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The Old Vicarage Privacy Policy
About this policy
The Old Vicarage only uses your personal information to look after your booking or enquiry, and to send you news and offers if you have asked to hear from us.This policy explains what we collect through our website, our Facebook and Instagram ads and in person, how we use it, and what you can do about it. It is written to meet the Privacy Act 2020, including the new rule on information collected from someone other than you (Information Privacy Principle 3A), which came into force on 1 May 2026.
In this policy, "we", "us" and "our" mean The Old Vicarage Cafe, Restaurant & Bar, operated by The Old Vicarage Limited, at 335 Halswell Road, Halswell, Christchurch 8025.
What we collect
We only ask for what we need to take your booking or keep in touch with you. Depending on how you contact us, this can include:
- your name, email address and phone number
- the date, time and number of guests for your booking or function
- dietary requirements or allergies you tell us about so the kitchen can cater for you
- details of your event, such as the space you would like and any notes for our team
- your birthday month (and the day, if you choose to give it) if you sign up to hear about birthday specials
- whether you have agreed to receive our newsletter and offers
We do not ask for your full date of birth or year of birth. We never ask for bank or card details by email, social media message or ad form.
How we collect it
Most of the information we hold comes straight from you.
- Our website. When you make a booking, send a function enquiry or sign up to our newsletter on theoldvicarage.co.nz.
- Facebook and Instagram ads. Some of our ads open a short form inside Facebook or Instagram. When you fill it in and press submit, Meta passes the details you entered on to us so we can reply.
- In person, by phone or by email. When you book at the counter, call us on 03 322 1224 or email us.
- Messages on social media. When you message our Facebook or Instagram page about a booking.
Sometimes we receive information about you from someone else. The most common example is when a friend books a table or a function and gives us your name or dietary needs. If we collect your information this way, this policy is our notice to you under the Privacy Act, and we only use it for that booking. We never buy contact lists.
How we use it
We use the details you give us in three ways.
1. Your booking or enquiry. We use your details to confirm your table or function, answer your questions, let you know if anything changes, and prepare for your visit. This includes passing dietary needs and allergies on to our kitchen. We may send you a reminder or a follow-up about that booking, but we will not add you to our mailing list because you booked with us.
2. News and offers, only if you sign up. If you tick the box or choose to hear from us, we will send you our newsletter, invitations to special events at the venue, and a birthday month special. We use your birthday month only to send you that offer at the right time of year.
3. Vicarage Rewards, if you join. If you sign up to our Vicarage Rewards programme, we use your details to run your membership, keep track of your rewards and let you know about member offers. You can leave the programme at any time by emailing us or telling our team.
You can sign up for news and offers without making a booking, and you can make a booking without signing up. We will not use your information for any other purpose unless the law allows it or we ask you first.
Unsubscribing
You can stop hearing from us at any time. Every newsletter and offer email has an unsubscribe link at the bottom, and every text message tells you how to opt out. You can also email us at enquiries@tov.co.nz or tell our team next time you visit.
We will take you off our list within five working days. Unsubscribing does not affect any booking you have with us, and we will still contact you about that booking if we need to.
Unsubscribing
We do not sell, rent or trade your personal information.
We use a small number of trusted services to run the business, and they hold or process information for us under their own privacy and security terms:
- our online booking system, NowBookIt
- our email newsletter platform
- Meta (Facebook and Instagram), which collects ad form details for us and runs our ads
- our marketing agency, Melia Marketing, which helps us manage our ads, website and newsletter
- our website platform, Webflow
Some of these services store information on servers outside New Zealand. Where that happens, we choose providers that protect it to a standard comparable to the Privacy Act.
We may also share information if the law requires it, for example with a public health agency or the Police.
Unsubscribing
Our website uses cookies and similar tools to see how people use the site and how well our ads are working. These tools record things like the pages you visit, the device and browser you use, and whether you arrived from one of our ads. They do not tell us your name or contact details.
We use Google Analytics to understand which pages are popular. We use the Meta Pixel and Google Ads tags to count bookings and enquiries that came from our ads, and to show our ads to people who have visited our website.
You can block or delete cookies in your browser settings, and the site will still work. You can manage the ads you see in your Facebook ad preferences and Google ad settings, and opt out of Google Analytics with Google's browser add-on.
How we store and protect it
We keep your information in our booking system and email platform, which are password protected. Only staff who need it to look after your booking or send our newsletter can see it, and we do not leave printed customer lists out at the venue.
We keep booking details for 24 months after your visit so we can help with any questions about it, then delete them. We keep your newsletter details until you unsubscribe. If you have not opened any of our emails for two years, we may remove you from the list.
If we ever have a privacy breach that is likely to cause you serious harm, we will tell you and the Privacy Commissioner as the law requires.
Seeing, correcting or deleting your information
You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if it is wrong. You can also ask us to delete it. Email us at enquiries@tov.co.nz and we will reply within 20 working days. There is no charge.
If you are unhappy with how we have handled your information, please talk to us first so we can try to put it right. If we cannot resolve it, you can complain to the Office of the Privacy Commissioner on 0800 803 909.
Changes to this policy
We may update this policy from time to time, for example if we start using a new booking or email system. The latest version will always be on our website, with the date it was last updated at the top.
Unsubscribing
For any privacy question or request, please get in touch with our Privacy Officer, Alana Carr.
- Email: enquiries@tov.co.nz
- Phone: 03 322 1224
- Post or in person: The Old Vicarage, 335 Halswell Road, Halswell, Christchurch 8025