POTTED JOY – PRIVACY POLICY
Effective Date: December 2024
Potted Joy Limited
4C Harbour Street, St Marys Bay, Auckland
Phone: 021 188 4289
Email: vibesbypottedjoy@gmail.com
Introduction
Welcome to Potted Joy. We understand that privacy is important to our customers and visitors. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our plant rental services, visit our website, or interact with us via email, phone, or social media.
This policy applies to customers who:
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Enquire about our services (“Visitors”)
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Book and use our plant rental services (“Clients”)
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Visit our premises or interact with us in person
By using our services or providing personal information, you agree to this Privacy Policy.
Definitions
Personal Information means information that identifies or can reasonably identify you, including:
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Full name
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Business name (if applicable)
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Physical address
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Email address
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Phone number
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Payment information
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Date of birth (if required)
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Driver’s licence or identification documents (if required)
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Personal Information does not include:
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Anonymous information
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Aggregated data that cannot identify an individual
What Information We Collect
Information You Provide
We collect information when you:
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Request a quote or service information
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Sign a Service Agreement or Terms & Conditions
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Make bookings or payments
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Communicate with us
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Provide feedback or testimonials
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Grant permission for photography
This may include:
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Contact details
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Business information
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Delivery or service address
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Payment details
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Property access instructions
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Special preferences (e.g. pet-safe plants, allergies)
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Emergency contact details (if required)
Information Collected Automatically
When visiting our website or social platforms, we may collect:
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Device type and operating system
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IP address and approximate location
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Browser type
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Pages visited and time spent
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Referral source
Information from Third Parties
We may receive information from:
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Payment processors
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Credit reference agencies (if required)
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Social media platforms
How We Use Your Information
Service Delivery
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Process bookings and agreements
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Deliver, maintain, and collect plants
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Communicate service updates
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Respond to enquiries
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Process payments and invoices
Business Operations
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Maintain client records
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Manage inventory and logistics
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Track plant health and service quality
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Process bonds and damage assessments
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Enforce agreements
Marketing & Communication
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Send promotions and updates
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Share plant care tips
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Request reviews or testimonials
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Feature your space (with consent)
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Tag your business on social media (with consent)
Legal & Compliance
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Comply with New Zealand laws
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Respond to legal requests
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Prevent fraud
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Enforce payment obligations
Who We Share Your Information With
We do not sell personal information.
Service Providers
We may share information with trusted providers such as:
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Payment processors
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Accounting software providers
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Debt collection agencies (if required)
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Insurance providers
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All third parties are bound by confidentiality obligations.
Legal Requirements
We may disclose information to:
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Comply with law or court orders
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Cooperate with authorities
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Protect legal rights
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Prevent illegal activity
Business Transfers
If Potted Joy is sold or merged, personal information may be transferred. You will be notified if this occurs.
With Your Consent
This includes:
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Case studies or testimonials
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Photography of plant installations
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Social media tagging
Consent can be withdrawn at any time.
How We Protect Your Information
We use reasonable safeguards, including:
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Restricted employee access
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Secure digital systems
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Locked physical storage
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Secure payment processors
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Regular security reviews
Data Retention
We retain personal information only as long as necessary, including:
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Legal obligations (e.g. 7 years for financial records)
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Contract enforcement
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Dispute resolution
Information is securely deleted or anonymised afterward.
Limitations
No system is completely secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security.
Limitations
No system is completely secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security.
How We Protect Your Information
Under New Zealand's Privacy Act 2020, you have the following rights regarding your personal information:
Right to Access
You can request access to the personal information we hold about you. We will provide this information within 20 working days of your request.
Right to Correction
If you believe any information we hold about you is inaccurate, incomplete, or out of date, you can request that we correct it. We will respond to correction requests within 20 working days.
Right to Deletion
You can request that we delete your personal information, subject to:
Legal or regulatory obligations that require us to retain certain records
Ongoing contractual obligations (e.g., if you have an active rental agreement) Legitimate business interests (e.g., resolving disputes, enforcing agreements)
We will functionally delete your information and will not use it for any purpose moving forward.
Right to Restrict Processing
You can request that we limit how we use your personal information in certain circumstances (e.g., if you believe the information is inaccurate).
Right to Object
You can object to our use of your personal information for:
Direct marketing (you can opt out at any time)
Processing based on legitimate interests (we will assess your request and respond accordingly)
Marketing & Communication Preferences
Marketing Emails
We may send you promotional emails about our services, special offers, plant care tips, and updates. Each email will include an "unsubscribe" link. You can opt out of marketing emails at any time without affecting your ability to use our services.
Service-Related Communications
Even if you opt out of marketing emails, we will still send you essential service-related communications, such as:
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Booking confirmations and invoices
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Maintenance visit reminders
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Payment reminders and receipts
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Important updates to our Terms & Conditions or Privacy Policy
Social Media
If you interact with us on social media (Instagram, Facebook), your interactions are governed by the privacy policies of those platforms. We encourage you to review their policies.
Cookies & Website Tracking
Use of Cookies
If you visit our website (if applicable), we may use cookies and similar tracking technologies to:
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Remember your preferences
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Analyze website traffic and user behavior
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Improve website functionality and user experience
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Track the effectiveness of our marketing campaigns
Managing Cookies
You can manage or disable cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.
Children’s Privacy
Our services are not directed at children under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child, we will delete it promptly.
Third-Party Links
Our website or social media pages may contain links to third-party websites (e.g., plant care resources, supplier websites). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
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Posting the updated policy on our website (if applicable)
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Sending an email to our active clients
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Providing notice in our next communication with you
The "Effective Date" at the top of this policy indicates when it was last updated.
Contact Us
Potted Joy Limited
Email: vibesbypottedjoy@gmail.com
Phone: 021 188 4289
Address: 4C Harbour Street, St Marys Bay, Auckland
For privacy requests, complaints, or consent withdrawal, contact us directly.
Complaints
If you believe we have breached your privacy rights under the Privacy Act 2020, you can lodge a complaint with us using the contact details above. We will investigate your complaint and respond within a reasonable timeframe.
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Privacy Commissioner (NZ)
Email: enquiries@privacy.org.nz
Phone: 0800 803 909
Website: www.privacy.org.nz
Consent
By using our services, providing us with your personal information, or signing our Service Agreement, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described herein.