26th Galway Kilcoona Scouts
Privacy Policy
Last updated 9 November 2026
26th Galway Kilcoona Scouts (“we”, “us”) is responsible for the personal data collected through this website for The Santa Experience. This policy explains what we collect, why, and your rights under the GDPR. Contact us any time at hello@ruairimcnicholas.com.
What we collect
- Parent or guardian details: name, email address and (optionally) mobile number.
- Children’s first names (optional), so Santa knows who’s visiting.
- Notes you choose to add (optional), such as allergies, accessibility or sensory needs.
- Booking details: tickets, time slots, amount paid, booking reference, when you accepted our terms, and whether you’ve checked in on the day.
- A one-way scrambled code made from your IP address, so we can stop anyone holding lots of places without paying. We can’t turn it back into your address.
Card payments are handled entirely by Stripe. We never see or store your card details. We don’t use advertising or analytics cookies. Volunteers who log in to our admin area use a single login cookie; visitors get none.
Why we use it, and our legal basis
| Purpose | Legal basis |
|---|---|
| Taking your booking, sending your tickets, checking you in and contacting you about your booking | Performing our contract with you |
| Keeping financial records of payments and refunds | Legal obligation |
| Using notes about allergies, health, accessibility or sensory needs to look after your child | Your explicit consent, given by adding the note. You can ask us to delete it at any time. |
We don’t use your details for marketing, and we never sell or share them for anyone else’s marketing.
Who we share it with
- Our volunteers running the event, who see the booking list and notes only as needed on the day.
- Stripe (Stripe Payments Europe Ltd, Dublin), to process payments and refunds.
- Cloudflare, which hosts this website and our booking database and delivers our emails. Cloudflare may process data outside the EEA under the European Commission’s Standard Contractual Clauses.
How long we keep it
- Booking details, children’s names and notes are deleted within 3 months after the event.
- Records of payments and refunds are kept for as long as we need them for our accounts, up to 6 years.
Your rights
You can ask us to access, correct or delete your data, restrict or object to how we use it, receive a copy of it, or withdraw your consent to us using notes about your child’s needs. Email hello@ruairimcnicholas.com and we’ll respond within one month.
If you’re unhappy with how we’ve handled your data, you can complain to the Data Protection Commission at dataprotection.ie.
Changes
If we update this policy we’ll change the date at the top of this page.