Privacy Policy


  1. Introduction


Okalenda Limited ("Okalenda", "we", "us", or "our") respects your privacy and is committed to protecting your personal information.

We comply with the requirements of the Privacy Act 2020 when collecting, using, storing, and disclosing personal information.

Personal information means information about an identifiable individual (a natural person).

This Privacy Policy explains how we collect, use, store, and share personal information when you use the Okalenda website, mobile applications, and related services.

This policy does not limit or exclude any of your rights under the Act. If you wish to seek further information on the Act, see www.privacy.org.nz.

  1. Changes to this policy

We may change this policy by uploading a revised policy onto the website. The change will apply from the date that we upload the revised policy.


  1. Who do we collect your personal information from:


  1. You, when you provide that personal information to us, including via the website, app, and any related service, through any registration or subscription process, through any contact with us (e.g. telephone call or email), or when you buy or use our services and products
  2. Users (and that includes event organisers and vendors), when registering with the platform or contacting the platform to raise questions, concerns, or to have any communication between vendors and Okalenda.
  3. Third parties where you have authorised this or the information is publicly available.



  1. What information is collected


  1. Organiser's information:

When you register as an event organiser, we may collect personal information, including but not limited to:

  1. Name
  2. Email address
  3. Phone number
  4. Password
  5. Profile information
  6. Credit card details (payments are processed by our payment providers and are not stored by Okalenda)
  7. Bank account details (payments are processed by our payment providers and are not stored by Okalenda)
  8. Conversation in the chat
  9. Picture of government ID
  10. Personal picture


  1. Vendor's information:

When you register as a vendor, we may collect personal information, including but not limited to:

  1. Name
  2. Email address
  3. Phone number
  4. Password
  5. Profile information
  6. Credit card details
  7. Bank account details (payments are processed by our payment providers and are not stored by Okalenda)
  8. Conversation in the chat
  9. Picture of government ID
  10. Personal picture
  11. Business name
  12. Business contact details
  13. Location
  14. Service descriptions
  15. Pricing and availability
  16. Photos and profile content
  17. GST number, if applicable
  18. Business number, if applicable

Some vendor information may be publicly displayed on the platform.


  1. Booking information

When bookings are made, we may collect, but not limited to:

  1. Event details
  2. Booking dates
  3. Event location
  4. Service requirements
  5. Communication between organisers and vendors


  1. Payment information

Payments are processed through a third-party provider.


  1. Communications

We may store messages sent through the Okalenda platform between users in order to:

  1. facilitate bookings
  2. resolve disputes
  3. maintain platform safety

Okalenda may review communications between users where necessary to investigate disputes, prevent fraud, or enforce our platform policies.


  1. Technical Information

When you use the platform, we may collect technical information such as, but not limited to:

  1. IP address
  2. device information
  3. browser type
  4. pages visited
  5. usage activity


  1. Identity Verification


We may collect identification documents or photographs for the purpose of verifying user identities, preventing fraud, and maintaining platform security.


  1. How We Collect Personal Information

We collect personal information:

  1. directly from you when you create an account or use the platform
  2. when you communicate with us
  3. when you make or receive bookings
  4. from service providers that support our platform
  5. from publicly available sources where appropriate
  6. from when you provide the information to us

Whenever possible, we collect personal information directly from you.


  1. How We Use Your Personal Information

We may use your personal information to:

  1. create and manage your Okalenda account
  2. verify your identity
  3. allow vendors and event organisers to connect and book services
  4. process bookings and payments
  5. communicate with users about bookings and platform updates
  6. improve and develop the platform
  7. provide customer support
  8. provide service to you
  9. resolve disputes between users
  10. detect and prevent fraud or misuse of the platform
  11. comply with legal obligations
  12. enforce our terms and conditions
  13. bill you and to collect money that you owe us, including authorising and processing credit card transactions
  14. respond to communications from you, including a complaint
  15. conduct research and statistical analysis (on an anonymised basis)
  16. protect and/or enforce our legal rights and interests, including defending any claim
  17. for any other purpose authorised by you or the Act.



  1. Sharing or Disclosing Personal Information


We may disclose your personal information to:

  1. another company within our group
  2. any business that supports our services and products, including any person that hosts or maintains any underlying IT system or data centre that we use to provide the website or other services and products
  3. a credit reference agency for the purpose of credit checking you
  4. other third parties (for anonymised statistical information)
  5. a person who can require us to supply your personal information (e.g. a regulatory authority)
  6. any other person authorised by the Act or another law (e.g. a law enforcement agency)
  7. comply with legal obligations
  8. enforce our rights
  9. investigate fraud or illegal activities
  10. any other person authorised by you
  11. A business that supports our services and products may be located outside New Zealand. This may mean your personal information is held and processed outside New Zealand.

We may transfer your information in the case of a sale, merger, consolidation, liquidation, reorganisation or acquisition.


  1. Vendors:

Vendors acknowledge that information published on their profiles, including business information and certain contact details, may be publicly visible on the platform. This information can be accessed by any visitor to the platform, including users who browse without creating an account.

We may share personal information with companies that help us operate the platform, including:

  1. payment processors
  2. hosting providers
  3. analytics services
  4. customer support tools
  5. IT service providers

These providers are required to protect your information.


  1. Between organisers and vendors

Because Okalenda operates as a marketplace, certain information must be shared between users. When a booking or enquiry is made, relevant information may be shared between the event organizer and vendor, including but not limited to:

  1. name
  2. contact details
  3. event information
  4. booking details

This allows the service to be delivered.



  1. Payment Processing

Payments on Okalenda are processed through third-party payment providers such as Stripe.

When payments are made through the platform, certain personal information may be shared with the payment provider in order to process the transaction and manage vendor payouts.


  1. Overseas Storage and Processing

Some service providers we use may store or process personal information outside New Zealand. When this occurs, we take reasonable steps to ensure those providers have safeguards in place that protect personal information in a way that is comparable to the protections under the Privacy Act 2020.


  1. Protecting Your Information


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

Security measures may include:

  1. encrypted connections
  2. secure servers
  3. restricted access to sensitive data

However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.


  1. Accessing and Correcting Your Information


Under the Privacy Act 2020, you have the right to:

  1. request access to your personal information
  2. request correction of your personal information

If you wish to do so, please contact us using the details below.

We may request proof of identity before providing access. Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information or the correction that you are requesting).

We may charge you our reasonable costs of providing you with copies of your personal information or correcting that information.


  1. Third-Party Websites & Internet Use

Our platform may contain links to external websites.

Those websites operate independently and have their own privacy policies.

We recommend reviewing their policies before providing personal information.

While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk.

If you post your personal information on the website’s message board or chat room, you acknowledge and agree that the information you post is publicly available.


  1. Independent Vendors

Vendors using the Okalenda platform are independent businesses. Once you engage directly with a vendor outside the platform, their own privacy practices may apply.

Okalenda is not responsible for how vendors collect, use, or protect personal information outside of the platform.


  1. Cookies and Analytics

We may use cookies[1] and similar technologies to:

  1. understand how users interact with the platform
  2. improve performance and functionality
  3. analyse platform usage

You may disable cookies in your browser settings, although this may affect how the platform functions.


  1. Data Retention

We retain personal information only for as long as necessary to:

  1. provide our services
  2. comply with legal obligations
  3. resolve disputes
  4. enforce our agreements

When information is no longer required, it will be securely deleted or anonymised.


  1. Contacting us


If you have any questions about this privacy policy, our privacy practices, or if you would like to request access to, or correction of, your personal information, you can contact us at contact@okalenda.com





[1] Cookies = an alphanumeric identifier that we transfer to your computer’s hard drive so that we can recognise your browser