Privacy Policy

About this policy

This policy explains how the Dairy Hoofcare Institute of New Zealand (“DHI”, “we”, “us” or “our”) collects, uses, stores and shares personal information. It covers our website, dairyhoofcareinstitute.ac.nz, along with our workshops and courses, our online forms, our Facebook and Instagram ads, and any other contact you have with us.

We follow the Privacy Act 2020 and its information privacy principles. This includes principle 3A, which came into force on 1 May 2026 and covers information we receive about you from someone else.

Personal information means information about an identifiable person. Information about your herd or farm is only personal information when it can be linked to you.

You do not have to give us your personal information. If you choose not to, we may not be able to book you onto a workshop or course or respond to your enquiry.

Who we are

We are the Dairy Hoofcare Institute of New Zealand, based at 154 Coplands Road, RD 2, Ashburton 7772. You can reach us by phoning 03 662 8015 or by emailing info@dhi.ac.nz.

What information we collect

The information we collect depends on how you deal with us. It may include:

• Contact details, such as your name, email address, phone number and postal address.
• Details about your farm or workplace, such as the farm or business name, your role and the region you are in.
• Booking details, such as the workshop or course you have booked, the number of attendees and the names of the people you have booked for.
• Payment and billing details, such as your billing address, the amount paid and how you paid. If you pay by card, your payment is processed by a third-party payment provider and we do not see or store your full card details.
• Training records, such as your attendance, your completion of any online modules, your practical assessments, your examination results and the certificates we issue.
• Host farm details, such as the physical address of the shed, your Farm Supply number and your biosecurity protocols.
• Information you choose to share with us, such as the questions you ask, course feedback, testimonials, photos from a training day, dietary requirements or an emergency contact.
• Photos and video taken at our workshops and courses.
• Your marketing preferences, such as whether you have agreed to receive emails from us.
• Website and device information, such as your IP address, browser type, the pages you visit and how you found our site. See “Cookies and website analytics” below.

How we collect information

We collect most information directly from you. This happens when you:

• Book a workshop or course, or register your interest in one, on our website.
• Complete one of our online forms, such as our contact, host farm or course feedback forms.
• Submit a form on one of our Facebook or Instagram ads. Meta passes the details you enter to us.
• Talk to us at a field day or event, or fill in an enquiry form there.
• Email, phone or message us, including through our Facebook page.
• Attend a workshop or course, complete online modules or sit an examination.
• Use our website. See “Cookies and website analytics” below.

Information we receive from other people

Sometimes we receive your personal information from someone else. This usually happens when your employer or farm manager books you onto a workshop or course, or when one person books several places and gives us the names of the other attendees. A host farm may also give us the names of staff who will attend or help on the day, and a vet or rural professional may pass on your details when they recommend our training to you.

When this happens, we will take reasonable steps to let you know we hold your information, usually when we first contact you about the booking or enquiry. We will not do this where an exception in the Privacy Act 2020 applies, such as when you already know we have your details. This policy explains why we collect your information, who we share it with, how to contact us, and your right to access and correct it.

If you give us information about another person, such as when you book a place for a staff member, please let them know you have shared their details with us and point them to this policy.

How we use your information

We use personal information to:

• Process bookings and payments, and send confirmations, invoices and receipts.
• Keep you informed about your workshop or course, including any changes to dates, times or venues.
• Run our workshops and courses, including arranging host farms, managing attendance and catering, and meeting health, safety and biosecurity requirements on farm.
• Keep training records, issue certificates and run examinations for the Diploma in Bovine Hoof Care.
• Respond to enquiries and let you know when a workshop is confirmed in your region if you have registered your interest.
• Ask for your feedback and use it to improve our training.
• Send you news and information about upcoming workshops and courses, where you have agreed to hear from us.
• Understand how people use our website and measure how well our advertising works.
• Keep our website and systems secure.
• Meet our legal obligations, such as keeping tax records.

We will only use your information for another purpose if you agree, or if the Privacy Act 2020 allows it.

Feedback, testimonials and photos

If you give us feedback or a testimonial, we may ask whether we can share it. We will only publish your comments with your name and region on our website or social media if you agree.

We sometimes take photos and video at our workshops and courses for our website, social media and advertising. If you would prefer not to appear, please tell your instructor on the day or email us, and we will remove published images of you where we can.

If you email us photos from a training day, we will check with you before we publish any that show people clearly.

Marketing emails and messages

We send marketing emails and text messages in line with the Unsolicited Electronic Messages Act 2007. This means we need your consent, which you can give us directly, for example by ticking a box on a form, or which may be inferred from your existing relationship with us, such as attending one of our courses.

Every marketing message we send includes a way to unsubscribe. You can also ask us to stop at any time by emailing info@dhi.ac.nz. We will still contact you about any booking you have with us.

Who we share your information with

We do not sell your personal information. We only share it when we need to, with:

• Service providers who help us run DHI, such as our website host, booking and payment systems, customer relationship management (CRM) and email software, accounting software, IT support and our marketing agency. They may only use your information to provide their services to us.
• Host farms, which may receive the names of attendees for health, safety and biosecurity purposes.
• Our training partner, the Dairy Training Centre (DTC) in the Netherlands, when your details or results are needed to assess or issue the Diploma in Bovine Hoof Care.
• Veehof Dairy Services Ltd, our related hoof care business, if you ask about hoof trimming services, cattle crushes or equipment.
• Your employer or the person who booked your place, if they arranged or paid for your training and need confirmation of your attendance or completion.
• Meta and Google, for advertising and website analytics. See “Cookies and website analytics” below.
• Professional advisers, such as our accountant, lawyer or insurer, when they need it to advise us.
• Government agencies, the Police or others, when the law requires or allows us to share it.

Storing and protecting your information

We store personal information in our website, booking, email, CRM and accounting systems. Some records, such as attendance sheets from training days, may be kept on paper at our office.

We take reasonable steps to protect personal information from loss and from unauthorised access, use, change or disclosure. These steps include password-protected accounts, access limited to the people who need it, security software on our website and secure storage for paper records.

If a privacy breach happens that has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and the people affected as soon as practicable, as the Privacy Act 2020 requires.

Sending information overseas

Some of our service providers store information on servers outside New Zealand, including in the United States. Where your details are needed for the Diploma in Bovine Hoof Care, they may also be sent to our training partner in the Netherlands. When we send information overseas, we take reasonable steps to make sure it will be protected in a way that is comparable to the Privacy Act 2020.

Cookies and website analytics

Our website uses cookies, which are small files stored on your device. Some cookies are needed for the site to work, for example to keep course bookings in your cart while you check out and to protect the site from attacks. Others help us understand how people use the site and how our advertising performs.

We may use Google Analytics to see which pages people visit and how they find our site. We may also use the Meta Pixel to measure our Facebook and Instagram ads and to show our ads to people who have visited our site. Our online forms, YouTube videos and other embedded content may set their own cookies.

You can block or delete cookies in your browser settings, but some parts of the site, such as bookings, may not work without them. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout. You can change how Meta uses your information for advertising in the ad settings of your Facebook or Instagram account.

Links to other websites

Our website links to other sites, such as Facebook, LinkedIn, YouTube and Google Maps. We are not responsible for how those sites handle personal information, so please check their privacy policies.

How long we keep your information

We keep personal information for as long as we need it for the purposes in this policy, or for as long as the law requires.

We keep training records, such as attendance, certificates and examination results, so we can confirm your training if you or your employer ask for proof later. We keep financial records, such as invoices and payment records, for seven years because New Zealand tax law requires it. If you register interest or make an enquiry but do not go on to book, we delete your details once we no longer need them.

When we no longer need personal information, we delete or destroy it securely, or remove anything that could identify you.

Your right to access and correct your information

You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if you think it is wrong. To make a request, contact our Privacy Officer using the details below. We may ask you to confirm your identity before we act on your request.

We will respond as soon as we reasonably can, and no later than 20 working days after we receive your request. There is no charge for making a request. If we decline your request, we will explain why. If we do not agree to correct your information, you can ask us to attach a statement of the correction you asked for to our records.

Questions and complaints

If you have a question about this policy, or a concern about how we have handled your personal information, please contact our Privacy Officer by emailing info@dhi.ac.nz or phoning 03 662 8015. You can also write to the Privacy Officer, Dairy Hoofcare Institute of New Zealand, 154 Coplands Road, RD 2, Ashburton 7772.

We will look into your concern and respond as soon as we can. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner online at privacy.org.nz or by phoning 0800 803 909. You can also write to the Office of the Privacy Commissioner at PO Box 10 094, Wellington 6140.

Changes to this policy

We may update this policy from time to time, for example when we change how we take bookings or when the law changes. We will publish the updated policy on this page and change the date at the top.