Who we are
Woodhead Workshop is a New Zealand sole trader, owned and run by Charlotte. We are the “agency” collecting your information under the Privacy Act 2020. For questions or requests, email hello@woodheadworkshop.co.nz.
What we collect and why
| What | Why we need it |
|---|---|
| Your name and email address | To answer your enquiry and send you order and dispatch updates |
| Delivery address and phone number | To deliver your parcel and so the courier can find you |
| What you asked for: sizes, colours, quantities and deadlines | To quote accurately and make what you ordered |
| Photos you upload in your account, and logos or artwork you send us | Only to make your figure, topper or branded items |
| Your answer about design ownership | We keep a record of your confirmation that you can use the photos or designs you send |
| Order and payment records | Tax and business records law requires us to keep them |
| Sign-in details: your email address, the time, your IP address and browser type | To send you a sign-in code, keep your account secure and stop misuse |
You don’t have to give us any of this. But we can’t make or send you anything without a name, an address and a description.
We do not see or store your card details. Card payments are made on Stripe’s secure payment page, and we receive only a confirmation that you’ve paid.
Photos of people and pets
When you upload photos in your account for a figure or topper, this is what happens to them:
- We use it only to model and make your order.
- We never publish it, the preview or the finished piece without asking you first and getting a clear yes.
- Part of the modelling is AI-assisted: your photos are processed by software that produces a first rough 3D shape, which we then rework by hand. If you would rather your photos were not used this way, tell us and we will tell you honestly whether we can still do the job.
- We delete the photos and working files 30 days after your order is delivered, unless you ask us to keep them so you can reorder.
- Please only upload photos you took or have permission to use. This matters most for photos of other people’s children.
Who else handles your information
We share your information only with those who need it, and only the part they need:
- Vercel hosts this website. Like most hosts, it keeps short-lived server logs, such as IP addresses and the pages requested.
- Neon runs the database that holds your account, enquiries and order records.
- Vercel also stores files privately, such as the photos you upload in your account and the digital preview of your order.
- Microsoft 365 delivers the emails we send you, including enquiry confirmations, sign-in codes and order updates, and runs our inbox.
- Stripe handles card payments. We never see or hold your card number.
- Our email provider: when you email us or reply to one of our emails, your message passes through their systems to reach us.
- Couriers: your name, address and phone number so they can deliver the parcel.
- AI-assisted 3D modelling tools for the modelling step described above.
- Anyone the law requires, such as Inland Revenue for tax records.
Some of these providers store data outside New Zealand. Where that happens, we choose providers with comparable privacy safeguards. We never sell your information to anyone, and we never hand it over for someone else’s marketing.
How long we keep it
- Photos and artwork for figures: deleted 30 days after delivery, unless you ask us to keep them.
- Order and payment records: 7 years, because New Zealand tax rules require it.
- Enquiries that don’t become orders: deleted once the conversation has clearly finished.
Keeping it safe
We keep order information in password-protected accounts. Charlotte is the only person with access to it. Your own account has no password to guess: you sign in with a single-use code we email you, which expires after 10 minutes. Photos and preview files are stored privately and are shown only to you and to us. We delete customer photos on the schedule above. We take this seriously, and if something ever went wrong we would tell you.
Your rights
Under the Privacy Act 2020 you can ask us to:
- Show you the personal information we hold about you.
- Correct anything that is wrong.
- Delete anything we are not legally required to keep.
Email hello@woodheadworkshop.co.nz and we will respond as soon as we can, and within 20 working days at the latest. There is no charge.
If you are not happy with how we have handled your information, you can complain to the Office of the Privacy Commissioner at privacy.org.nz. We would welcome the chance to resolve it first, but you are free to go straight to the Commissioner.
Cookies and tracking
This site sets one cookie, and only when you sign in to your account. It keeps you signed in for up to 30 days or until you sign out. It is essential to your account working, and it isn’t used for anything else.
The site runs no analytics or advertising trackers. It doesn’t load fonts, images or scripts from any outside service: its typefaces and images are served from the site’s own files.
Your cart is remembered in your own browser, so it’s still there if you come back later. It lists only the products and quantities you chose. It stays on your device and isn’t sent to us until you check out.
When you pay by card, you do so on Stripe’s checkout page, which uses its own cookies to process the payment securely and to prevent fraud.
If we ever add analytics, we will say so here first. We will choose a service that doesn’t track you across other websites.
Changes to this policy
If we change how we handle your information, we will update this page and the date at the top. If we make a significant change to what we do with photos, we will email everyone with an open order.