interests / necessity |
| Functional / preference | Remember your choices and settings to improve your experience on return visits. | Consent |
| Analytics / performance | Collect anonymised or pseudonymous data on how visitors use the Website so we can improve its content and navigation. | Consent |
Where we rely on your consent to place non-essential cookies, we will present a cookie consent notice when you first visit the Website. You may withdraw or adjust your cookie preferences at any time by updating your browser settings to block or delete cookies. Please note that disabling strictly necessary cookies may affect the functionality of certain pages.
3.4 Special-Category Personal Data
We do not intentionally collect or solicit special-category personal data through the Website. If you voluntarily disclose special-category personal data in a free-text field (for example, an accessibility requirement), we will treat it with the highest degree of care, use it solely to fulfil your request and will not retain it beyond the period needed to do so. We ask that you share only information that is strictly necessary for us to assist you.
3.5 Age Requirement — Casino Facilities
Access to casino facilities at Velmorian Estate House is restricted to guests who are aged 18 years or older. The Website does not knowingly collect personal information from individuals under the age of 18. If you believe a person under 18 has submitted personal information to us through the Website, please contact us at info@velmorianestatehouse.com so that we may delete that information promptly.
4. Purposes of Collection and Legal Bases for Processing
We collect and use personal information only for purposes that are lawful and directly related to our hotel and property operations. The table below sets out the main purposes for which we process your personal information and the corresponding legal basis under the Privacy Act 2020.
| Purpose | Types of Information Used | Legal Basis |
|---|---|---|
| Responding to general enquiries submitted through the Website | Contact information, message content | Necessary to take steps at your request / legitimate interests |
| Processing and managing accommodation reservation requests | Contact information, stay preferences, special requests | Necessary for the performance of a contract or pre-contractual steps |
| Sending confirmation, follow-up and administrative communications related to your reservation request | Contact information | Necessary for the performance of a contract |
| Maintaining and improving the Website, diagnosing technical issues | Device and technical information | Legitimate interests |
| Analysing aggregated usage statistics to improve content and user experience | Anonymised or pseudonymous analytics data | Legitimate interests / consent (for analytics cookies) |
| Complying with legal obligations, including record-keeping and responding to lawful requests from public authorities | Any personal information relevant to the obligation | Compliance with a legal obligation |
| Preventing fraud and ensuring the security of the Website and our systems | Device and technical information, IP address | Legitimate interests / legal obligation |
| Sending promotional communications about the property and its offerings (only where you have opted in) | Contact information | Consent |
Where we rely on legitimate interests as a legal basis, we have assessed that our interests do not override your privacy rights and freedoms in the circumstances. You may contact us if you would like further information about that assessment.
Where we rely on consent, you may withdraw your consent at any time without affecting the lawfulness of processing that took place before withdrawal. To withdraw consent, please contact us at info@velmorianestatehouse.com or, in the case of cookies, adjust your browser settings.
5. Disclosure of Personal Information
We do not sell, rent or trade your personal information to third parties. We may disclose personal information to the following categories of recipients where necessary for the purposes described in this Policy:
5.1 Service Providers and Technology Partners
We engage carefully selected third-party organisations that provide services on our behalf, including website hosting, IT infrastructure, email delivery and analytics. These parties act as our processors and are permitted to use your personal information only to provide the services we have engaged them to perform, under confidentiality obligations consistent with this Policy.
5.2 Professional Advisers
We may share personal information with our legal, accounting or audit advisers where necessary to obtain professional advice or to defend or exercise legal rights, subject to applicable professional privilege and confidentiality obligations.
5.3 Regulatory and Law Enforcement Authorities
We may disclose personal information to government bodies, regulators or law enforcement agencies where we are required to do so by law, court order or regulatory requirement, or where disclosure is necessary to protect the rights, property or safety of , our guests or the public.
5.4 Business Transfers
In the event of a merger, acquisition, restructure or sale of all or part of our business, personal information held by us may be transferred to the relevant successor entity. We will take reasonable steps to ensure that your personal information remains protected in accordance with this Policy following any such transfer.
5.5 With Your Consent
We may share your personal information with other third parties where you have given us your express consent to do so.
6. International Transfers of Personal Information
is based in New Zealand. Some of the third-party service providers we use to operate the Website may store or process personal information outside New Zealand, including in countries that may have different data-protection standards.
Where personal information is transferred outside New Zealand, we take steps to ensure that appropriate protections are in place consistent with the Privacy Act 2020, including by assessing whether the receiving country provides comparable privacy safeguards, or by relying on contractual arrangements that require the recipient to protect your personal information to a standard comparable to that required under New Zealand law.
By using the Website and submitting personal information to us, you acknowledge that your information may be transferred to and processed in countries outside New Zealand as described above.
7. Retention of Personal Information
We retain personal information only for as long as is reasonably necessary to fulfil the purposes for which it was collected, or as required by applicable law or regulation. The following general retention guidelines apply:
| Type of Information | Typical Retention Period |
|---|---|
| General enquiry communications | Up to 12 months from the date of the enquiry, unless a reservation or ongoing relationship follows |
| Reservation-request records (including pre-contractual correspondence) | 7 years from the date of the reservation or last stay, in line with general business record-keeping obligations |
| Financial and billing records | 7 years from the relevant transaction date, in accordance with New Zealand tax and financial reporting obligations |
| Website technical and server logs | Up to 12 months, then deleted or anonymised |
| Cookie consent records | Duration of the relevant cookie or until consent is withdrawn, whichever is sooner |
| Marketing consent and communications | Until you unsubscribe or withdraw consent, plus a reasonable period for record-keeping purposes |
When personal information is no longer required, we securely delete or anonymise it in a manner that prevents reconstruction or identification.
8. Security of Personal Information
We take the security of your personal information seriously and implement reasonable technical and organisational measures designed to protect it against unauthorised access, disclosure, alteration, loss or destruction. These measures include:
- Secure Socket Layer (SSL) / Transport Layer Security (TLS) encryption for data transmitted between your browser and the Website
- Access controls that restrict access to personal information to authorised staff and contractors on a need-to-know basis
- Regular review of our information security practices
- Confidentiality obligations imposed on staff and third-party service providers
While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security, and we encourage you to take care when transmitting personal information online.
In the event of a privacy breach that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as required under the Privacy Act 2020.
9. Your Privacy Rights
Under the Privacy Act 2020, you have the following rights in relation to personal information we hold about you:
9.1 Right of Access
You have the right to request access to the personal information we hold about you. We will provide you with a copy of that information, subject to any exceptions permitted under the Privacy Act 2020 (for example, where disclosure would unreasonably prejudice the privacy of another individual).
9.2 Right of Correction
If you believe that personal information we hold about you is inaccurate, incomplete, out of date or misleading, you have the right to request that we correct it. We will take reasonable steps to correct the information or, where we decline to do so, to attach a statement of your correction request to the relevant record.
9.3 Right to Withdraw Consent
Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing carried out before withdrawal.
9.4 Right to Object to Direct Marketing
You may opt out of receiving promotional or marketing communications from us at any time by following the unsubscribe instructions in any such communication or by contacting us directly at info@velmorianestatehouse.com.
9.5 How to Exercise Your Rights
To exercise any of your rights, please contact us by email at info@velmorianestatehouse.com, clearly describing your request. We will respond within a reasonable timeframe and no later than the period required by applicable law. We may need to verify your identity before processing your request.
We will not charge a fee for handling an access or correction request unless the request is excessive or repetitive, in which case we will notify you of any charge before proceeding.
10. Complaints
If you have a concern or complaint about the way we have handled your personal information, we encourage you to contact us in the first instance so that we have the opportunity to address your concern:
Privacy enquiries: info@velmorianestatehouse.com
Postal address: Privacy Officer, ,
We will acknowledge your complaint promptly and endeavour to respond substantively within 20 working days.
If you are not satisfied with our response, or if you prefer to raise your concern directly with the regulator, you have the right to lodge a complaint with the Office of the Privacy Commissioner of New Zealand:
- Website: www.privacy.org.nz
- Online complaint form: Available through the Office of the Privacy Commissioner website
The Office of the Privacy Commissioner is the independent government body responsible for administering the Privacy Act 2020 in New Zealand and can investigate complaints, provide guidance and, where appropriate, issue compliance notices.
11. Third-Party Links
The Website may contain links to external websites operated by third parties. This Privacy Policy does not apply to those websites, and we are not responsible for the privacy practices of any third-party site. We encourage you to review the privacy policies of any external websites you visit before providing personal information to them.
12. Responsible Gaming and Related Resources
Our casino facilities are available exclusively to guests aged 18 and over. New Zealand law and public policy provide frameworks for responsible gaming. If you or someone you know is seeking information or self-exclusion tools in connection with gaming, the following independent public resource may be of assistance:
- The Department of Internal Affairs — Gambling: The Department administers gambling regulation in New Zealand and publishes guidance on responsible gaming and self-exclusion options. Further information is available at www.dia.govt.nz.
Any personal information you provide in connection with self-exclusion or responsible gaming requests made directly to us through the Website will be treated in accordance with this Privacy Policy, with particular care and confidentiality.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, the Website, or applicable law. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify you by email or by a prominent notice on the Website.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information. Continued use of the Website after any changes to this Policy constitutes your acknowledgement of the updated terms.
14. Governing Law
This Privacy Policy is governed by and construed in accordance with the laws of New Zealand, including the Privacy Act 2020. Any dispute arising in connection with this Policy or the handling of your personal information shall be subject to the jurisdiction of the courts of New Zealand.
15. Contact Us
If you have any questions, requests or concerns about this Privacy Policy or our privacy practices, please contact us:
| Entity | |
|---|---|
| Address | |
| info@velmorianestatehouse.com | |
| Website | www.velmorianestatehouse.com |