SMPL GROUP LIMITED · AUCKLAND, NEW ZEALAND
Privacy notice
Updated 31 October 2026. ShelfMates is operated by Smpl Group Limited, Auckland, New Zealand. Contact our privacy officer at support@shelfmates.co.nz.
ShelfMates is a free open beta for readers in New Zealand. This notice explains how we handle information when you browse, join and exchange books.
Information we collect and why
We collect your email for sign-in and service messages; your display name and general town for your profile; book details and photos for listings; and claims, exchange messages, delivery choices, credit transactions, reviews, reports and feedback to run exchanges, provide support and address misuse. Other participants may supply reviews or reports about your exchanges.
A delivery address is optional for pickup. You can save an address for shipping and explicitly share an address with the sender when claiming a shipped book. Without the required account or exchange information, we cannot provide those features. Please do not put addresses, phone numbers or other private information into public listings, photos or reviews. Photos uploaded through the website are resized and re-encoded; embedded location and text metadata are removed before storage. Check the visible photo itself for private details.
Who can see it
Anyone can browse available book details, general town and listing cover photos. Signed-in members can see display names, listing details, member history and published exchange reviews. Email addresses, saved delivery addresses and private feedback are not public.
Exchange messages are available to the participants and authorised operators for support. A shared shipping address is shown to the two participants; it is not shown in the operator's general support view. Encrypted addresses may require restricted technical access for support or recovery. We may use reports and exchange records to investigate disputes and protect members. We may also disclose information where required or permitted by law.
Service providers and security
Cloudflare provides website hosting, database, photo storage and technical request processing. Postmark processes recipient email addresses and message contents to deliver sign-in and service emails. Zoho handles support correspondence. These providers may process information outside New Zealand; we remain responsible for the information we hold. ISBN searches use Open Library; requests include the ISBN and technical request information. Externally hosted book covers may also expose your IP address to the cover provider.
We use HTTPS, restricted operator access, protected sign-in sessions and encryption for saved and shared delivery addresses. No internet service can guarantee complete security. Our sign-in cookie keeps you signed in; we do not use Postmark open or link tracking for service emails.
Keeping and removing information
We retain information for running the service, resolving exchanges and disputes, preventing abuse and meeting legal obligations, and remove it when it is no longer needed. The beta currently schedules removal of shared shipping-address copies 30 days after a completed exchange. Saved addresses remain until you remove them or request account removal. Exchange, credit and moderation records are not automatically erased when a listing is withdrawn. For account closure or removal requests, email support. We review requests manually, withdraw active listings, remove saved addresses and sign-in sessions, and review remaining records for deletion or anonymisation. We may retain records needed for unresolved exchanges, abuse investigations or legal obligations. Backups are not immediately rewritten; any restored data must honour recorded removal requests.
Your choices and rights
Email support@shelfmates.co.nz to request access to or correction of your information, account closure or help with a privacy concern. We may need to check your identity. We will respond to access and correction requests within the applicable legal time limits, generally 20 working days. If a correction is disputed, you can ask us to attach your statement of correction. You can also contact the New Zealand Privacy Commissioner.
We will update this notice as the service develops and highlight material changes before they affect members.