Privacy Policy
What we collect, why we hold it, who else ever sees it, and how to ask for a copy of everything we have about you.
Wintercape Hotels Limited · NZBN 9429051837264 · Version 3.1 · Last updated 12 February 2026
We collect what we need to give you a room, feed you and meet the law. We do not sell it. You can ask for a copy of it, and for it to be corrected, and we have to answer within twenty working days.
Privacy officer: the Duty Manager, 142 Cambridge Terrace, Christchurch 8011.
1. Who we are
Wintercape Hotels Limited (“Wintercape”, “we”, “us”) is a New Zealand company, NZBN 9429051837264, operating a hotel and a licensed gaming lounge at 142 Cambridge Terrace, Christchurch 8011, Canterbury. We are an agency for the purposes of the Privacy Act 2020 and this policy explains how we handle personal information under the thirteen information privacy principles in that Act.
Because we operate in New Zealand and our guests are largely here, this policy is written to the Privacy Act 2020 rather than to the European GDPR. If you are contacting us from overseas, the rights below are the ones we can offer you.
2. What we collect
We collect only what we need for a purpose connected with running a hotel:
| Information | Why we hold it |
|---|---|
| Name, email, telephone | To answer an enquiry and to hold a booking |
| Postal address | Where something is being posted to you, such as wine from a package |
| Arrival and departure dates, guest numbers | To allocate a room and staff the desk |
| Payment card details | To take a deposit and settle an account. Held by our payment provider, not by us |
| Dietary requirements and allergies | So the kitchen can cook safely for you |
| Accessibility requirements | To allocate an appropriate room and arrange assistance |
| Proof of age at the Cape Room door | Sighted and returned. We do not photograph, scan or record it |
| Self-exclusion records | Required under the Gambling Act 2003. Held separately and confidentially |
| CCTV footage | Security of guests, staff and the gaming area |
| Marketing preferences | So we send you email only if you asked for it |
Where a form on this website marks a field as required, that is because we cannot answer the enquiry without it. Everything else is optional and leaving it blank costs you nothing.
3. Where it comes from
Almost always from you — through this website, over the telephone, at the desk, or in the restaurant. Where a booking is made on your behalf by a travel agent, a company or an online booking channel, we receive it from them. Where a colleague books a room for you, we receive your name from them and nothing else.
4. What we do with it
- Answer your enquiry and confirm a booking
- Prepare a room, a table, a treatment or an event to your requirements
- Take a deposit and settle an account
- Meet obligations under the Gambling Act 2003, the Sale and Supply of Alcohol Act 2012, the Health and Safety at Work Act 2015, and tax law
- Keep the premises secure
- Send you email about the hotel, but only if you have ticked the box asking us to
We do not use personal information to build advertising profiles, and we do not make automated decisions about you.
5. Who else sees it
We disclose personal information only where we need to, and only to:
- Our payment processor, in order to take payment
- Our booking and property management software provider, which hosts data in Australia and New Zealand
- A supplier delivering something you have booked — a rail seat, a case of wine, a car
- The Department of Internal Affairs, where required under the Gambling Act 2003
- New Zealand Police or another agency where the law requires it, or where there is a serious threat to someone's life or health
- Our professional advisers, where they are bound to confidentiality
We do not sell personal information, and we do not rent, trade or share it for anyone else's marketing. No third party receives our guest list.
6. Storage, security and where it lives
Records are held on systems within New Zealand and Australia. Access is limited to staff who need it to do their job and is controlled by individual login. Paper records — self-exclusion forms in particular — are held in a locked cabinet accessible to the duty manager only.
CCTV covers the entrances, the lobby, the corridors and the gaming area. It does not cover guest rooms, bathrooms, changing areas or treatment rooms. Footage is retained for thirty-one days and then overwritten, except where it has been retained for a specific investigation.
Where we send information outside New Zealand — in practice, to Australian data centres — we satisfy ourselves under principle 12 that comparable safeguards apply.
7. How long we keep it
| Record | Kept for |
|---|---|
| Enquiry that did not become a booking | 12 months |
| Booking and account records | 7 years, as tax law requires |
| Marketing list entry | Until you unsubscribe, then removed |
| CCTV footage | 31 days |
| Self-exclusion record | The term of exclusion plus 7 years |
| Host responsibility floor logs | 2 years |
8. Your rights
Under principles 6 and 7 of the Privacy Act 2020 you may:
- Ask what we hold about you and receive a copy of it
- Ask us to correct it if it is wrong; where we disagree, you may require us to attach a statement of the correction sought
- Withdraw marketing consent at any time, by the unsubscribe link or by telling us
- Complain to us, and then to the Office of the Privacy Commissioner
Write to the privacy officer at the address below or email [email protected]. We reply within twenty working days, as the Act requires. There is no charge.
9. Complaints
Tell us first — we would rather fix it. If you are not satisfied, the Office of the Privacy Commissioner takes complaints from anyone at no cost: privacy.org.nz, 0800 803 909.
10. Cookies
This website uses a small number of cookies, all of which are described on the Cookie Policy page. Nothing other than a strictly necessary cookie is set unless you agree to it.
11. Changes to this policy
We review this policy each February. Where we change it materially we note the version and date at the top of this page. This version is 3.1, dated 12 February 2026.
12. Contact
- Privacy officer
- The Duty Manager, Wintercape Hotels Limited
- Post
- 142 Cambridge Terrace, Christchurch 8011, Canterbury, New Zealand
- [email protected]
- Telephone
- +64 3 371 4900