Privacy Policy for DiBS (Digital Booking Service)

Effective Date: 25/08/2024

1. Introduction

DiBS ("we," "us," or "our") is committed to protecting the privacy of our users ("you," "your"). This Privacy Policy explains how we collect, use, share, and safeguard your information when you use our digital booking service, which includes laundry tracking, room bookings, calendar access, and voting in residential halls. By using DiBS, you agree to the collection and use of your information in accordance with this Privacy Policy.

2. Information We Collect

We collect several types of information to provide and improve our service to you:

• Personal Information: When you register for DiBS, we may collect personal information such as your name, email address, phone number, and residential hall details. We may also collect authentication credentials such as usernames and passwords.
• Usage Data: We collect information on how you interact with our service, including the dates and times of laundry usage, room bookings, and calendar events. This may include metadata such as the duration of usage, frequency of bookings, and voting history.
• Device Information: We collect information about the device you use to access DiBS, including the device's IP address, browser type, operating system, and unique device identifiers.
• Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity on our service and store certain information. Cookies are small data files that are stored on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide and Maintain Our Service: We use your information to provide the features and functionalities of DiBS, including laundry tracking, room bookings, calendar access, and voting.
• To Personalize Your Experience: We may use your information to customize your experience, such as by providing recommendations based on your previous usage or bookings.
• To Communicate with You: We may use your contact information to send you notifications, updates, and other communications related to DiBS. This includes sending reminders for laundry usage, room bookings, or upcoming calendar events.
• To Improve Our Service: We analyze usage data to improve the functionality, performance, and user experience of DiBS. This may include identifying patterns, troubleshooting issues, and developing new features.
• To Ensure Security: We use your information to detect, prevent, and address technical issues, fraud, and unauthorized access to our service.

4. Sharing Your Information

We do not sell your personal information to third parties. However, we may share your information in the following circumstances:

• With Service Providers: We may share your information with third-party service providers who assist us in operating DiBS, such as hosting services, analytics providers, and communication services. These providers are required to maintain the confidentiality of your information and are prohibited from using it for any other purpose.
• For Legal Compliance: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• In Business Transfers: If DiBS is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

5. Security of Your Information

We take reasonable precautions to protect your information from unauthorized access, use, or disclosure. We use industry-standard encryption, secure servers, and access controls to safeguard your data. However, no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Your Rights and Choices

You have the following rights regarding your information:

• Access and Correction: You have the right to access and update your personal information at any time. You can do this through your account settings in DiBS.
• Data Portability: You have the right to request a copy of your information in a structured, machine-readable format.
• Deletion: You have the right to request the deletion of your personal information. Please note that some information may be retained for legal or business purposes.
• Opt-Out of Communications: You can opt out of receiving promotional communications from us by following the unsubscribe instructions in those communications or by contacting us directly.

7. Children's Privacy

DiBS is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by posting the new Privacy Policy on our website and updating the "Effective Date" at the top of this page.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• Email: support@dibsnz.com

10. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the New Zealand Government, without regard to its conflict of law principles.