Privacy Policy
Ascot Mini Mates Ltd – Privacy Policy
1. Introduction Ascot Mini Mates Ltd (“we”, “us”, “our”). We are committed to protecting your personal data and complying with UK GDPR and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, store, and protect your information.
2. Personal Data We Collect We collect the following information: Name, Email address, Phone number, Payment information (processed securely by Ardent – we do not store card details), Child’s name (optional), Allergy information (for parties only; may also be given in booking notes), Booking details (session times, party details, etc.), Accident log information when applicable We do NOT collect: Child’s exact age (only age ranges for pricing or exact age if you would like personalised party invitation). Medical information (unless voluntarily provided). CCTV: We use CCTV cameras at our premises to help provide a safe and secure environment for our customers, staff, and visitors. CCTV footage is used for the purposes of crime prevention and detection, protecting the safety and wellbeing of children and adults, investigating incidents or accidents, and safeguarding our property. Recordings are processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Access to CCTV footage is restricted to authorised personnel and, where required by law, may be shared with the police, insurers, legal advisers, or other authorised bodies. CCTV recordings are retained only for as long as necessary to fulfil the purposes for which they were collected, after which they are securely deleted, unless they are required as part of an ongoing investigation or legal obligation.
3. Special Category Data – Allergy Information For party bookings, we may receive allergy information about children attending. This is processed under: Legitimate Interests – to ensure the safety of attendees. Vital Interests – where information could prevent harm. Allergy information is stored in our booking system but is anonymised (not linked to children by name except for the primary party booker).
4. How we collect data: We may collect data via Online booking forms (via VenueSumo), Payment Processors, Email Correspondence (outlook), Accident forms (google drive storage) and in person discussions in store
5. How We Use Your Data We use personal data for: Processing and confirming bookings, Managing parties and soft play sessions, Contacting you about your booking, Safety and incident reporting, Accounting and business records, Optional marketing (only if you do not opt out) We do NOT sell your data.
6. Lawful Bases for Processing: We rely on the following lawful bases: Contract – to provide the service you booked, Legal Obligation – maintaining financial and accident records, Legitimate Interests – venue management, safety, analytics, Consent – marketing emails or SMS (you may opt out at any time). Vital Interests – allergy information for safety.
7. Data Sharing (Third Parties) We share necessary data with trusted providers who process data on our behalf: Ardent – payment processing – in-person payment processing, Venue Sumo – booking management, Xero – accounting records, SquareSpace – website hosting, Outlook – email provider, OneDrive – secure business data storage, Google Drive – accident logs. We may share data with: Insurers or legal representatives if a claim is made or HMRC or authorities if legally required.
8.We do NOT share your data with: External advertisers, Unrelated third parties
8. Staff Access Authorised staff may access booking information to: Manage sessions and parties, Contact customers related to a booking, Assist with customer service.
9. Marketing Communications You will be offered the choice to: Receive email marketing, Receive SMS reminders or messages (optional) You may opt out at any time.
10. Cookies & Website Analytics Our website (WordPress) uses basic functional cookies. We may introduce analytics tools (such as Google Analytics) in the future. If we do, this Policy will be updated before any such tools become active.
11. Data Retention We retain data only as long as necessary: Booking data (names, emails, phone numbers): Kept for 6 years to meet accounting and business record requirements. Allergy information: – Retained in our booking system but anonymised (not linked to individual children). Accident logs: – Stored for 6 years, in line with safety and insurance obligations. Financial information: – Stored for 6 years (legal requirement).
12. Your Rights Under UK GDPR You have the right to: Access your data, Correct your data, Request deletion (where lawful), Restrict processing, Object to marketing To exercise these rights, contact us at: info@ascotminimates.co.uk
13. Data Storage & Security Data is stored securely using: OneDrive (Microsoft) – encrypted cloud storage, Google Drive – accident logs, Venue Sumo – secure booking platform. Ardent– secure payment processors. We implement technical and organisational measures to protect your data.
14. Children’s Data We do not knowingly collect personal data from children except: Names voluntarily given during party bookings, Allergy information (special category data) Parents/guardians must provide this information
15. International Transfers Some third-party providers (e.g., Microsoft, Google, Ardent) may store data outside the UK. These companies all operate under UK approved data protection safeguards
16. Changes to This Privacy Policy We may update this Policy from time to time. The updated version will be posted on our website.
17. Contact Us If you have any questions, please contact: Email: info@ascotminimates.co.uk Address: Ascot Mini Mates Ltd, 1 Lyndhurst Road, Ascot, SL5 9ED