Privacy policy

Window Trendz customer portal

This policy explains what personal information Window Trendz collects through our customer portal at portal.windowtrendz.co.nz, why we collect it, and what you can ask us to do with it.

1. Who we are

Window Trendz is Window Trendz Limited, NZBN 9429040855295, based at the corner of Victoria Avenue and Main Street, Palmerston North. We sell and install curtains, blinds and shutters across Manawatu and the Lower North Island.

Our privacy officer is Tom, Operations. You can reach them at privacy@windowtrendz.co.nz or on 0800 437 620.

2. What we collect

Details you give us, or that we record when you book:

• your name, email address, phone numbers and home address
• notes about your job, such as access instructions or when you are home

Information about your project:

• your consultation brief: the rooms, the style you like and your budget
• photos of your rooms, if you upload them
• messages you send us through the portal, and our replies
• appointment times for your consultation, measure and install
• your quote, and a record of accepting it (see below)
• invoice amounts and payment status, read from our accounting system

Information the portal records automatically:

• When you accept a quote, the time, your internet (IP) address and the type of device and browser you used. This is our record that the acceptance came from you.
• When you ask the portal to remember a device, a name for that device and when it was last used, so you can see and sign out every device from the "Sharing and devices" page.
• When we email you, the address we sent to, which email it was, and whether it was delivered. We keep this for 90 days to find delivery problems.

We do not use advertising trackers or analytics tools in the portal.

3. Why we collect it

We use your information to:

• prepare and send your quote, and book your consultation, measure and install
• let you see your job, your quote and your invoices in one place
• talk to you about your job, by email and through portal messages
• send appointment reminders
• keep an accurate record of what you agreed to and what you have paid
• handle warranty claims and service requests after install

We only collect what we need for your job. If you don't want to give us something, tell us. We may not be able to quote or install without an address and a way to contact you.

4. Photos of your home

Photos of your home are personal, and we treat them that way. They are stored privately and are only visible to you and to Window Trendz staff working on your job. Each photo is shown through a link that stops working after a short time, so a link cannot be passed around.

We will only use a photo of your home in our marketing, such as on our website or social media, if you tick the box giving us permission for that photo. You can withdraw that permission at any time, on the photo itself in the portal or by contacting us, and we will stop using the photo in anything new. You can also remove a photo you shared. We can't recall material that has already been printed, but we will remove the photo from our website and social media within 10 working days.

5. Who we share it with

We don't sell your information, and we don't share it with anyone for their own marketing.

If you invite someone else to your job from the "Sharing and devices" page, such as a partner or a builder, they can see everything on that job that you can. You can remove them from the same page.

To run the portal, we use these service providers. They only use your information to provide their service to us:

Some of these providers hold information outside New Zealand. We choose providers who protect personal information to a standard comparable to the Privacy Act.

We may also share information with our installers and suppliers where they need it to make or fit your order, and where the law requires us to.

6. How long we keep it

We keep your information while your job is active, and afterwards for as long as we need it for warranty claims and for our tax and accounting records. Photos of your rooms are deleted 12 months after your install. Quotes, acceptances and invoices are kept for seven years, as tax law requires.

When information is no longer needed, we delete it. Our database backups roll over every seven days, so a deleted record can stay in a backup for up to a week before it is gone for good.

7. How we keep it secure

• All information is sent over encrypted connections.
• You sign in with a single-use code sent to your email, so there is no password to steal or reuse.
• Staff sign in with their work Google account.
• Each customer can only see their own job. This is enforced by the database, not just hidden in the page.

If something goes wrong and a privacy breach is likely to cause you serious harm, we will tell you and the Privacy Commissioner as soon as we can.

8. Your rights

You can ask us:

• for a copy of the personal information we hold about you
• to correct information that is wrong
• to delete information we no longer need

Contact our privacy officer (section 1). We will respond within 20 working days. We may need to check your identity first, so we don't give your information to someone else. Some records, such as invoices, we have to keep by law even if you ask us to delete them. If so, we will tell you.

If you are not happy with how we have handled your information, please tell us first. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz.

9. Cookies

The portal uses a small number of cookies, and only to keep you signed in:

• a session cookie while you are signed in
• a device cookie if you ask us to remember your phone or computer, which lasts 60 days and can be signed out from any of your devices

We don't use cookies for advertising or tracking, so there is nothing to opt out of.

10. Changes to this policy

If we change this policy, we will update the date at the top of this page. If a change affects how we use information we already hold, we will email you first.