New to Royal Victoria Place this Christmas - Book Your Tickets Online Today

Privacy Policy

for The Enchanted Cabin

1. Who We Are

Once Upon A Wish Events Ltd, trading as The Enchanted Cabin ("the Organizer," "we," "us," or "our"), acts as the data controller for the personal data processed in relation to bookings for our Christmas grotto events. This means we are responsible for deciding how your personal data is processed and for ensuring it is handled in accordance with applicable data protection laws, including the UK General Data Protection Regulation (GDPR).

2. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

Identity Data: Includes first name, last name, and title.
Contact Data: Includes email address and telephone numbers.
Transaction Data: Includes details about payments to and from you and other details of products and services you have purchased from us (e.g., booking time, date, party size, photo purchases).
Technical Data: Includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Usage Data: Includes information about how you use our website and services.
Marketing and Communications Data: Includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Special Category Data: We may collect limited special category data, such as information about accessibility requirements or specific needs you provide to us to help us support your visit. This data is collected with your explicit consent and used solely for the purpose of accommodating your needs.

3. How We Collect Your Data

We use different methods to collect data from and about you, including through:

Direct interactions: You may give us your Identity, Contact, Transaction, and Special Category Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
- Make a booking for our event;
- Purchase products or services;
- Request marketing to be sent to you;
- Give us feedback.
Automated technologies or interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy below for more details.
Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:
- Technical Data from analytics providers such as Google based outside the UK.
- Transaction Data from payment and booking providers.

4. How and Why We Use Your Data (Lawful Bases)

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you. This includes:
- Managing your booking (e.g., processing your reservation, sending confirmation, reminders, and service messages).
- Fulfilling photo orders and managing customer service queries related to photo purchases.
Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This includes:
- Operating and improving the event experience.
- Preventing fraud and ensuring the security of our services.
- Understanding how our website is used and making improvements.
- Responding to customer service queries and feedback.
Consent: Where you have given explicit consent for us to process your data for a specific purpose. This applies particularly to the collection of Special Category Data for accessibility support and for sending you optional marketing communications. You have the right to withdraw consent at any time by contacting us.
Legal Obligation: Where we need to comply with a legal obligation.

5. Sharing Your Data

We may share your personal data with the following categories of recipients:

Service Providers (Processors): We use trusted third-party service providers to help us deliver our services. These include:
- Booking system providers (e.g., for managing reservations and payments).
- On-site photo system providers (for processing photo sales).
- IT and system administration services.
- Analytics providers (e.g., Google Analytics).
- These processors act on our instructions only and are required to comply with GDPR. We do not sell your personal data to any third parties.
Professional Advisers: Including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
Law Enforcement or Regulatory Authorities: If required by law or in response to valid requests by public authorities (e.g., a court order or government agency).

6. International Transfers

Some of our external third-party service providers may be based outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK government.
Where we use certain service providers, we may use specific contracts approved by the UK government which give personal data the same protection it has in the UK.

7. Data SecurityInternational Transfers

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Booking data is typically retained for a reasonable period necessary for reporting, invoicing, and addressing potential disputes or customer service queries, and then securely deleted or anonymised.

9. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information