Privacy Policy - Soft Play Heaven

At Soft Play Heaven, we are committed to safeguarding your privacy and protecting your personal information. This policy outlines how we collect, use, and store your data in accordance with the UK General Data Protection Regulation (UK GDPR).

1. What Information We Collect

We may collect the following personal data when you make an enquiry, booking, or complete a form:

• Full name
• Email address
• Phone number
• Event address or venue location
• Children’s names and ages (for personalised items)
• Signatures (used for booking confirmation and agreement to terms)
• Payment details (processed securely via third-party providers)

2. How We Collect Information

We collect data when you:

• Submit a form via our website (powered by Jotform)
• Contact us via email, phone, or social media
• Confirm a booking or request a quote
• Provide details for event setup

3. Use of Jotform

We use Jotform for all booking and enquiry forms. This platform is GDPR-compliant and securely stores your submitted data. Jotform ensures encrypted transmission and storage of your information, and we access it only for service-related purposes.

4. How We Use Your Information

We use your information to:

• Manage and confirm bookings
• Coordinate event logistics
• Issue invoices and process payments
• Communicate with you about services
• Comply with insurance and legal obligations

5. Data Storage & Security

Your personal information is stored on secure, password-protected systems and encrypted platforms like Jotform. Only authorised personnel at Soft Play Heaven have access to this data.

6. Data Retention

We retain your data for up to 2 years after your most recent booking unless required to keep it longer for legal, insurance, or financial reasons. You may request deletion of your data at any time by contacting us.

7. Photography & Social Media

We may use photos or videos of our play setups only (such as equipment arrangements and decorations) for:

• Our website
• Social media channels
• Promotional or marketing materials

We do not use or publish photos of children or guests at your events.

8. Cookies & Website Tracking

We use cookies and similar technologies (like Google Analytics) to monitor website usage, improve our services, and enhance your user experience. You can manage cookies via your browser settings or through our cookie consent banner.

9. Payments

All payments for our services are made via bank transfer only. 

• We will provide you with our business bank details when confirming your booking
• For the purpose of returning damage deposits, we may request your bank account details. There details are used only for the purpose of processing the refund and are deleted securely once the transaction has been completed. 
• We may retain records of payment confirmations (not your bank details) for accounting, insurance and legal purposes

10. International Transfers

Some data may be processed or stored outside the UK/EU (e.g., Jotform’s servers). We ensure all third-party services implement Standard Contractual Clauses or other appropriate safeguards to maintain GDPR compliance.

11. Automated Decision-Making

We do not use any automated decision-making tools or profiling systems in the processing of your personal information.

12. Children’s Data

We may collect the names and ages of children for customised services (e.g., personalised items). We always seek parental consent and do not directly market to children or store this data beyond necessary use.

13. Your Rights Under GDPR

You have the right to:

• Access the data we hold about you
• Request correction of incorrect or incomplete information
• Request deletion of your data
• Withdraw consent at any time
• Object to processing in certain cases
• Complain to the Information Commissioner’s Office (ICO) if you believe your data is mishandled

14. Contact Us

To exercise your rights, ask questions, or request data deletion, please contact:

📧 softplayheaven@outlook.com

15. Updates to This Policy

We may update this policy periodically to reflect changes in law or our services. The most recent version will always be available on our website.