The event organiser, Reindeer Lodge, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
Reindeer Lodge Privacy Policy
1. Introduction
Welcome to the Privacy Policy for the Reindeer Lodge Christmas event website. This website and our seasonal festive event are operated by Reindeer Lodge LTD at our countryside venue: Black Meadows Farm, Leeswood, Mold, CH7 4SQ. We respect your privacy and are committed to protecting your personal information safely. This policy describes how we collect, handle, secure, and clear the details you provide when booking tickets or visiting our farm premises.
2. Information We Collect
We strictly collect personal data directly from the adult purchasing the tickets. We do not collect, request, or store any names, ages, or individual profiles of children attending our Christmas event.
We collect the following details:
- Your Identity & Contact Details: First name, last name, email address, billing address, and telephone number.
- Your Order History: Ticket quantities, selected booking dates, transactional summaries, and whether you chose to include optional refund protection.
- Surveillance Footage: On-site Closed-Circuit Television (CCTV) safety video recordings and Grotto live operational audio/video feeds.
3. Our Booking & Payment Partners
To guarantee the maximum security of your financial data, we do not capture or store your raw credit or debit card details on our own website servers. To process your booking smoothly, your data is handled directly by our trusted e-commerce event partners:
- Ticket Tailor: Acts as our primary ticketing administration platform used to manage our booking system capacity and issue your digital e-tickets safely. Their Privacy Policy can be viewed at: https://www.tickettailor.com/legal/privacy-policy
- Stripe: Acts as our primary integrated payment gateway used to securely clear your credit or debit card transactions. Their Privacy Policy can be viewed at: https://stripe.com/gb/privacy
- Klarna: Manages financing or flexible split-payment options independently if selected by you during checkout. Their Privacy Policy can be viewed at: https://www.klarna.com/uk/privacy/
- Xcover: Handles and administers your optional ticket refund protection insurance if explicitly chosen at check out. Their Privacy Policy can be viewed at: https://www.xcover.com/en/privacy-policy
4. Official Santa’s Grotto Photographs
To protect your family’s personal privacy, our professional souvenir grotto photography operations work on a strict, automated immediate-deletion cycle daily:
- Digital Files: Digital images captured by our team camera systems inside the grotto are stored locally on-site only for the duration of that specific event day to allow for immediate printing. All digital copies are permanently wiped and deleted from our active storage at the close of each day.
- Physical Prints: Souvenir physical photo prints are produced instantly at the grotto desk. Any physical print-outs that are ultimately not purchased or claimed by customers are securely shredded and permanently destroyed at the end of each business day.
5. Site Security, CCTV & Microphones
For the ongoing protection of our visitors, team members, property, and our live herd of reindeer, we operate localized security surveillance systems across Black Meadows Farm:
- Site-Wide CCTV: Security cameras are active across public access routes, yards, and trail areas. This CCTV footage is securely stored for up to 28 days, after which it is systematically overwritten, unless actively required for a legal or security investigation.
- Grotto Cameras & Microphones: Each individual Santa’s grotto is equipped with operational cameras and microphones. These live streams are used strictly for real-time event coordination, safety monitoring, and managing crowd flow by our operational team. They are not permanently stored or profiled.
6. General Trail Photography
General atmospheric photos or crowd video backgrounds of the outdoor festive trail may be captured for future marketing and promotional materials. If you identify a photograph of your party on our official social media channels or website that you wish to have removed, please contact our team and we will pull it down immediately.
7. Contact Us
If you have any questions about your booking data or this policy, please contact our support team at info@reindeerlodge.co.uk
GDPR Compliance Statement
Last Updated: 31 August 2026
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the Data Controller is Reindeer Lodge LTD, registered and operating from Black Meadows Farm, Leeswood, Mold, CH7 4SQ.
1. Our Lawful Bases for Processing Data
Under the UK GDPR, we must establish a clear legal justification (lawful basis) to hold, process, or use your personal data. We rely on the following separate legal grounds:
- Performance of a Contract: We process your Identity, Contact, and Financial Transaction data because it is structurally necessary to fulfill your ticket order, generate and deliver your digital e-tickets, and safely manage your admission to the event gates.
- Legitimate Interests: We process site-wide safety CCTV footage, real-time grotto audio/video feeds, and general trail crowd photography for our legitimate business operations. These interest parameters include maintaining public site safety, protecting our high-value live animals, protecting property, optimizing real-time crowd safety, and creating general promotional marketing materials.
- Consent: We only ever distribute marketing updates or seasonal newsletters if you explicitly click the opt-in checkbox during checkout. You retain the absolute right to withdraw this consent instantly at any time by clicking the ‘unsubscribe’ button in any email.
2. Data Retention Limits
We enforce structured retention limits to ensure we do not hold data longer than required for operational or statutory legal mandates:
- Financial & Booking History: Retained securely for a minimum of 6 years to satisfy formal UK tax laws, corporate accounting mandates, and financial auditing guidelines.
- CCTV Footage: Securely stored on a rolling local drive for a maximum duration of 28 days before being systematically and permanently overwritten.
- Grotto Digital Images: Completely deleted and purged from our processing cards within 24 hours at the conclusion of each active event day.
- Marketing Mail Lists: Stored securely until you independently elect to unsubscribe or request complete profile deletion.
3. Your Statutory Rights Under GDPR
As a UK resident, you hold strict statutory legal protections regarding how commercial entities process your personal information. You can exercise these data protections at any time by writing to our team. Your specific rights include:
- The Right of Access: You have the right to request a formal copy of all personal information Reindeer Lodge LTD currently stores about you.
- The Right to Rectification: You have the right to request that we immediately correct any clerical mistakes, outdated contact items, or incomplete booking records.
- The Right to Erasure (‘The Right to be Forgotten’): You can ask us to permanently delete your data records from our databases, provided it does not conflict with overriding UK corporate tax retention laws (such as core booking invoices).
- The Right to Object or Restrict Processing: You hold the right to limit how we process your information, object to legitimate interest profiles, or block marketing communications entirely.
4. Regulatory Complaints
If you believe Reindeer Lodge LTD has compromised your privacy or has failed to manage your data in line with UK statutory frameworks, you have the full legal right to lodge a formal report with the national supervisory regulator:
Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
We would structurally appreciate the professional opportunity to investigate and completely resolve any data handling disputes or customer queries with you directly before you approach the ICO regulator, so please reach out to our administration office first at: info@reindeerlodge.co.uk