YOUR DETAILS MATTER

Privacy at Send Your Love Aotearoa

Sending Love is a free community kindness initiative. This notice explains how we handle information you choose to share through our website.

What we collect

When you ask a question or send feedback, we collect your name, email address, chosen topic and message to respond. When you register a drop box, we also collect the public venue name and address, opening and closing dates, your preferred delivery arrangements, and optionally your phone number and a photograph of the box. We use this information to review registrations, coordinate delivery and share approved public collection locations. If you register a receiving organisation, we collect its name, type, delivery address, an estimated number of cards requested, delivery preferences, and a staff contact's name, email and optionally phone number and delivery instructions. We use these details privately to assess requests and arrange possible deliveries. If you request an update, withdrawal or future-contact opt-out, we collect the organisation's name, registered staff contact, the type of request and any change details you choose to provide. We use these details to verify and process your request, not to publish them. If you suggest a local card-writing or collection effort, we collect the initiative name, its selected region and town (or a locality you type in), a brief description, any public link you choose to provide, and your name, email and involvement. We also ask who we may contact for details. If you have checked with another organiser and have their permission, you may supply their name and email privately so we can reach them; otherwise we contact you or use the existing public link. We use this information only to follow up, verify and seek permission before sharing anything publicly.

Sharing information is voluntary, but the fields marked as required are needed to reply or process your registration. Please do not send sensitive personal information.

Anonymous website statistics

We use Vercel Web Analytics to understand how many people visit, which pages they view and how they find us. This service uses anonymised information and does not use tracking cookies. We cannot use these statistics to identify individual visitors. This is separate from the details you choose to send through our forms.

Where your information goes

Form information passes through the third-party service FormSubmit and is delivered to our Sending Love Gmail account. These providers may process data outside New Zealand, where the law may not provide the same protections as New Zealand's Privacy Act. FormSubmit says it retains form submissions in its archive for 30 days, but uploaded files are not retained in the archive. Copies emailed to Sending Love are handled under the campaign retention commitment below.

What we share publicly

We do not publish receiving organisations' delivery addresses, staff contact details or private messages as part of the registration process. We only publish local-initiative descriptions, organiser details or links after checking them with and obtaining permission from the people running the initiative. Public venue names, addresses and collection dates are only shared if you tick the registration permission and we approve the location. An optional photo is considered for publication only if you separately give permission. Please avoid photos of identifiable people, especially children, unless you have their permission and, where appropriate, a parent or guardian's consent.

Security and keeping information

We restrict mailbox access to people authorised to help run Sending Love. For the 2026 campaign, we will delete enquiry, receiving-organisation and drop-box registration emails, attached photos and any other working copies by 31 March 2027, unless a matter remains unresolved or retention is legally required. If you ask us to remove information earlier, we will consider that request in line with our obligations. We keep only the minimal information needed to honour a future-contact opt-out where appropriate. Like any online service, we cannot promise absolute security.

Your rights and choices

If your receiving organisation needs to update delivery preferences, withdraw its request or stop future campaign contact, use the update and withdrawal form. We verify changes through the original registered contact before acting. Individuals can ask to access or correct personal information we hold, raise a privacy concern, or request removal of a published photo or venue by emailing sendyourlovenz@gmail.com. We'll review and respond to your request.

You can read the service providers' privacy information at FormSubmit ↗ and Google ↗.

Last updated 26 October 2026.