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Privacy Policy

Effective Date: 17 October 2026

Welcome to the privacy policy of THE STOCKROOM LIMITED (referred to as “we”, “us”, or “our” throughout this document). This policy is designed to clearly explain how we collect, use, store, share, and protect your personal information when you interact with our e-commerce website located at www.thestockroomltd.com, purchase our indoor aromatherapy, car aromatherapy and related fragrance products, and engage with any of our online services. As a small, home-grown indoor aromatherapy brand based in Christchurch, New Zealand, we craft every scent blend to carry the unmistakable New Zealand calm drawn inspiration from manuka, native fern, and soft coastal salt air, and this privacy framework is built to align with New Zealand’s strict privacy regulations while upholding our commitment to bringing the peaceful, untouched New Zealand natural feeling straight to your living space.

1. Introduction and Regulatory Compliance

We operate in full compliance with New Zealand’s Privacy Act 2020, as well as all subsequent legislative updates including the 2025 Privacy Amendment Act, the Biometric Processing Privacy Code, and other relevant data governance rules that form New Zealand’s comprehensive data protection compliance matrix. Our privacy practices adhere to the newly introduced Information Privacy Principle 3A (IPP 3A) which came into effect on 1 May 2026, ensuring that even personal information collected indirectly from sources other than directly from you is handled with full transparency and appropriate notification to you, in alignment with global best practices followed in Australia, the United Kingdom, and European Union jurisdictions.

This policy applies to all visitors, registered users, customers, and any individuals who provide personal information to us through our website, including via order placement, newsletter sign-ups, contact form submissions, customer support communications, and any other interactive features on our platform. By accessing www.thestockroomltd.com and submitting your personal information to us, you acknowledge that you have read, understood, and agree to the terms outlined in this Privacy Policy. If you do not agree with any part of this policy, please do not access our website or provide your personal information to us.

2. Contact Information for Privacy Inquiries

If you have any questions, concerns, or requests related to your personal information or this Privacy Policy, you can reach our dedicated privacy team through the following official channels:

  • Full Legal Entity Name: THE STOCKROOM LIMITED
  • Official Website: www.thestockroomltd.com
  • Contact Email: rivet@thestockroomltd.com
  • Physical Postal Address: 55c Twin Parks Rise, Papakura, 2110, New Zealand
  • Contact Telephone Number: +64 9 578 5099‌

We will respond to all legitimate privacy-related inquiries within 10 working days of receipt, and we will work with you to resolve any concerns you may have regarding how we handle your personal data in line with the requirements of New Zealand’s Privacy Commissioner Office (OPC).

3. Types of Personal Information We Collect

We only collect personal information that is relevant, necessary, and directly related to the services we provide to you as an e-commerce aromatherapy retailer. The categories of personal information we may collect include:

3.1 Information You Provide Directly to Us

  • Full name, billing address, delivery address, and contact phone number, which we require to process and dispatch your orders for our indoor fragrance diffusers, essential oil blends, car aromatherapy products, and other merchandise
  • Email address, collected when you create a user account on our website, sign up for our newsletter to receive updates about new soft scent arrivals, promotional offers, and brand news, or reach out to our customer support team with questions about our products
  • Payment related information, including billing contact details and transaction identifiers, which are processed through our secure third-party payment processors. We do not store full credit card or debit card details on our own servers at any point
  • Any voluntary information you choose to share with us in customer feedback forms, product review submissions, or custom order requests, including preferences for specific scent profiles or custom diffusion settings for our adjustable brightness diffuser products
  • Account authentication details such as usernames and encrypted passwords that you create to access your personal user dashboard on our website

3.2 Information We Collect Automatically When You Visit Our Website

  • Technical data including your internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system, and device information, collected to optimize our website performance across different devices and ensure secure access to our online shop
  • Website usage data including the pages you view on www.thestockroomltd.com, the links you click, search queries you submit on our site, time spent on specific pages, and date and time of your visit, which we use to analyze visitor behavior and improve our product listings and user experience
  • Cookie and analytics pixel data, managed through our clear cookie notice that covers all analytics and ad pixels deployed on our platform. These small tracking files help us remember your preferences, such as your selected fragrance wishlist items, and deliver relevant product recommendations that align with your interest in our natural, long-lasting scents

3.3 Indirectly Collected Personal Information

In full compliance with IPP 3A requirements set out in the 2025 Privacy Amendment Act, if we receive your personal information from third party sources such as our trusted delivery partners, payment service providers, or authorized marketing collaborators, we will take all reasonable steps to notify you of this data collection in line with regulatory requirements. The only exceptions to this notification obligation apply when the information you hold is publicly available, you have already been previously informed of the collection, the notification would obstruct law enforcement operations, undermine the original purpose for which the information was collected, or pose a severe threat to public health and safety or the health and safety of any individual.

4. How We Use Your Personal Information

Every use of your personal information is strictly limited to the legitimate purposes that we have disclosed to you, and we will never process your data in a way that is incompatible with these stated purposes. The core purposes for which we use your personal information are:

  • ‌Order Fulfilment and Post-Sale Support‌: We use your name, delivery address, contact phone number, and order details to process your purchase, arrange shipment of your selected aromatherapy products, track your delivery status, and resolve any issues that may arise with your order including refunds, replacements, handling of faulty or damaged products, delayed or missing deliveries, and incorrect item dispatches. Even in cases where an issue originates with our supply chain partners, we use your contact details to communicate directly with you to resolve the matter promptly and transparently, in line with our obligations under the Consumer Guarantees Act (CGA) which ensures New Zealand customers receive products of acceptable quality, fit for purpose, safe, and matching their listed product description.
  • ‌Website Operation and Performance Optimization‌: We use automatically collected technical and usage data to troubleshoot technical issues on our website, improve page load speeds, ensure that all key pages meet accessibility standards including appropriate alt text for product images, sufficient color contrast for visually impaired users, and full keyboard navigation functionality for visitors with accessibility requirements. This work ensures all our customers can browse our product catalog comfortably, no matter their access needs.
  • ‌Personalized Customer Experience‌: We use your stated product preferences and browsing history to recommend relevant new scent arrivals, adjustable diffuser products, and complementary aromatherapy items that align with your interest in creating a calm, relaxing home or car environment. Where you have opted in to receive marketing communications, we will send you occasional newsletters with updates about new product launches, limited time offers, and brand stories that share our connection to New Zealand’s native forests and coastal landscapes. You can opt out of all marketing communications at any time by clicking the unsubscribe link at the bottom of every marketing email, or by sending an email to our privacy team at rivet@thestockroomltd.com.
  • ‌Compliance and Risk Management‌: We process your personal information to verify user identities, prevent fraudulent transactions, protect our website and systems against unauthorized access, and meet all our legal and regulatory obligations under New Zealand law including tax record keeping, consumer dispute resolution, and compliance with data protection rules. We maintain a clear, documented record of all compliance reviews conducted on our website, including the date of each review and the name of the qualified reviewer, to demonstrate our ongoing commitment to data protection best practice.
  • ‌Trust and Conversion Optimization‌: We process non-identifiable aggregated user data to identify how we can improve our website trust signals, ensuring that our transparent product descriptions, clear pricing information, and fair service policies help build confidence with every Auckland, Christchurch, Papakura, and nationwide New Zealand visitor who browses our online store, turning their quiet browsing moments into enquiries and completed purchases that help bring our unique New Zealand calm scents into more homes across the country.

5. Sharing of Your Personal Information

We will never sell, rent, or lease your personal information to any third parties for their independent marketing purposes without your explicit written consent. We only share your personal information with carefully vetted third party service providers who are bound by strict data protection agreements that require them to protect your data to the same high standards we follow ourselves, and only process your data for the explicit purposes we have authorized. The limited categories of third parties we may share your information with include:

  • ‌Payment Processors‌: We share necessary billing and transaction details with our PCI-compliant payment service providers to process your order payments securely. These providers are prohibited from using your personal data for any other purpose outside of processing your payment transactions.
  • ‌Courier and Delivery Partners‌: We share your full delivery name, address, and contact phone number with our selected New Zealand and international courier services to ensure your purchased products are delivered to you correctly, safely, and on time.
  • ‌Cloud Service Providers and Website Platform Vendors‌: We work with trusted global cloud hosting providers and e-commerce platform operators who store our website data and help us maintain secure, reliable access to our online store. All these vendors are required to follow strict data protection rules that meet New Zealand privacy law standards, and we conduct regular data mapping exercises as required under IPP 3A to track exactly where your personal information is stored and processed at all times.
  • ‌Legal and Regulatory Authorities‌: We may disclose your personal information if required by law, court order, or valid regulatory request from New Zealand government agencies including the Privacy Commissioner Office, consumer protection authorities, or law enforcement bodies, to comply with our legal obligations.

Where we share your personal information with any third party located outside of New Zealand, we will ensure that appropriate safeguards are in place to protect your data rights, in full alignment with New Zealand’s privacy regulations for overseas data transfers.

6. Data Storage and Security

We take all reasonable technical, administrative, and physical security measures to protect your personal information against unauthorized access, accidental loss, destruction, alteration, or misuse. All personal data submitted to our website is encrypted during transmission using industry standard secure socket layer (SSL) technology, and our internal servers are protected by regular security updates, firewalls, and restricted access permissions that only allow authorized staff to access your information when it is required to complete their job duties.

As part of New Zealand’s privacy regulatory shift towards “privacy by design” principles promoted by the 2025 legislative updates, we conduct regular privacy impact assessments before implementing any new feature on our website that processes personal information, ensuring that privacy protections are embedded directly into the design of our systems rather than added as an afterthought. Our team has also completed dedicated assessment protocols to ensure that any potential processing of biometric information (such as facial recognition features that may be considered for future website accessibility tools) fully complies with the Biometric Processing Privacy Code, including mandatory assessment of any potential cultural impacts on Māori communities in line with Te Mana Raraunga, the Māori Data Sovereignty Declaration.

We will retain your personal information only for as long as it is necessary to fulfil the original purposes for which it was collected, including to complete any orders you have placed, maintain your user account if you choose to keep it active, meet applicable legal record keeping requirements under New Zealand tax and commercial law, and resolve any potential disputes that may arise between you and our brand. After your data is no longer required for these purposes, we will securely delete or anonymize your personal information in a permanent, irreversible manner.

7. Your Rights Under New Zealand Privacy Law

Under the Privacy Act 2020 and all subsequent 2025 legislative updates, you hold clear, enforceable rights over your personal information. These rights include:

  • ‌Right of Access‌: You have the legal right to request a full copy of all personal information that we hold about you, free of charge in most circumstances. We will provide this information to you in a clear, commonly used electronic format within the statutory timeframe set by New Zealand privacy law.
  • ‌Right to Correction‌: If you find that any of the personal information we hold about you is inaccurate, incomplete, or out of date, you have the right to request that we correct this information immediately. You can update most of your personal details directly through the user account dashboard on our www.thestockroomltd.com website at any time, or contact our support team to request corrections for any information you cannot modify yourself.
  • ‌Right to Withdraw Consent‌: You can withdraw any previously provided consent for us to process your personal information at any time. For example, you can opt out of marketing communications, or request that we stop processing specific types of your personal data. Withdrawing your consent will not affect the lawfulness of any processing we completed before your withdrawal, and will not prevent us from processing your information for the purposes of completing any existing order you have placed with us.
  • ‌Right to Request Deletion‌: You have the right to request that we erase your personal information in circumstances where the data is no longer necessary for the purposes we originally collected it, you have withdrawn your consent for processing, or you object to our processing and we have no overriding legitimate legal grounds to continue holding your data.
  • ‌Right to Lodge a Complaint‌: If you believe that we have not handled your personal information in compliance with New Zealand privacy law, you have the right to lodge a formal complaint with the New Zealand Office of the Privacy Commissioner. We will fully cooperate with the OPC in any process to resolve any complaint related to our data handling practices.

To exercise any of these rights, simply send a written request to our privacy team at rivet@thestockroomltd.com, and we will guide you through the simple verification process to confirm your identity before processing your request.

8. Cookies and Website Tracking

Our website uses cookies and similar analytics and advertising pixels to enhance your browsing experience. Our clear cookie notice provides you with full control over the types of tracking technologies you allow to activate when you visit our site. You can adjust your browser settings at any time to block or delete cookies, but please note that disabling certain strictly necessary cookies may impact the functionality of our online shop, preventing you from adding products to your cart or logging into your user account. We do not use any tracking technologies to collect sensitive personal information about you without your explicit prior consent.

9. Updates to This Privacy Policy

We may occasionally update this Privacy Policy to reflect changes in our business operations, new regulatory requirements introduced under New Zealand’s evolving data protection legal framework, or updates to our website features. When we make material changes to this policy, we will update the “Effective Date” at the top of this page, and post a clear prominent notification on the homepage of www.thestockroomltd.com to alert you to the changes. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information. Any material changes to this policy will take effect 7 days after the updated version is published on our website.

10. General Provisions

This Privacy Policy is governed exclusively by the laws of New Zealand. Any disputes related to our data handling practices will be resolved under the jurisdiction of the New Zealand courts, and all our practices are designed to align not just with our legal obligations, but our core brand mission to bring the gentle, calm, trustworthy spirit of New Zealand’s natural landscapes into every part of our customer experience, including how we care for the personal information you entrust to us when you shop with THE STOCKROOM.

By continuing to use our website and services after the effective date of this policy, you confirm that you have had the opportunity to review and understand all the terms outlined in this Privacy Policy, and you agree to the collection, use, and sharing of your personal information as described in full above.