Who is responsible for enquiries
Board Beat holds the information you provide for its event organisation service. Our business address is Suite 4.2, 342 Lambton Quay, Wellington Central, Wellington, New Zealand. For privacy questions, access or correction requests, contact [email protected] or call +64 4 774 3298. The separate owner-details block records the supplied ownership particulars; it does not identify a separate enquiry recipient.
Information we collect
The enquiry form requires your name, email address, phone number, event type and a message. Company name, event date, location, guest count and estimated budget are optional. We use these details to respond, understand your brief, discuss availability and prepare a proposal. If required details are not provided, the form cannot be sent; you may contact us directly instead.
We do not request payment card details, identity documents or guest health information through this form. Please provide only information relevant to your enquiry. If you share another person’s details, do so with appropriate authority. Where we collect personal information indirectly, we will provide the notification required by information privacy principle 3A unless an applicable exception permits otherwise.
Website and enquiry processing
The form uses an essential session cookie named boardbeat_session to protect the submission and retain limited security state. Contact and event details are sent through the hosting mail system to [email protected]. The application does not write enquiry contents into a public file or a customer database. Your details are held in the resulting business correspondence and any subsequent event records.
Hosting systems may process technical information such as IP addresses, request times, requested pages and browser information for operation and security. We do not use those technical records to build advertising profiles. Our website stores your privacy choices in your browser as explained in the Cookie & Tracking Notice.
How we use and share information
We use enquiry information for communication, proposals, event planning, administration and responding to concerns. The team handling the enquiry and service providers supporting hosting and email may process it for those purposes. Relevant details may be shared with a venue or supplier where necessary to develop or deliver your agreed event; we limit that sharing to what is needed.
We do not sell enquiry information or automatically add enquirers to marketing lists. We may disclose information where you authorise it or where disclosure is otherwise permitted or required by law. An enquiry is not consent to unrelated advertising.
Overseas processing
Our business may need to use service providers that process information outside New Zealand. Before making a disclosure to an overseas recipient, we assess the applicable obligations under information privacy principle 12, including comparable safeguards or another lawful basis where required. Processing by a provider acting solely as our agent is assessed according to the actual arrangement. Contact us if you need information about the handling of your particular enquiry.
Security and retention
We use measures appropriate to the information and its purpose, including restricted access to business correspondence and form protections against unauthorised submissions. No online transmission or storage method is risk-free. We ask that sensitive information be discussed through an appropriate channel rather than placed in the open enquiry field.
We retain enquiries and event records for as long as they are reasonably needed for responding, performing agreed services, handling complaints or meeting legal obligations. Records that are no longer needed are deleted or de-identified as appropriate. The browser preference record expires after 180 days; the enquiry session cookie expires when the browser session ends. Session records are subject to the hosting system’s cleanup process.
Your access and correction rights
You can ask what personal information we hold about you and request access or correction. Email [email protected] with enough detail to identify the relevant correspondence. We may need to verify your identity before releasing information. We will respond in accordance with the Privacy Act 2020 and explain any lawful reason for refusing a request.
If you are concerned about our handling of information, contact us first so we can consider the issue. You may also complain to the Office of the Privacy Commissioner. If a privacy breach has caused, or is likely to cause, serious harm, we will notify the Commissioner and affected people as required by law.
Optional services and marketing
No external analytics or advertising tags are currently connected to this website. The privacy controls record your preferences and keep optional categories off by default. If optional services are introduced, the notice and implementation must describe the actual processing before activation. Choosing optional categories today does not itself load a tracking service.
If Google services are used in future, relevant information is available at How Google uses information from sites or apps and Google business privacy. You can reopen Privacy & cookie settings in the footer to change or withdraw your choices.
Any future marketing communications require an appropriate consent basis and must identify the sender and provide a functional unsubscribe. We do not treat an event enquiry as that consent. Updates to this statement will show a revised effective date.