This statement applies to Wave Passage Hotels Ltd, NZBN 9429042596183, trading as Wave Passage at 31 Marine Parade, Queenstown 9300, Otago, New Zealand. It covers this website, our booking correspondence, and what happens at the hotel itself. It was last reviewed in March 2026.
1. Who is responsible
Wave Passage Hotels Ltd is the agency holding your information for the purposes of the Privacy Act 2020. Questions, corrections and access requests go to the duty manager at [email protected] or by post to 31 Marine Parade, Queenstown 9300.
2. What we collect, and when
- When you send an enquiry. Name, email address, phone number if you give one, the dates and the number of guests, the room you prefer, and whatever you write in the notes box.
- When you stay. Address, a card used as a guarantee, arrival and departure times, room account charges, dietary notes you have given the kitchen, and vehicle registration if you use the car park.
- When you book an event. The organisation you act for, an invoicing address, the running sheet and the numbers attending.
- In the building. Closed-circuit television covers the entrances, the lobby, the corridors, the car park and the gaming room. It does not cover bedrooms, bathrooms or the treatment rooms.
- In the gaming room. The identification document presented at the door is sighted and its type and expiry noted. A record is kept of any self-exclusion, any refusal of service, and any incident the Gambling Act 2003 requires to be logged.
- On this website. Server logs holding an IP address, the page requested and the time. Cookie choices you make. Nothing else; there is no analytics script running unless you switch analytics on.
3. Why we hold it
To answer an enquiry, to hold and honour a booking, to charge for what was used, to meet obligations under the Gambling Act 2003 and the Sale and Supply of Alcohol Act 2012, to keep the building and the people in it safe, and to keep accounting records the Inland Revenue can inspect.
We do not build guest profiles, we do not score guests, and we do not sell or rent information to anyone.
4. Marketing
The package sheet goes out three times a year and only to people who ticked the box asking for it. Every message carries an unsubscribe link that works on the first click. Unsubscribing removes you from that list and changes nothing about a booking you already hold.
5. Who else sees it
- Our payment processor, which handles the card and returns a token. Card numbers are not stored on our systems.
- Our email and hosting providers, both of which keep data in New Zealand or Australia.
- An operator you have asked us to book with, such as a boat, a shuttle or a cellar door, and then only your name and the time.
- The Department of Internal Affairs, the Police or a court, where the law requires it or a warrant is produced.
- Our accountant and auditor, under a confidentiality agreement.
Nothing is transferred outside New Zealand and Australia. No information is used to train a machine learning model.
6. How long we keep it
| Enquiries that did not become a booking | 12 months | Then deleted from the mailbox and the reservations file. |
|---|---|---|
| Booking and account records | 7 years | Required by the Tax Administration Act 1994. |
| Closed-circuit television | 31 days | Overwritten in rotation unless an incident file needs a clip held. |
| Gaming incident and exclusion records | 7 years | Kept as the venue licence requires. Exclusions are held for the term agreed and two years after. |
| Marketing list | until you leave | Removed within two working days of an unsubscribe. |
| Server logs | 90 days | Rotated automatically. |
7. Keeping it safe
Reservations records sit on accounts protected by two-factor sign-in. Paper is kept in a locked cabinet in the back office and shredded when its time is up. Access is limited to the staff whose work needs it. If information is lost or taken and it could cause serious harm, we notify you and the Office of the Privacy Commissioner as the Act requires.
8. Your rights
Under the Privacy Act 2020 you may ask what we hold about you and ask us to correct it. Write to [email protected]. We answer within twenty working days. There is no charge. If we decline any part of a request we say which part and why, and you may take the matter to the Office of the Privacy Commissioner on 0800 803 909 or at privacy.org.nz.
9. Children
Bookings are taken from adults. We do not knowingly collect information from anyone under sixteen except a first name and an age given by a parent so that a cot, a highchair or a menu can be arranged.
10. Cookies
Cookies are covered separately in the Cookie Statement, including how to change or withdraw a choice you have already made.
11. Changes to this statement
Any change is published on this page with the review date above. Material changes are also mentioned in the next package sheet. This is version 3, March 2026.