Privacy Policy

Introduction

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Te Ramaroa Limited ("we", "us", "our") operates the website teramaroa.nz and organises a free outdoor bi-annual festival in Nelson celebrating art, technology, community and the wonder of light.
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This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website or interact with our services. We are committed to protecting your privacy and handling your data transparently and responsibly in accordance with the Privacy Act 2020.
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When we refer to "you" or "visitor", we mean anyone using our website or services. "Personal information" means any information that relates to you or from which you can be identified.

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1. Information we collect

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1.1 Information You Provide Directly

We collect information when you:
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• Subscribe to our newsletter or mailing list
• Submit an enquiry or contact form
• Register for festival updates or alerts
• Participate in surveys or provide feedback
• Apply to be a vendor, performer, or volunteer
• Purchase tickets or merchandise (if applicable)
• Interact with us on social media
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This may include your name, email address, phone number, postal address, and any other information you choose to provide.
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1.2 Information Collected Automatically

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When you visit our website, we automatically collect:
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• Device information (device type, operating system, browser type)
• IP address and approximate location
• Pages visited and time spent on our site
• Referring website or source
• Date and time of your visit
• Clickstream data and browsing behaviour

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1.3 Cookies and Tracking Technologies

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We use cookies and similar technologies to enhance your experience and analyze website usage. See Section 9 for detailed information about our cookie usage.

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1.4 Children's Privacy

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We do not knowingly collect personal information from children under 16 years of age. If you believe a child has provided us with personal information, please contact us immediately at communications@teramaroa.nz and we will delete such information promptly.

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2. How we use your information

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We use your personal information for the following purposes:

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2.1 Service Delivery

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• To respond to your enquiries and provide requested information
• To send festival updates, alerts, and newsletters you've subscribed to
• To process applications (vendors, performers, volunteers)
• To manage ticket sales or merchandise orders
• To communicate important information about the festival

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2.2 Website Improvement

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• To analyse how visitors use our website
• To improve website functionality and user experience
• To identify and fix technical issues
• To conduct research and analytics

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2.3 Marketing and Communications

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• To send you marketing communications about our festival and related events (only if you've opted in or are an existing contact)
• To personalise content and suggestions based on your interests
• To keep you informed about upcoming festivals and initiatives

2.4 Legal and Safety

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• To comply with legal obligations
• To protect our rights and property
• To prevent fraud or misuse of our services
• To respond to law enforcement requests where required by law

2.5 Legal Basis for Processing

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Under the Privacy Act 2020, we process your personal information based on:
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• Your consent (where you've opted in to communications or services)
• Legitimate interests (to operate our festival and improve our services)
• Legal obligations (to comply with New Zealand law)

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3. How we store and protect your personal information

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3.1 Data Security

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We are committed to ensuring your personal information is kept secure and confidential. We implement appropriate technical and organisational security measures including:
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• Secure server infrastructure
• Encryption of data in transit and at rest
• Access controls and authentication
• Regular security assessments
• Staff training on data protection

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3.2 Data Retention

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We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. When your personal information is no longer necessary, it will be securely deleted or anonymised.

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Typical retention periods:
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• Newsletter subscribers: Until you unsubscribe
• Enquiry forms: 2 years from last contact
• Volunteer/vendor applications: 3 years
• Website analytics: 26 months (Google Analytics default)

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3.3 International Transfers

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Some of our service providers may be located overseas, including in the United States, European Union, or Australia. When we transfer your information internationally, we ensure adequate safeguards are in place, such as:

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• Standard contractual clauses
• Privacy Shield frameworks (where applicable)
• Service providers with strong privacy commitments (Webflow)

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You may request further information about international transfers by contacting us.

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4. Information sharing and disclosure

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4.1 We Do Not Sell Your Data

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We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

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4.2 Service Providers

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We may share your information with trusted third-party service providers who assist us in operating our website and delivering our services, including:
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• Email marketing platforms (e.g., MailerLite)
• Website hosting providers
• Analytics services (e.g., Google Analytics)
• Payment processors (if applicable)
• Event management platforms
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These providers are contractually obligated to protect your information and use it only for the purposes we specify.

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4.3 Legal Requirements

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We may disclose personal information if required by law, court order, subpoena, or law enforcement request, or where we believe it is necessary to:
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• Comply with legal obligations
• Protect our rights, property, or safety
• Prevent fraud or illegal activity
• Investigate security incidents

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4.4 Business Transfers

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In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the new entity. You will be notified of any such change.

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5. Your rights under the privacy act

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Under New Zealand's Privacy Act 2020, you have the following rights:

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5.1 Right to Access

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You have the right to request access to the personal information we hold about you. We will provide this information within 20 working days of your request.

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5.2 Right to Correction

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You have the right to request correction of any inaccurate or incomplete personal information. If we agree the correction is reasonable, we will make the change. If we don't make the correction, we will note your request on the record.

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5.3 Right to Deletion

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You may request that we delete your personal information. We will comply unless we have a legal obligation to retain it or a legitimate reason to keep it.

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5.4 Right to Object

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You may object to the processing of your personal information for direct marketing purposes at any time.

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5.5 Right to Withdraw Consent

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Where we process your information based on consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal.

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5.6 Right to Complain

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If you're not satisfied with how we handle your personal information, you have the right to complain to the Office of the Privacy Commissioner. You can contact them at:
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Website: www.privacy.org.nz
Phone: 0800 803 909
Email: enquiries@privacy.org.nz
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5.7 How to Exercise Your Rights

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To exercise any of these rights, please contact us at communications@teramaroa.nz. We may need to verify your identity before processing your request.

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6. Marketing communications

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6.1 Opting In

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We will only send you marketing communications if:
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• You have explicitly opted in to receive them, or
• You are an existing contact (e.g., previous attendee, vendor, volunteer) and the communications relate to similar services

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6.2 Opting Out

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You can unsubscribe from marketing communications at any time by:
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• Clicking the "unsubscribe" link in any marketing email
• Contacting us at communications@teramaroa.nz
• Updating your preferences in your account settings (if applicable)

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We will process your opt-out request within 5 working days.

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7. Third party links and content

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7.1 External Websites

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Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

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7.2 Embedded Content

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Our website may include embedded content from other platforms (e.g., YouTube videos, Instagram feeds, Google Maps). These platforms may collect data about you, use cookies, and monitor your interaction with embedded content. This data collection is governed by the privacy policies of those third-party platforms.

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7.3 Social Media

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If you interact with us on social media platforms (Facebook, Instagram, etc.), those interactions are governed by the privacy policies of those platforms. We may collect publicly available information from your social media profiles when you interact with us.

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8. Cookies and tracking technology

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8.1 What Are Cookies?

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Cookies are small text files stored on your device when you visit websites. They help websites remember your preferences and understand how you use the site.

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8.2 Types of Cookies We Use

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Essential Cookies
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(Always active) - these cookies are necessary for the website to function properly. They enable basic features like page navigation and access to secure areas.

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Analytics Cookies
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We use Google Analytics to understand how visitors use our website. These cookies collect information anonymously, including:
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• Number of visitors
• Pages visited
• Time spent on site
• Traffic sources
• Device and browser information

The information generated by Google Analytics cookies (including your IP address) is transmitted to and stored by Google. Google uses this information to compile reports on website activity for us. Google's use of this data is governed by their privacy policy.

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Marketing Cookies
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If you've consented (not currently used in 2025 on website), we may use cookies to:
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• Remember your preferences
• Show you relevant content
• Measure the effectiveness of our campaigns

Session Cookies
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These temporary cookies are deleted when you close your browser. They help maintain your session as you navigate the site.
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Persistent Cookies
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These cookies remain on your device for a set period or until you delete them. They remember your preferences for future visits.

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8.3 Managing Cookies

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You can control and manage cookies through your browser settings. Most browsers allow you to:
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• View what cookies are stored
• Delete cookies
• Block all cookies
• Block third-party cookies
• Clear cookies when you close your browser
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Please note that disabling cookies may affect the functionality of our website.
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Browser-specific cookie management:
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• Chrome: Settings > Privacy and security > Cookies
• Firefox: Settings > Privacy & Security > Cookies
• Safari: Preferences > Privacy > Cookies
• Edge: Settings > Privacy, search, and services > Cookies
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For more information about cookies, visit:
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• www.allaboutcookies.org
• www.youronlinechoices.com

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8.4 Google Analytics Opt-Out

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You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on, available at: tools.google.com/dlpage/gaoptout

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9. Data breach notification

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In the unlikely event of a data breach that causes, or is likely to cause, serious harm to you, we will:
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• Notify affected individuals as soon as practicable
• Notify the Office of the Privacy Commissioner if required
• Take steps to contain and remedy the breach
• Provide information about what happened and what you can do to protect yourself

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10. Changes to this privacy policy

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We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make changes, we will:
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• Update the "Last updated" date at the top of this policy
• Notify you of significant changes via email (if you're on our mailing list) or through a prominent notice on our website
• Post the updated policy on our website
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We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our website after changes are posted constitutes your acceptance of the updated policy.

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11. Contact us

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If you have any questions about our approach to privacy or you would like to exercise any of the rights mentioned in this Privacy Notice you can contact our communications team — communications@teramaroa.nz