Terms & Privacy

1. Booking and Use of the Boardroom

1.1 The boardroom is available for hire by prior booking and may only be used for the purpose agreed with the Provider at the time of booking.

1.2 The person making the booking ("the Hirer") is responsible for ensuring that all attendees, guests, employees, contractors and other persons attending the booking comply with these Terms and Conditions.

1.3 The Hirer must use the boardroom and facilities in a professional, respectful and lawful manner.

1.4 The boardroom may only be accessed and used during the times specified in the booking. Any additional use outside the booked period must be agreed with the Provider in advance and may incur additional charges.

1.5 The Hirer must vacate the boardroom promptly at the end of the booked period unless an extension has been agreed with the Provider.

2. Facilities Included

Boardroom hire includes access to the following facilities, subject to reasonable availability and proper use:

• Video conferencing setup.
• Whiteboard and flipcharts.
• Private kitchenette and bathroom.
• Wi-Fi.
• Two dedicated car parks available Monday to Friday, between 8:00am and 5:00pm, with additional on street parking.
• Parking for up to 14 vehicles after hours and on weekends, subject to availability, with additional on street parking.
• Tea and coffee facilities.
• Pod coffee machine.

Coffee pods are not included in the boardroom hire. Hirers wishing to use the pod coffee machine are responsible for supplying their own compatible coffee pods.

3. Parking

3.1 Two dedicated car parks are available for boardroom users, available Monday to Friday between 8:00am and 5:00pm.

3.2 Additional on-street parking may be available Monday to Friday between 8:00am and 5:00pm. Availability is not guaranteed and all users must comply with applicable New Zealand road and parking rules.

3.3 After hours and on weekends, parking for up to 14 vehicles may be available on the premises, subject to availability.

3.4 Parking is provided at the vehicle owner's risk. To the maximum extent permitted by law, the Provider is not responsible for loss of, or damage to, any vehicle or its contents.

3.5 Vehicles must be parked only in designated or lawful parking areas and must not obstruct driveways, entrances, exits, fire escapes, accessways or neighbouring properties.

4. Wi-Fi and Technology

4.1 Wi-Fi is provided as a convenience to Hirers. While the Provider will take reasonable steps to maintain the service, uninterrupted or error-free internet access cannot be guaranteed.

4.2 The Provider does not guarantee that the boardroom's technology or video conferencing equipment will be compatible with every device, software platform or operating system.

4.3 The Hirer is responsible for ensuring that their devices, software and accounts are ready for use.

4.4 The Hirer is responsible for the security and confidentiality of any information transmitted, displayed or accessed using the boardroom's technology or internet connection.

5. Care of the Premises and Equipment

5.1 The Hirer must take reasonable care of the boardroom, furniture, fixtures, fittings, equipment and other facilities.

5.2 The Hirer is responsible for any loss or damage caused by the Hirer or any of their attendees, guests, employees, contractors or other invitees, except for reasonable wear and tear.

5.3 Where damage occurs, the Provider may seek reasonable costs associated with repair, cleaning or replacement from the Hirer.

5.4 The boardroom must be left in a clean and tidy condition at the conclusion of the booking.

5.5 No furniture, equipment or other property belonging to the Provider may be removed from the premises without prior approval.

6. Kitchenette and Refreshments

6.1 Tea and coffee facilities are provided for use by the Hirer and attendees during the booking.

6.2 A pod coffee machine is available for use.

6.3 Coffee pods are not included as part of the boardroom hire. The Hirer must provide their own compatible pods if required.

6.4 The kitchenette, cups, dishes and appliances must be left clean and tidy after use.

6.5 The Hirer is responsible for promptly cleaning any spills or mess caused by them or their attendees.

7. Conduct and Noise

7.1 The Hirer and all attendees must behave in a manner that does not unreasonably interfere with other occupants, neighbouring businesses or members of the public.

7.2 The following are prohibited:

• Illegal activities.
• Excessive noise or disruptive behaviour.
• Deliberate or negligent damage to the premises or equipment.
• Any activity that creates an unreasonable health or safety risk.
• Any activity that could cause

1. Our Commitment to Your Privacy

We respect your privacy and are committed to protecting your personal information in accordance with the Privacy Act 2020 and applicable New Zealand privacy laws.

This Privacy Policy explains how we collect, use, store and protect information provided to us when you enquire about, book or use our boardroom facilities.

2. Information We Collect

When you make an enquiry or booking, we may collect information such as:

• Your name and contact details.
• Your business or organisation name.
• Booking date, time and number of attendees.
• Billing and payment information.
• Information relating to your boardroom requirements.
• Communications between you and us.
• Information relating to incidents, damage or other matters associated with your booking.

We aim to collect only information that is reasonably necessary to provide and administer our services.

3. How We Use Your Information

We may use your information to:

• Manage and confirm your boardroom booking.
• Communicate with you regarding your booking.
• Process payments and issue invoices or receipts.
• Provide access to the boardroom and facilities.
• Manage parking and access arrangements where required.
• Maintain the security and safety of our premises.
• Respond to enquiries or incidents.
• Improve our services.
• Meet our legal and regulatory obligations.

We will not use your personal information for unrelated purposes unless permitted or required by law.

4. Sharing Your Information

We do not sell or rent your personal information.

Where reasonably necessary, we may share information with trusted service providers who assist us with operating our business, such as payment processors, accounting providers, IT providers, booking systems and professional advisers.

We may also disclose information where required or permitted by New Zealand law, or where necessary to protect the health, safety or property of individuals.

Some service providers may store or process information outside New Zealand. Where this occurs, we will take reasonable steps to ensure that any overseas disclosure complies with the Privacy Act 2020.

5. Security and Retention

We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, disclosure or alteration.

Personal information will be retained only for as long as reasonably necessary for the purposes for which it was collected, or as required by law.

When information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it.

6. Boardroom Meetings and Confidential Information

Our boardroom may be used for confidential business, commercial, financial or personal discussions.

We will take reasonable steps to respect the privacy of information that comes to our attention in connection with providing the boardroom.

However, the Hirer is responsible for taking appropriate steps to protect confidential information discussed, displayed or stored during their meeting.

Please ensure confidential documents, laptops, USB drives and other sensitive materials are removed from the boardroom at the end of your booking.

7. Video Conferencing and Recording

The boardroom may include video conferencing equipment.

We do not ordinarily record meetings conducted using the boardroom's video conferencing equipment.

If you choose to record a meeting, you are responsible for obtaining any necessary consent and complying with applicable New Zealand privacy laws.

8. Your Privacy Rights

Under the Privacy Act 2020, you generally have the right to request access to personal information we hold about you and to request correction of information that is inaccurate, incomplete or misleading.

To make a request, please contact our Privacy Officer.

We may need to verify your identity before providing access to personal information.

9. Privacy Concerns or Complaints

If you have a concern about how we have handled your personal information, please contact us first so that we can investigate and attempt to resolve the matter.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services or legal obligations.

The latest version will be available from us and will include the effective date shown at the beginning of this policy.

11. New Zealand Law

This Privacy Policy is governed by the laws of New Zealand.

Nothing in this Privacy Policy limits or excludes any rights or obligations that cannot lawfully be limited or excluded under New Zealand law.