Our Policies
Privacy, Cookies & T&C.

Knot Art (NZ) Ltd trading as KnotArt ("KnotArt", "we", "us", or "our") recognises the importance of privacy and is committed to safeguarding the personal information we hold. This Privacy Policy describes how we collect, store, use, and manage personal information when you visit www.knotart.nz or engage our services.

Please read this Privacy Policy carefully. By providing personal information to us, you understand we will collect, hold, use, and disclose your personal information in accordance with this policy. You are not obliged to provide personal information to us; however, if you choose not to, it may affect your ability to use our services.

We are committed to protecting your privacy in accordance with the New Zealand Privacy Act 2020 and, where applicable, the EU General Data Protection Regulation (GDPR). As a New Zealand-based company whose clients may include individuals from the European Economic Area (EEA), we take our obligations under both frameworks seriously.

This Privacy Policy does not apply to the records of our current or former employees.

1. Who We Are
Knot Art (NZ) Ltd is a Wellington-based full-service event management and destination management company (DMC) operating across Aotearoa New Zealand. We serve clients from New Zealand and internationally, including from the European Economic Area (EEA).

Our Privacy Officer can be contacted at: Contact@KnotArt.nz

2. Why We Collect Your Personal Information
We collect personal information for purposes that include:

Communicating with you about your enquiry or project
Administering our services, including event planning and delivery
Enabling us to provide services to you, including venue sourcing, accommodation booking, transport logistics, delegate registration, and event attendance
Managing our relationship with you
Complying with our contractual obligations to you
Responding to requests for information about our services
Sending invoices, payment reminders, and collecting payments
Dealing with any enquiries or complaints
Understanding how you are using our services in order to improve and develop what we offer
Marketing our services to you (where you have consented or where permitted by law)
Complying with our legal obligations
This personal information may be obtained when you submit it via our website, by phone or email, by other correspondence, or when you subscribe to our mailing list. We may also collect your personal information from third parties and public sources such as your employer, co-event hosts, or our suppliers.

The types of personal information we collect may include your name, postal address, phone number, email address, date of birth, employment information, emergency contacts, dietary or accessibility requirements, transaction information, IP address, browsing behaviour on our website, and other details required to provide our services.

3. Financial Information
We may request payment information including bank account or credit card details for the purpose of processing payments for our services.

We use a third-party payment gateway to collect and process your financial information securely. Your financial information is stored and used in accordance with the terms and conditions and privacy policy of that payment provider. We do not store full card details on our own systems.

4. Using and Disclosing Your Personal Information
We may use and disclose your personal information for the primary purpose for which it was collected, and for reasonably expected secondary purposes related to that primary purpose, as well as in other circumstances authorised by law.

We may disclose your personal information to the extent required by law, or in connection with legal proceedings involving us.

We work collaboratively with suppliers and may disclose your personal information to them where necessary for the delivery of our services. Suppliers may include venues, caterers, accommodation providers, transport companies, AV providers, and experience operators. Where we share information with suppliers, we require them to comply with applicable privacy laws and to restrict further disclosure.

We may also disclose your personal information to third-party service providers such as professional advisors, IT service providers, data storage or web-hosting providers, and marketing partners.

Where we engage overseas suppliers — for example, to facilitate international incentive travel programmes — your personal information may be stored, transferred, or accessed outside New Zealand. We will only disclose your personal information to overseas recipients in countries that provide comparable privacy protections, and we will take reasonable steps to ensure those recipients protect your information appropriately.

5. Your Rights
Under the New Zealand Privacy Act 2020, you have the right to:

Request access to the personal information we hold about you
Request correction of any inaccurate personal information
Ask us to delete personal information where there is no ongoing legal or legitimate obligation for us to retain it
Withdraw consent to marketing communications at any time
If you are located in the EEA, you may also have additional rights under the GDPR, including the right to data portability and the right to lodge a complaint with your local supervisory authority.

We will respond to access or correction requests within 20 working days as required by the Privacy Act 2020.

6. Security
We take reasonable steps to protect personal information we hold from misuse, loss, unauthorised access, modification, and disclosure. Our security measures include:

Password-protected systems with multi-factor authentication where possible
Access to personal information limited to staff on a need-to-know basis
Use of reputable, compliant third-party software and storage providers
Regular review of information collection, storage, and processing practices
When we no longer require your personal information, we will take reasonable steps to securely destroy, delete, or de-identify it.

7. Cookies
We use cookies on our website to enhance your browsing experience, analyse website traffic, and support our marketing activities. For full details on how we use cookies and how you can manage your preferences, please see our Cookies Policy.

8. Marketing Communications
We may send you marketing communications about our services where you have consented or where we have a legitimate interest in doing so. You may opt out of receiving marketing communications at any time by contacting us at Contact@KnotArt.nz or by clicking the unsubscribe link in any marketing email.

9. Changes to This Policy
We reserve the right to update this Privacy Policy at any time. Updates will be published on our website. We encourage you to review this policy periodically. Where changes are material, we will take reasonable steps to notify you.

10. How to Contact Us
If you wish to access or correct your personal information, make a complaint about a breach of your privacy, or have any questions about this Privacy Policy, please contact us:

Email: Contact@KnotArt.nz
Website: www.knotart.nz/contact
Location: Wellington, New Zealand

If you believe we have breached the New Zealand Privacy Act 2020 or the GDPR (where applicable) and wish to make a formal complaint, please contact us in writing. We will investigate your complaint promptly and respond within 20 working days.

You may also refer a complaint to the Office of the Privacy Commissioner (New Zealand) at any time.

This Cookies Policy explains what cookies are and how Knot Art (NZ) Ltd trading as KnotArt ("KnotArt", "we", "us", or "our") uses them on www.knotart.nz. Please read this policy so you understand what types of cookies we use, the information we collect using cookies, and how that information is used.

Cookies do not typically contain information that personally identifies you, but personal information we hold about you may be linked to information stored in or obtained from cookies. For more detail on how we use, store, and protect your personal data, please see our Privacy Policy.

We do not store sensitive personal information such as passwords or payment details in cookies.

1. Interpretation and Definitions
Interpretation
Words with initial capitalisation have meanings defined below. These definitions apply whether terms appear in singular or plural form.

Definitions
Company refers to Knot Art (NZ) Ltd trading as KnotArt or KnotArt.nz, Wellington, New Zealand.
You means the individual accessing or using our Website, or an organisation on whose behalf such an individual is accessing or using the Website.
Cookies means small files placed on your computer, mobile device, or other device by a website, containing details of your browsing history on that website among other uses.
Website refers to the KnotArt website, accessible at https://www.knotart.nz.

2. Types of Cookies
Cookies can be Persistent or Session cookies:
Persistent Cookies remain on your device when you go offline and are activated each time you visit the website that created them.
Session Cookies are temporary and are deleted as soon as you close your web browser.
We use both session and persistent cookies for the purposes described below.

3. Cookies We Use
Necessary / Essential Cookies
Type: Session Cookies | Administered by: KnotArt

These cookies are essential to provide you with services available through our Website and to enable you to use its features. They help authenticate users and prevent fraudulent activity. Without these cookies, certain features of the Website cannot be provided.

Cookie Consent Cookies
Type: Persistent Cookies | Administered by: KnotArt
These cookies record whether you have accepted or declined the use of cookies on our Website, so we do not need to ask you again on subsequent visits.

Functionality Cookies
Type: Persistent Cookies | Administered by: KnotArt
These cookies allow us to remember choices you make when using the Website — such as your language preference or display settings — to provide a more personalised experience and avoid you having to re-enter preferences on each visit.

Analytics and Performance Cookies
Type: Persistent Cookies | Administered by: Third Parties (Google Analytics)
These cookies track information about traffic to our Website and how visitors use it. The information collected may be linked to a pseudonymous identifier associated with your device. We use this data to understand how our Website is performing and to make improvements. The information collected is aggregated and does not directly identify you as an individual.

We use Google Analytics (GA4) for this purpose. You can learn more about Google's data practices at policies.google.com/privacy.

Social Media Cookies
Type: Persistent Cookies | Administered by: Third Parties
We may use third-party cookies to support social media sharing and to report usage statistics. These cookies are set by platforms such as LinkedIn and Facebook when you interact with social sharing features on our Website. These platforms may use the information in accordance with their own privacy policies.

4. Your Choices Regarding Cookies
When you first visit our Website, you will be presented with a cookie consent notice where you can accept or decline non-essential cookies.
You can also manage or disable cookies through your web browser settings at any time. Please note that disabling certain cookies may affect the functionality of our Website and your browsing experience.

Instructions for managing cookies in common browsers:
Google Chrome
Mozilla Firefox
Apple Safari
Microsoft Edge
For more general information about cookies, visit www.allaboutcookies.org.

5. Changes to This Cookies Policy
We reserve the right to update this Cookies Policy at any time. Any changes will be published on this page with an updated revision date. We encourage you to review this policy periodically.

6. Contact Us
If you have any questions about our use of cookies or this Cookies Policy, please contact us:

Email: Contact@KnotArt.nz
Website: www.knotart.nz/contact
Location: Wellington, New Zealand

These Terms and Conditions ("Terms") govern the engagement of Knot Art (NZ) Ltd trading as KnotArt ("KnotArt", "we", "us", or "our") to provide event management, destination management, consulting, and related services. By engaging our services or entering into a proposal or agreement with us, you ("the Client") agree to be bound by these Terms.

These Terms are governed by the laws of New Zealand. Any disputes arising will be subject to the exclusive jurisdiction of the New Zealand courts.

1. About These Terms
These Terms apply to all services provided by KnotArt including, but not limited to, event management, conference management, DMC and incentive travel programmes, live event production, and MICE consulting services.

These Terms are to be read alongside any proposal, quote, service agreement, or scope of work we provide. Where any conflict exists between these Terms and a specific agreement, the terms of the specific agreement will prevail.

2. Our Services
KnotArt provides full-service event management and destination management services across New Zealand, including:

Corporate event planning and delivery (galas, awards, launches, activations)
Conference and congress management (PCO services)
Destination management and incentive travel programmes (DMC services)
Live and major event production
MICE consulting and trade readiness advisory
Delegate management, accommodation, and transport logistics
The specific scope of services will be set out in a written proposal or service agreement provided to you prior to commencement.

3. Quotes and Proposals
All quotes and proposals provided by KnotArt are valid for 14 days from the date of issue unless otherwise stated. Quotes are based on information provided to us at the time and are subject to change if requirements are amended.

A quote or proposal does not constitute a binding agreement. An engagement commences only upon receipt of a signed service agreement and/or payment of a deposit as outlined in Section 4.

All prices are quoted in New Zealand Dollars (NZD) and are exclusive of GST unless stated otherwise.

4. Bookings and Deposits
To confirm an event or programme booking, a deposit is required. The deposit amount and payment schedule will be specified in your proposal or service agreement. Deposit requirements are typically:

A non-refundable booking deposit to confirm engagement and secure venue and supplier bookings on your behalf
Progress payments at agreed milestones
Final balance payment prior to the event date
KnotArt reserves the right to not proceed with any bookings or supplier commitments until the required deposit has been received and cleared.

5. Payment Terms
Unless otherwise agreed in writing, all invoices are due and payable within 14 days of the invoice date. Payment can be made by bank transfer or such other method as agreed.

KnotArt reserves the right to charge interest on overdue amounts at a rate of 2% per month (compounding) on the outstanding balance. We also reserve the right to suspend services or withhold deliverables where payment is overdue.

All supplier costs, third-party charges, and out-of-pocket expenses incurred on your behalf will be invoiced to you at cost unless a fixed-fee arrangement has been agreed.

6. Cancellations and Changes
Cancellation by the Client
If you cancel an engagement, the following charges apply based on the notice period prior to the event date:

More than 90 days: Deposit forfeited; no further charges (subject to third-party cancellation fees)
30–90 days: 50% of the total agreed fee, plus any non-recoverable third-party costs
Less than 30 days: 100% of the total agreed fee, plus any non-recoverable third-party costs
Third-party cancellation fees (venues, caterers, accommodation providers, etc.) are passed on to the Client at cost and may vary depending on individual supplier policies.

Changes to Scope
Any changes to the agreed scope of services must be requested in writing. KnotArt will provide a variation quote where additional costs are involved. Scope changes are subject to supplier availability and may not always be achievable close to the event date.

Cancellation by KnotArt
KnotArt reserves the right to cancel or withdraw from an engagement in exceptional circumstances, including non-payment, force majeure events, or where continuing would be unlawful. In such cases, we will provide reasonable notice and refund any fees received for services not yet delivered, less costs incurred.

7. Third-Party Suppliers
KnotArt works with a network of venues, caterers, accommodation providers, transport operators, AV companies, and experience providers to deliver our services. While we take care in selecting reputable suppliers, KnotArt acts as an agent and is not liable for the acts, omissions, or failures of third-party suppliers.

Where possible, KnotArt will enter into written agreements with suppliers requiring them to meet agreed standards. However, the Client acknowledges that third-party services are subject to the terms and conditions of those suppliers.

Any refunds or claims arising from third-party supplier failure are subject to the relevant supplier's own policies and KnotArt's ability to recover on your behalf.

8. Our Liability
To the maximum extent permitted by New Zealand law, KnotArt's total liability to the Client in connection with any engagement is limited to the total fees paid by the Client for the specific services giving rise to the claim.

KnotArt is not liable for any indirect, consequential, special, or incidental loss or damage, including but not limited to loss of profit, loss of business, or reputational damage, howsoever arising.

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, or any other liability that cannot be excluded under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986.

9. Your Obligations
As the Client, you agree to:

Provide accurate, complete, and timely information necessary for us to deliver the services
Comply with the terms and conditions of all venues and suppliers engaged on your behalf
Ensure all attendees, delegates, and guests comply with applicable laws, venue rules, and event protocols
Obtain all necessary permits, licences, and approvals required for your event (unless we have agreed to manage this on your behalf)
Pay all invoices in accordance with the agreed payment terms
10. Intellectual Property
All intellectual property created by KnotArt in connection with your engagement — including event concepts, design work, proposals, run sheets, and planning documents — remains the property of KnotArt until full payment has been received.

Upon receipt of full payment, you are granted a non-exclusive licence to use the deliverables for the purposes for which they were created. KnotArt retains the right to reference the engagement in its portfolio, marketing materials, and award submissions, subject to any confidentiality obligations agreed in writing.

11. Confidentiality
Both parties agree to keep confidential any proprietary, commercial, or sensitive information shared during the course of the engagement. This obligation survives the termination of the engagement.

KnotArt will not disclose your confidential information to any third party without your consent, except where required by law or where disclosure is necessary to engage suppliers required to deliver the services.

12. Force Majeure
KnotArt is not liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, government restrictions, civil unrest, or supplier failure.

In the event of force majeure, KnotArt will notify the Client as soon as practicable and work collaboratively to explore options including postponement, re-scoping, or termination of the engagement.

13. Dispute Resolution
In the event of any dispute arising from these Terms or our engagement, both parties agree to first attempt resolution through good-faith negotiation. If the dispute cannot be resolved within 20 working days, either party may refer the matter to mediation or such other dispute resolution process as may be agreed.

These Terms are governed by the laws of New Zealand and both parties submit to the exclusive jurisdiction of the New Zealand courts.

14. Changes to These Terms
KnotArt reserves the right to update these Terms at any time. Updates will be published on our website. The Terms that apply to your engagement are those in effect at the time your service agreement is signed or your deposit is received.

15. Contact Us
If you have any questions about these Terms and Conditions, please contact us:

Email: Contact@KnotArt.nz
Website: www.knotart.nz/contact
Location: Wellington, New Zealand