Privacy Policy

Statement of Privacy Principles

Rooms Online is committed to ensuring that all customer’s privacy is protected. We recognise and acknowledge the need for appropriate protection of all personal information provided by our customers to us.

The purpose of this Privacy Policy is therefore to ensure the integrity of your data is maintained, whilst providing you with the highest level of hospitality and services.

Consent

By entering and using our Rooms Online Website, herein referred to as ‘Website’, you consent to the collection, use and retention of your personal information for our legitimate business purposes as explained and set out in this Privacy Policy.

Collection, Use and Retention of Information

We collect, use and retain information about you only if we reasonably believe it is justified, required and useful in order to conduct our business effectively and to provide you with information about products and services we believe will be of interest to you, or have been requested by you.

The criteria used to determine our retention periods include:

  • The length of time we have an ongoing relationship with you and provide any services to you.
  • Whether there is a legal obligation to which we are subject to.
  • Whether retention is advisable considering our legal position (such as, for statutes of limitations, litigation or regulatory investigations).

Information may be collected when you:

  • Use an enquiry form on the Website
  • Email or phone us

Type of Information Collected

The type of personal information we collect about you will depend on what services you use on the Website. This may include collecting your name and address, your email address, your contact address, company details, and whatever other information you choose to supply to us.

Our web server collects the following types of information for statistical purposes about customers to the Website:

  • Number of people who visit the Website
  • Date and time of visits
  • Number of pages viewed and length of time on the Website
  • Content viewed
  • Country or region of people visiting the Website
  • Traffic patterns
  • Name of the referring website (if relevant)

All of the web server data is anonymous and Rooms Online will make no attempt to identify users or their browsing activities. The purpose of this information is to evaluate the performance of the Website and to improve the content and capabilities for its customers.

Protection of Information

We maintain appropriate security standards and procedures in relation to the collection, use and retention of your information in order to prevent unauthorised access or disclosure.

Your information is disclosed to our employees on “a need to know” basis and we confirm that all such persons understand the importance of client confidentiality and privacy. All employees are bound by our internal confidentiality policy as part of their employment agreements.

Should you contact us, our security procedures mean that we may request proof of identity before we are able to disclose any information to you.

Purpose and Use of Information Collected

All personal information collected by Rooms Online will be used for our legitimate business interests.

We use personal data to provide services including:

  • To provide relevant promotions and information which may be based on data you have provided and/or on your history with us as a customer.
  • We will use personal data to manage our contractual relationship with you, because we have a legitimate interest to do so and/or to comply with a legal obligation.
  • Business Purposes: we may use personal data for data analysis, audits, security and fraud monitoring and prevention, developing new goods and services, enhancing, improving or modifying our services, identifying usage trends, determining the effectiveness of our promotional campaigns and operating and expanding our business activities.

Updating, Maintenance and Accuracy of your Information

It is the intention of Rooms Online to ensure that all information held relating to you is kept up-to-date, accurate and complete.

Please contact us at marketing@motivegroup.nz should your personal details require changing or updating. We may require further identification to be able to process your request.

Access to your Information

If you wish to exercise your right to seek access to the personal information held by us, please contact us at marketing@motivegroup.nz with your request. We may require further identification to be able to process your request.

We will aim to respond to requests from you to access your information in an efficient and timely manner.

Removing your Information

Please contact us at marketing@motivegroup.nz should you wish your personal information to be removed from all databases. We may require further identification to be able to process your request.

Please note that we are required legally to retain operational data relating to transactions for seven (7) years as per New Zealand taxation legislation.

Cookies

Our Website may employ the use of “Cookies”. These are small pieces of information that are stored by your browser on your computer’s hard drive and which track and report back information about you to us. Most browsers automatically accept Cookies, but you can usually change your browser to prevent that if you wish.

Disclosure to Third Parties

We do not disclose your personal information to any third party without your consent, except when necessary to protect against fraud or any other crime (usually by providing such information to a reputable reporting organisation) or in the unlikely event that we sell our business to the purchaser of that business.

We do however disclose personal data to third-party service providers for the purposes described in this Privacy Policy. Examples of service providers include companies that provide website hosting, data analysis, order fulfilment, information technology and related infrastructure provision, customer service, email delivery, and marketing.

We may in addition from time to time share non-personal, non-individual information in aggregate form with third parties for business purposes. For example we may inform our business partners the number of customers in certain demographic groups who purchased certain goods or services. This does not involve the disclosure of any personal information which can identify any particular customer in any way.

Hyperlinked Websites

The Website may contain hyperlinks which may enable you to leave the Website. Your linking to any websites is at your sole risk and subject to the terms and conditions of those sites.

In addition, you agree not to link your websites or any other third party website to the Website without the express prior written consent of Rooms Online.

Questions or Comments

If you have any questions or comments about our Privacy Policy, please contact us and we will respond as soon as possible. Please also contact us if you believe someone has gained access to your personal information, or if you believe we have breached our privacy obligations or your privacy rights in any way.

Chief Privacy Officer
Rooms Online
PO Box 6069
Wellington
New Zealand
marketing@motivegroup.nz

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