Privacy Policy

1. Who is responsible

Waggle Room Limited (NZ company number 9452343), 1/38 Keeling Road, Henderson, Auckland, is responsible for information collected for its daycare and website. In this policy, “Waggle Room”, “we”, “us” and “our” refer to Waggle Room Limited. Contact us at info@waggleroom.co.nz and mark your message “Privacy”. Waggle Room coordinates and responds to privacy requests.

This policy covers information used for accounts, dog enrolment, vaccination records, meeting requests, visits, attendance, pickup permissions, reports, bookings and payments.

2. Information we collect and why

Provide only information needed for the request or your dog’s care. You do not need an account to ask for a meet-and-greet, and can provide a phone number or email address. You can decline optional photos and marketing. Without information necessary for safe care or account administration, we may be unable to confirm the relevant service; we will explain what is needed.

• Enquiries: your name, chosen contact details, your dog’s name and the message you provide, so we can reply or arrange a meeting.
• Accounts and enrolment: name, email, phone, address, login credentials, emergency contacts, authorised collectors and recorded agreements, to manage your account and safe handover.
• Dog care: age, vaccination evidence, assessment outcomes, health, behaviour, allergies, feeding/medication instructions, other care providers and visit records, to assess suitability and provide agreed care.
• Bookings and payments: visits, check-in/out, credits, purchases, refunds, outstanding balances and payment references, to manage availability, accounts and disputes.
• Optional or service-specific details: public-photo choices; home-access instructions only if pickup is agreed; and CCTV or report recordings only as described below.

3. Where information comes from

We normally collect information from you through forms, conversations, uploaded documents and your account. We add assessments, attendance, care notes and incident records. We may receive relevant information from a named emergency contact, authorised collector, treating vet or another source where authorised or otherwise permitted by law.

Before naming another person, please tell them why you are providing their details and share this notice. That helps us contact them appropriately but does not transfer our privacy responsibilities to you. Where required, we take reasonable steps to notify people whose details we receive indirectly, unless a lawful exception applies.

4. Use, communications and optional photos

We use information to respond to you, assess and care for your dog, manage bookings and credits, record incidents, resolve complaints, secure the service and meet legal obligations. We do not sell customer information.

Account verification, account invitations and password-reset emails are delivered through Resend. Meeting requests are received by Waggle Room for follow-up. Booking reminders, waiting-list availability, closure and refund updates, and published incident-update notifications are sent by email. Routine visit reports are available in your account without email notifications.

Public use of your dog’s photo on the website or social media is a separate optional choice. Refusing does not prevent daycare. Tell us if you withdraw permission; we will stop new use and remove material we control where reasonably practicable. We cannot guarantee removal of copies already shared by others. We do not publish owners’ names, contact details or location information with dog photos.

5. Who can access information

Waggle Room manages customer information and administrative matters. We limit access to authorised people who need the information for their role, including relevant care and handover information for those providing care.

We may share necessary information with your authorised contacts, a treating vet, service providers helping operate the business, professional advisers or insurers dealing with a relevant matter, and authorities where legally required or permitted. We limit what is shared to the relevant purpose.

For agreed home collections, Waggle Room restricts keys and entry codes to the people specifically authorised to hold or use them for the agreed collection. Do not place codes in general enquiries or visit reports.

6. How we store and protect your information

Waggle Room uses cloud services to manage accounts, care records, communications, payments and report preparation. Only information needed for the relevant service is provided. Some information may be stored or processed outside New Zealand.

We use passwords and access controls to protect personal information and limit access to authorised people who need it for their role. Customers can access only their own household’s records. Waggle Room remains responsible for meeting its privacy obligations when using service providers.

Online card payments are processed by Stripe. Card details are entered on Stripe’s checkout page; Waggle Room does not store full card numbers. Contact us if you have questions about how your information is handled.

7. Cookies and browser requests

The website uses a secure sign-in cookie with a maximum seven-day session lifetime. Signing out ends that session; resetting your password through this website invalidates earlier website sessions. Blocking the cookie prevents normal account use. Request counters limit repeated sign-in and email attempts. The website does not use advertising or analytics integrations.

The website currently loads its fonts from Google Fonts. Your browser contacts Google to retrieve those files, which exposes connection information such as your IP address to that service. Opening email links or other external links takes you to services with their own privacy practices.

8. CCTV at the daycare

CCTV is used for internal security and incident review. It is not a customer livestream or a source of marketing footage. Signs identify monitored areas before people enter. Cameras record video only, without routine audio recording.

Waggle Room restricts routine CCTV access to specifically authorised personnel who need it for security or incident review. Relevant footage may be shared for a lawful purpose, such as investigating an incident, handling an insurance claim or responding to a valid legal request. We consider the privacy of other people before releasing footage.

The normal retention period is 14 days, followed by overwrite or deletion. A relevant incident extract may be kept longer for an active complaint, access request, insurance matter or legal requirement, with access limited and the need reviewed.

You can ask for footage containing your personal information. Contact us promptly with the date, approximate time and location so we can identify and preserve relevant footage where available.

9. Preparing visit reports

Waggle Room may use AI-assisted transcription and editing to turn our recorded observations into clear visit reports. Only the selected recording or notes are submitted for processing. We check every report, make any necessary corrections and approve it before it appears in your account. Reports are never published automatically.

10. How long information is kept

We keep personal information only while needed for its lawful purpose. Different records need different periods: active care and contact records support the relationship; agreement, incident and complaint records may be needed to resolve issues; tax and accounting records generally need to be kept for at least seven tax years.

The normal CCTV retention period is 14 days, with limited preservation as described above. Unneeded enquiries, outdated care records, access codes and recordings should be deleted or de-identified when no longer needed.

Closing an account does not require us to erase records we lawfully need to retain; we will explain what remains and why.

11. Access, correction and complaints

Email info@waggleroom.co.nz to update your details, ask for a copy of your personal information, request a correction or discuss deletion. We aim to respond to requests to update your details within two working days. We may need to check your identity to protect your information.

For requests to access or correct personal information, we will respond with our decision as soon as reasonably possible and within 20 working days, unless a lawful extension applies. If we need an extension, we will explain why and give you a new response date. Providing a copy of your information may take longer than making the decision; we will provide it without undue delay.

If we cannot make a requested correction, you may ask for a statement of the correction sought to be attached to the information. Access may require protecting other people’s information or applying a lawful withholding ground, which we will explain where required.

Raise a privacy concern with Waggle Room first. You can also contact the Office of the Privacy Commissioner at privacy.org.nz about your rights or a complaint.

12. Privacy incidents and updates

If a privacy incident occurs, we will work to contain it, assess the risk and meet applicable notification duties. Where a breach has caused or is likely to cause serious harm, we will notify the Privacy Commissioner and affected people as soon as practicable, subject to lawful exceptions.

The review date and version identify this notice. We will explain material changes, especially new uses or providers, before they affect you where required. A Privacy Policy is an explanation of our practices; it is not a request to waive your privacy rights or an all-purpose consent.