Privacy Policy

This Privacy Policy explains how Rakilka collects, uses, stores, shares and protects your personal information when you use rakilka.com, reserve a place at one of our events, or get in touch with us. We handle personal information in line with the Privacy Act 2020 and its Information Privacy Principles.

1. Who We Are

Rakilka is responsible for the personal information described in this policy.

Rakilka
45 Victoria Avenue
Whanganui 4500
New Zealand
Phone: +64 6 617 2212
Email: info@rakilka.com

2. Information We Collect

Event reservation information

When you submit our event reservation form, we collect:

• your full name
• your email address
• your telephone number
• the event you selected
• the number of guests
• your age confirmation, where the event is 18+
• your privacy consent
• any dietary or allergy information you share with us when we confirm your place

Table reservations by telephone

When you call to reserve a table, we record your name, phone number, date, time, number of people, and any dietary or allergy information you choose to share so that we can prepare for your visit.

Communications with you

If you email or call us, we keep a record of your message and our reply.

Payment information

Where an event has a fee, payment is processed by our payment provider. We receive confirmation of the payment, the amount and a transaction reference. We do not store full card numbers.

Technical website information

When you use our website, we and our service providers may collect technical information such as your IP address, browser type, device type, pages viewed and the date and time of your visit. Some of this is collected through cookies, as explained in the Cookies section below.

We collect only the information we need. Our form does not ask for any free-text information.

3. How We Collect Information

We collect personal information directly from you, through our event reservation form, by telephone, by email or in person. We collect technical information automatically when you use our website.

4. Why We Use Your Information

We use your personal information to:

• receive, assess and respond to event reservation requests
• check availability and event capacity
• confirm, change or cancel reservations
• administer events, including guest lists and age requirements
• manage regular table reservations made by telephone
• prepare for dietary or allergy requirements you tell us about
• process event fees and refunds
• reply to your questions and communicate with you about your reservation
• keep our website secure and working properly
• understand how our website is used, where you have agreed to statistics cookies
• meet our legal, tax and accounting obligations

We only use your information for marketing if you have given consent, and you can withdraw that consent at any time.

5. Sharing Your Information

We do not sell your personal information. We share it only where necessary with:

• hosting and website providers, who host our website and form submissions
• email and communication providers, who help us send reservation messages
• payment providers, who process event fees and refunds
• accounting and professional advisers, where needed to meet our obligations
• authorities, where required or permitted by law

Our service providers may only use your information to provide services to us.

6. Overseas Service Providers

Some of our service providers, such as website hosting, email and payment services, may store or process information outside New Zealand. Where we disclose personal information overseas, we take reasonable steps to make sure it is protected in a way that offers comparable safeguards to those in the Privacy Act 2020, as required by Information Privacy Principle 12.

7. Security

We take reasonable steps to protect your personal information from loss, unauthorised access, use, change or disclosure. These include secure website connections, access controls limited to staff who need the information, password-protected systems, and reputable service providers. If a privacy breach is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected people as required by the Privacy Act 2020.

8. Data Retention

We keep personal information only for as long as we need it for the purpose it was collected, or as long as the law requires. Below, we explain what we keep, why, for how long, and what happens afterwards.

Unconfirmed event reservation requests

• What we keep: the details you submitted through the event form.
• Why: to respond to your request and, where an event is full, to offer you a waiting-list place.
• How long: until 3 months after the date of the requested event.
• Afterwards: we securely delete the request.

Confirmed event reservations

• What we keep: your name, contact details, selected event, number of guests, age confirmation and reservation status.
• Why: to run the event, respond to questions after it, and handle any complaints or refund requests.
• How long: 12 months after the event date.
• Afterwards: we delete the reservation record or anonymise it so it can only be used for general statistics, such as attendance numbers.

Cancelled reservations

• What we keep: the reservation details, the date of cancellation and how any refund was handled.
• Why: to process the cancellation and refund correctly and respond to any related questions.
• How long: 12 months after the original event date. Any related payment or refund record is kept separately as a transaction record (see below).
• Afterwards: we securely delete or anonymise the record.

Event-administration records

• What we keep: guest lists, seating arrangements, and dietary or allergy notes you shared for the event.
• Why: to prepare and run the event safely.
• How long: guest lists and seating plans for 3 months after the event, and dietary or allergy notes for 30 days after the event.
• Afterwards: paper copies are shredded and digital copies are deleted.
• Proof of age: we may sight identification at 18+ events, but we do not copy or keep identity documents. We record only the age confirmation given in the form.

Telephone table reservations

• What we keep: your name, phone number, reservation details and any dietary notes.
• Why: to prepare for your visit.
• How long: 30 days after your reservation date.
• Afterwards: we delete the entry from our reservation system.

Communications with you

• What we keep: emails and records of calls about enquiries, reservations, feedback and complaints.
• Why: to keep track of what we have agreed with you and respond to follow-up questions or complaints.
• How long: 2 years after our last contact with you about that matter.
• Afterwards: we delete the correspondence.

Payment and transaction records

• What we keep: payment confirmation, amount, date, transaction reference and refund details. We do not store full card numbers.
• Why: to meet our tax and accounting obligations and to deal with payment questions or disputes.
• How long: 7 years, in line with record-keeping requirements under the Tax Administration Act 1994.
• Afterwards: we securely delete the records.

Invoice, accounting and tax records

• What we keep: invoices, receipts and accounting entries that may include your name.
• Why: New Zealand tax law requires businesses to keep these records.
• How long: 7 years from the end of the relevant income year, or longer if Inland Revenue requires.
• Afterwards: we securely delete or destroy the records.

Technical and security logs

• What we keep: server logs, IP addresses and security event records.
• Why: to keep our website secure, fix problems and investigate misuse.
• How long: 90 days, unless we need a log to investigate a specific security incident, in which case we keep it until the investigation is complete.
• Afterwards: logs are automatically deleted.

Website statistics

• What we keep: usage data collected through statistics cookies, only if you agreed to them.
• Why: to understand how our website is used and improve it.
• How long: up to 14 months.
• Afterwards: the data is deleted or kept in aggregated form that cannot identify you.

Privacy requests and related correspondence

• What we keep: your request, how we checked your identity, our response and any related correspondence.
• Why: to show how we handled your request and to respond to any complaint to the Office of the Privacy Commissioner.
• How long: 2 years after we close your request.
• Afterwards: we securely delete the records.

Backup

Deleted information may remain in secure backups for up to 35 days before it is overwritten. We do not use backup data for any other purpose.

If a legal claim, complaint or investigation is underway, we may keep the relevant information until it is resolved.

9. Your Rights: Access and Correction

Under the Privacy Act 2020, you have the right to:

• ask for access to the personal information we hold about you
• ask us to correct personal information that is wrong
• ask us to attach a statement of the correction you wanted, if we do not make the correction

To make a request, email info@rakilka.com or call +64 6 617 2212. We may need to confirm your identity. We will respond as soon as reasonably practicable, and no later than 20 working days after we receive your request.

10. Privacy Complaints

If you have a concern about how we handle your personal information, please contact us first so that we can try to resolve it. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at www.privacy.org.nz.

11. Cookies

What cookies are. Cookies are small text files that a website saves on your device. They help the website work, remember your choices and, where you agree, show how the website is used.

Necessary cookies. These cookies are needed for our website to work, including page navigation, security and submitting the event reservation form. They also remember your cookie choices. Necessary cookies cannot be switched off.

Preference cookies. These cookies remember choices you make, such as display settings, to make your next visit easier. We only use them with your consent.

Statistics cookies. These cookies help us understand how people use our website, such as which pages are visited most. The information is collected in aggregated form. We only use them with your consent.

Marketing cookies. Marketing cookies may be used to measure the effectiveness of our advertising and show relevant content on other websites. We only use them with your consent.

Unclassified cookies. Unclassified cookies are cookies we are still reviewing with our providers. Once we know their purpose, we will place them in the correct category.

Your cookie preferences. When you first visit our website, you can accept all cookies, reject non-essential cookies, or choose your own preferences. You can also delete cookies through your browser settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last changed. If we make significant changes, we will make them clear on our website.

13. Contact Us

If you have any questions about this Privacy Policy or your personal information, please contact us:

Rakilka
45 Victoria Avenue
Whanganui 4500
New Zealand
Phone: +64 6 617 2212
Email: info@rakilka.com