Privacy Policy
What we write down about you, why we keep it, who else sees it and how you get it back.
Version 2.0 · In force from 1 April 2026 · Oceanic Manor Hospitality Ltd, NZBN 9429046712834 · Written against the Privacy Act 2020 and its thirteen information privacy principles.
On this page
- Who is holding it
- What we write down
- Where it comes from
- What we do with it
- The Marine Room in particular
- Cameras
- Who else sees it
- Anything held offshore
- How long we keep it
- Getting a copy, or a correction
- Post and email you did not ask for
- Guests under twenty
- If it goes wrong
- If you are unhappy with us
- Changes to this page
1. Who is holding it
The hotel and this website belong to Oceanic Manor Hospitality Ltd, a New Zealand company (NZBN 9429046712834) at 63 Marine Parade, Napier 4110, Hawke's Bay. In this document "we" means that company, and we are the agency responsible under the Privacy Act 2020 for everything described below.
Our privacy officer reads [email protected], answers the telephone on +64 6 835 4700, and receives post at the address above.
2. What we write down
| Kind of thing | For example |
|---|---|
| Who you are | Name, email, telephone, postal address, country you live in |
| The booking | Nights, grade of room, how many guests, arrival time, requests, what you cannot eat, what you need to move around the building |
| Payment | Card type, last four digits, amount, date. The full number is handled by our payment provider and never lands on our systems. |
| Identification | What kind of document was shown at check-in or at the Marine Room door, and the fact that age was confirmed |
| Your history here | Previous stays, what was charged to the room, tables and treatments booked, preferences you have told us |
| Letters | Emails, enquiry forms, notes of telephone calls, complaints and how they ended |
| This website | IP address, browser and device, pages read, where you arrived from, cookie choice — see the Cookie Policy |
| Cameras | Footage of the public parts of the hotel and of the gaming floor |
| Host responsibility | Exclusion arrangements and intervention notes, where they concern you |
We do not go looking for information about your health, your beliefs or your background. Occasionally you volunteer some — an allergy, a mobility need — and we hold it only to look after you properly.
3. Where it comes from
Nearly always from you, directly: when you telephone or write for a room, when you fill in the form on this site, at check-in, when you book a table or a treatment, when you show identification at the Marine Room door, and whenever you write to us afterwards.
Some arrives from travel agents, corporate travel desks and booking platforms when you have chosen to go through them. What those organisations do with your information is their business and governed by their own statements, which are worth a read.
4. What we do with it
- Take, confirm and honour the booking, and invoice for it.
- Give you the things you have asked for while you are here.
- Meet obligations under the Gambling Act 2003, the Sale and Supply of Alcohol Act 2012, tax and companies law, and any lawful demand from a regulator or the Police.
- Confirm that a person entering the Marine Room is 20 or over.
- Operate our host responsibility policy, exclusions included.
- Keep guests, staff and the building safe.
- Answer you, and put right anything that went wrong.
- Send you offers, if and only if you asked for them.
- Understand which parts of this website and this hotel are actually used.
If you decline to give something we have asked for, we may not be able to complete the booking or admit you upstairs. For age, in particular, there is no alternative on offer.
5. The Marine Room in particular
Entry needs photo identification. We record what kind of document it was, that it was checked, and that the holder was confirmed as 20 or over. Ordinary entry does not involve photocopying or scanning anything.
Where somebody arranges a voluntary exclusion, we hold their name, contact details and a photograph for the single purpose of recognising them and honouring the arrangement. Only duty managers and gaming supervisors can reach that record. It is destroyed twelve months after the exclusion ends unless it has been extended, and it goes to no other venue unless you ask us in writing to send it.
Cash transactions above the threshold set by New Zealand anti-money-laundering law oblige us to record more identity detail and sometimes to report the transaction. If that applies, we say so at the time rather than afterwards.
6. Cameras
Cameras run in the stair hall, corridors, lift, car park, terrace and across the gaming floor. They are there to protect guests, staff and the building, and on the gaming floor because the licence requires them. There are none in bedrooms, bathrooms, changing rooms, the hot room or the treatment rooms. Signs are up at every entrance. Footage is held 31 days and watched only by authorised managers, or by the Police or the Department of Internal Affairs acting lawfully.
7. Who else sees it
We have never sold personal information and do not intend to start. It leaves us only:
- to suppliers working for us under contract and only for that work — the property system, the payment processor, the email provider, the website host, IT support;
- to a travel agent or corporate desk that made your booking;
- to the Department of Internal Affairs, the Police, a court, Inland Revenue or another public body where the law requires it, or where it is needed to prevent a serious threat to somebody's safety;
- to insurers or professional advisers if a claim or a dispute makes it necessary;
- to a buyer, should the hotel be sold, on terms that carry this policy across;
- to anybody else you tell us to send it to.
8. Anything held offshore
A few of our suppliers store data outside New Zealand, mainly in Australia and the European Union. Before we use one, principle 12 of the Privacy Act 2020 requires us to satisfy ourselves that comparable protection applies, and we write that into the contract. Nothing goes anywhere that has not been through that check.
9. How long we keep it
| Record | Held for | Because |
|---|---|---|
| Bookings and stays | 7 years | Tax and consumer law |
| Financial records | 7 years | Tax law |
| Enquiries and correspondence | 24 months from last contact | To answer follow-ups |
| Mailing list entry | Until you leave, then 30 days | To honour the unsubscribe |
| Camera footage | 31 days | Safety, unless held for an investigation |
| Age checks at the Marine Room | 12 months | Licence conditions |
| Exclusion records | The exclusion plus 12 months | To make the exclusion work |
| Host responsibility register | 7 years | Gambling Act 2003 |
At the end of the period, electronic records are deleted and paper ones are shredded.
10. Getting a copy, or a correction
Principles 6 and 7 of the Privacy Act 2020 give you the right to ask what we hold about you, to receive a copy, and to have it corrected if it is wrong.
Write to [email protected] or to the privacy officer at the address above. We will confirm it is really you, then reply as soon as we reasonably can and in any event inside 20 working days. There is no charge for a first request. If we have to refuse part of it — because releasing it would trample somebody else's privacy, say — we tell you which part and why, and we tell you that the Privacy Commissioner will hear about it if you want.
Where we cannot agree that something is wrong, you may ask us to attach your own statement of the correction sought. We will attach it.
11. Post and email you did not ask for
Marketing goes only to people who ticked the box, and the box is never ticked in advance. It is hotel news: seasonal offers, restaurant evenings, what is open over the holidays. Every message carries a link that unsubscribes you immediately and without an interview, and telling the front desk works just as well. Our messages comply with the Unsolicited Electronic Messages Act 2007. Nobody under an exclusion is sent anything, and we do not send gambling marketing at all.
12. Guests under twenty
People under 20 are welcome in the hotel with a responsible adult, and we hold no more about them than the booking needs. This website is not aimed at them and asks for age confirmation on arrival. We do not knowingly collect anything from anybody under 20 for a gaming-related purpose.
13. If it goes wrong
If personal information is lost, reached by somebody who should not have reached it, or sent to the wrong place, we investigate the same day, close the hole, and work out whether serious harm is likely. Where it is, we notify the Office of the Privacy Commissioner and the people affected as soon as we can, which is what Part 6 of the Privacy Act 2020 requires.
14. If you are unhappy with us
Tell us first: [email protected]. We acknowledge inside two working days and answer properly inside twenty. If that does not settle it, the Office of the Privacy Commissioner will take your complaint free of charge — 0800 803 909, privacy.org.nz, or PO Box 10094, Wellington 6143.
15. Changes to this page
We read this policy over once a year and whenever we change how we work. The version and the date at the top tell you which one you are looking at. Anything material is posted here at least fourteen days before it takes effect and sent to everybody on the mailing list.