Privacy Policy

August 6, 2026

Last updated: 06/08/2026

1. About this policy

This policy explains how SOPH MEAL PREP LIMITED collects, uses, stores and shares your personal information, and what rights you have over it. We handle personal information in accordance with the Privacy Act 2020 and its information privacy principles.

This policy covers our website at www.sophnz.com, our ordering system, our emails, and the messages you send us on social media. It should be read alongside our Terms and Conditions and our Cookie Policy.

2. Who is responsible for your information

SOPH MEAL PREP LIMITED trading as SOPH, NZBN 9429053871237, of 21 Brookwater Ave, Northwood, Christchurch 8051, is the agency responsible for the personal information described in this policy.

Our Privacy Officer is Sophie Edwards, contactable at sophie@sophnz.co.nz or on 021 191 6090. Appointing a Privacy Officer is a requirement under section 201 of the Privacy Act 2020, and for a business of this size it will usually be Sophie.

3. What information we collect

We collect the following categories of personal information.

Identity and contact information. Your name, email address, phone number and delivery address.
Order information. The meals you order, your order history, delivery instructions, delivery notes and any special requests.
Dietary and allergen information. Any allergy, intolerance or dietary requirement you tell us about, so that we can prepare and deliver your food safely.
Payment information. The last four digits and expiry date of your card, and a payment token held by our payment provider. We do not collect or store your full card number or security code.
Account information. Your login details and preferences, where you create an account.
Communications. Emails, text messages, phone notes, and messages you send us through Instagram or Facebook, including your social media handle.
Website and device information. Your IP address, browser type, device type, pages viewed, and how you reached our site. This is collected through cookies and similar technologies, described in our Cookie Policy.
Marketing information. Whether you have subscribed to our emails, and whether you have opened or clicked them.

4. Information about your health

Allergy, intolerance and dietary information is sensitive. We collect it only where you choose to give it to us, and we use it for one purpose, which is preparing and delivering your food safely and helping you choose suitable meals.

We do not use dietary or health information for marketing, we do not sell it, and we share it only with the people in our kitchen and delivery process who need it to do their job. You can ask us to delete it at any time, and we will, though this may mean we can no longer accommodate your requirement.

5. How we collect it

We collect most of your information directly from you, when you place an order, create an account, subscribe to our emails, send us a message, or fill in a form on our website.

We also collect some information automatically when you use our website, through cookies and analytics. We may receive information from our payment provider confirming that a payment succeeded or failed, and from social media platforms when you interact with our accounts or our advertising.

6. Why we collect and use it

We use your personal information to:

take, prepare, package and deliver your order
process your payment and issue receipts, credits and refunds
prepare food safely against the allergen and dietary information you have given us
send you order confirmations, delivery notifications and service messages
manage a recurring order, including reminders before each charge
answer your questions and resolve complaints
send you marketing emails where you have subscribed
understand how our website is used, and improve it
measure and improve our advertising
meet our obligations under food safety, tax and consumer law

We will not use your information for a purpose unrelated to the reason we collected it without telling you first.

7. Who we share it with

We share personal information with service providers who help us run the business. Each of them is only given the information they need for their part of the job.

Stripe: Processes card payments. Receives your name, email, payment details and order total.
Webflow. Hosts our website and our form submissions. Receives website and form data.
Mailchimp: Sends our order and marketing emails. Receives your name, email, order history and email engagement.
Google. Provides website analytics. Receives device and usage data, including your IP address.
Meta. Provides advertising and social messaging. Receives device and usage data, your social handle and message content.
Xero/MYOB: Manages our accounts and tax. Receives transaction records.

We may also disclose your information where the law requires it, where it is necessary to prevent or lessen a serious threat to someone's life or health, or to enforce our Terms and Conditions.

We do not sell your personal information, and we do not rent or trade our customer list.

8. Information sent overseas

Several of the providers listed above store information on servers outside New Zealand, including in Australia, the United States and the European Union. Where we send your information overseas, we take reasonable steps to satisfy ourselves that the recipient is subject to safeguards comparable to those in the Privacy Act 2020, as required by information privacy principle 12.

By placing an order or subscribing to our emails, you acknowledge that your information will be stored and processed overseas by these providers.

9. Marketing emails

We send marketing emails only to people who have asked for them, or who have ordered from us and have not opted out. Every marketing email includes an unsubscribe link that works, in line with the Unsolicited Electronic Messages Act 2007. Unsubscribing takes effect promptly and does not affect the operational emails we must send about an order you have placed.

10. Cookies and analytics

Our website uses cookies and similar technologies to make the site work, to remember your preferences, to measure how the site is used and to support our advertising. Full detail, including the specific cookies in use and how to control them, is in our Cookie Policy.

11. How we store and protect your information

Your information is stored in the systems listed in section 7, each of which is protected by access controls and encryption in transit. We limit access to the people who need it, use strong and unique passwords with multi factor authentication where available, and review access when someone leaves.

No system is completely secure. We cannot guarantee the security of information you send us over the internet, and you send it at your own risk.

12. How long we keep it

We keep your information only as long as we need it. Order and payment records are kept for seven years to meet Inland Revenue requirements. Account and contact details are kept while your account is active and for [RETENTION PERIOD, for example two years] after your last order. Marketing subscriptions are kept until you unsubscribe. Dietary and allergen information is deleted when you ask us to delete it, or when your account is closed.

13. Accessing and correcting your information

You have the right to ask what personal information we hold about you, and to ask us to correct it if it is wrong. Email sophie@sophnz.co.nz and we will respond within 20 working days, which is the timeframe set by the Privacy Act 2020.

We will need to confirm your identity before we release information. In limited cases the Act allows us to withhold information, and if that applies we will tell you why.

You can also ask us to delete your information. We will do so unless we are required to keep it, for example tax records.

14. Privacy breaches

If a privacy breach occurs and it is likely to cause serious harm, we will notify you and the Office of the Privacy Commissioner as soon as practicable, as required by Part 6 of the Privacy Act 2020.

15. Children

Our website and ordering system are intended for people aged 18 and over. We do not knowingly collect personal information from children. If you believe we hold information about a child, please contact us and we will delete it.

16. Complaints

If you are unhappy with how we have handled your personal information, contact our Privacy Officer at sophie@sophnz.co.nz. We will acknowledge your complaint within one business day and respond fully within 20 working days.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz, on 0800 803 909, or at PO Box 10094, Wellington 6143.

17. Changes to this policy

We may update this policy as our business changes. The current version is always published on this page with the date it was last updated. Where a change materially affects how we use your information, we will email you.