Privacy Policy

Our privacy policy below serves to explain our practices regarding the personal information we collect from you or about you; on our website (www.flaxmillbay.co.nz), through written or verbal communications with us, through our booking management platform (Seekom) or through third party sources.

Your Consent

By using this website, or enquiring or making a booking with us, you consent to the collection and use of this information by Flaxmill. If we decide to change our privacy policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it and under what circumstances we disclose it.

This policy was last reviewed on 1 December 2020.

What personal information do we collect and how do we use it?

“Personal information” is information that is associated with your name or personal identity. This may include your name, contact phone number(s), email address, postal address, country, names of other guests staying onsite and reservation information. We require this information in order to:

– Respond and follow-up to a booking enquiry you have initiated either via our website, over the phone, by direct email to us or through a third party Channel

– Create and manage a booking in your name through Seekom’s iBex platform (refer to the next section)

– Communicate with you with regards to; your booking pre-arrival; follow up on your guest experience post-departure; or to let you know of seasonal updates to Flaxmill that may be of interest to you

You have the right to ask for a copy of the personal information we hold about you. You can also ask for it to be updated or deleted. To do so, please contact us at: inquiries@flaxmillbay.co.nz or on +64 7 866 2386

Protecting your personal information

As required by the Privacy Act 2000, we follow strict security procedures in the storage and disclosure of personal information, which you have given us, to prevent unauthorised access. Only Flaxmill staff and contractors can access this data through password encrypted logins for each service below.

On our website

The contact details that you provided to us when sending an enquiry through any Contact Form on our website, are stored for a time on our secure web server. This is to ascertain the performance of our sales conversion from enquiry to booking and is routinely deleted. The personal information stored includes; your name, email address and contact phone number. 

Online bookings made through our website are processed through our booking management platform, Seekom (refer below).

On Seekom’s Ibex Platform

We use Seekom’s iBex platform in order to manage reservations and your personal data in a secure way. Seekom is a technology service to help us manage our business and is committed to improving the user experience for our customers. iBex stores your personal data which may include name, email address, home address, phone number and reservation details. For further details, please see Seekom’s privacy policy.

Additionally iBex utilises Hotjar in order to better understand our online users’ needs and to optimise this service and experience. Hotjar uses cookies and other technologies to collect data on our online visitors’ behaviour. This may include device type, screen size IP address (captured and stored only in anonymized form), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymized user profile. Neither Seekom, Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy.

You can opt-out of the creation of a user profile, storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

Third Parties

We have contracted with third parties that have met industry-standards for security. This includes external booking channels such as Airbnb, Expedia and Booking.com and MailChimp. These channels have their own rigorous security and privacy protection processes to an international standard.

For NZ bookings relating to Big Toe Foundation (BTF), we may share information provided by you to BTF, however this is solely for the purposes of facilitating your booking or acquiring subsequent feedback about your stay/event.

Other than above, Flaxmill will not disclose, sell or rent your personal information to a third party except in the following circumstances, as required by law:

i) To respond to duly authorised information requests of governmental authorities
ii) To comply with any law, regulation, or court order
iii) To help prevent fraud or to enforce or protect the rights and properties of Flaxmill Bay Hideaway Ltd. or to protect the personal safety of its employees

What other information do we collect?

We do collect some “non-personal information” from our web visitors and guests. This is aggregated data collected for the purposes of marketing, referral sources, improvements to guest experiences and to provide aggregated statistics about our bookings to Statistics New Zealand.

This data does not include any personally identifying information. Some of this information is collected within Seekom, some through cookies as per the following section.

Our cookie policy

Cookies are small text files that are stored on your computer or mobile device when you visit a website. Flaxmill has online marketing tools that use a combination of cookies for the purposes of enabling a more efficient visitor experience while you are using our site and to determine the effectiveness of our marketing. These include:

Google Analytics – uses cookies for statistic measurement of our website. These cookies give us aggregated, non-personal information that we use to monitor our website performance, count page visits, count reservation enquiries, spot technical errors as well as general demographic information (e.g. country, language, age, gender, interests).

Targeting or Remarketing – these cookies let us build an anonymous list of visitors who have been to our website. As a result, we can serve you our ads on other websites you’re looking at.

If you want to remove or block cookies from your computer or device at any time, you can set your browser to block cookies in the settings (consult your browser’s “help” menu to learn how). If you would like more information about cookies, it can be found at https://ico.org.uk/for-organisations/guide-to-pecr/cookies-and-similar-technologies/

Please be aware that deleting or disabling cookies may affect your ability to perform certain transactions or functions on this and other websites.

Links to other websites and services

Our website contains links to other websites of interest. These websites are not under our control and we cannot be responsible for the protection and privacy of any information which you provide while visiting them and these sites are not governed by this privacy policy.

We take no responsibility for linked websites, their content or the accuracy of their information and provide these links solely for the convenience and information of our web visitors.