Who handles your information
Obsidian Alcove is responsible for the personal information collected through this website and in our event-planning correspondence. You can contact us at [email protected], on +64 7 885 2139, or at Office 14, 526 Victoria Street, Hamilton, New Zealand.
Information you provide
Our enquiry form collects your name, email, phone number, company, event type, preferred event date, location, guest numbers, estimated budget and the details you write about your event. Company and budget are optional. We also receive information you send in later correspondence.
We use these details to answer your enquiry, check venue requirements, plan the programme and organise your booking. The form needs the required fields to process your enquiry; you can also contact us by phone or email. We do not add enquirers to marketing lists.
How information is used and shared
Enquiries are sent to our email address and accessed by people handling your enquiry or event. Hosting and email providers process the website data and correspondence, including connection and security records such as IP addresses, request times and browser information.
For confirmed events, we share the details needed by the event team, venue contact and suppliers. We do not sell enquiry information or use it for unrelated advertising. We may also disclose information where New Zealand law permits or requires it.
Information about another person
Please provide another person’s details only when necessary for the event and you have authority to do so. Where we collect personal information indirectly, we will take the notification steps required by information privacy principle 3A, unless a legal exception applies. We may contact the person to explain what was collected and why.
Overseas processing
Hosting and email processing may take place outside New Zealand. A service provider that handles information solely on our behalf is treated differently from an overseas recipient using it for its own purposes. When information is disclosed to a separate overseas recipient, we apply the safeguards required by information privacy principle 12, including a reasonable basis for believing comparable protection is in place or another permitted basis for disclosure.
Security and retention
We restrict access to event information and protect the accounts that hold it with access controls. Please leave payment-card details and other unnecessary sensitive information out of your enquiry.
Enquiries that do not lead to a booking are retained for up to 24 months after the last meaningful contact. Event-planning correspondence is retained for up to 24 months after the event. Contract and accounting records are retained for seven years where needed for record-keeping, legal or tax obligations. Information relevant to an unresolved dispute may be retained until it is resolved. We then delete or anonymise information no longer needed.
Access, correction and privacy concerns
Under the Privacy Act 2020, you can ask for access to your personal information and request a correction. Email us with enough detail to identify your enquiry and the information requested. We may verify your identity before releasing information. We respond within the time limits that apply under the Act and explain any lawful refusal. If a requested correction is not made, you can ask us to attach a statement of the correction you sought.
You can also ask us to stop retaining information that is no longer needed. We assess that request against our remaining legal and operational obligations. If you are concerned about our handling of your information, contact us first. You may also contact the Office of the Privacy Commissioner.
Cookies and updates
Our Cookie Policy explains the single cookie used to remember your choice. We do not use analytics or advertising cookies.
We may update this policy when our services or obligations change. The effective date at the top identifies the current version.