Privacy policy

What we collect and why

• Bookings. Your name, email, mobile number, what you booked and anything you add in the notes. We use this to take and manage your booking, send your confirmation and contact you about it. We need it to carry out our agreement with you.
• Payments. Payments are made online through Square. We never see or store your full card details; Square handles them under its own privacy policy. We keep a record of what you paid and of any refunds.
• Promo codes. If you use one, we record which code you used and how much you saved.
• Enquiries. If you email us, message us on WhatsApp or use the enquiry form on our website, we use your details only to reply and keep a record of the conversation. The enquiry form saves your name, email, phone number (if given), date, group size and message in our booking system, emails them to our team, and emails you a copy.
• Newsletter. If you sign up to our newsletter, we keep your email address and the date you signed up, and send you a welcome email. We use it to email you about new games, offers and events. We do this because you've given your consent by signing up. Every newsletter has an unsubscribe link, or you can email us, and we'll take you off the list straight away.
• Website visits. We count visits so we know how people find and use the site: the pages viewed, how long you stay, which part of a page you were on when you left, how far you got through the booking form, the website that sent you, your type of device and an approximate town worked out from your internet connection. We don't use cookies for this and we don't store your IP address. Each visitor gets a code that changes every day, so nobody can be followed from one day to the next. We do this because we have a legitimate interest in running and improving our website.
• CCTV. The arena has CCTV for the safety and security of our guests, staff and equipment, and to help deal with any incidents. Footage is kept for 30 days and then recorded over, unless we need it to look into an incident or the police ask for it.

Cookies

Our website does not place cookies on your device. The only cookies are used by our own staff to sign in to the booking system.

Who we share it with

Only the services we need to run the business:

• Square, to take payments and make refunds.
• Hostinger, which hosts our website and booking system in the UK.
• Microsoft 365, which runs our email, including the emails our website sends.
• Our accountants, insurers or legal advisers, if needed.
• The police or other authorities, but only if the law requires it or to help with a crime or safety incident.

Our fonts are stored on our own website, so loading a page does not contact Google. Our reviews box shows reviews from Google; our website fetches these itself, so your details are not sent to Google. We never sell your details or pass them to anyone for marketing.

Photos and videos

We only use photos or videos of you or your children on our website or social media with your permission. You're welcome to film your own session, and our team is happy to film it on your phone if you ask.

How long we keep it

• Booking and payment records: 6 years, for tax and accounting.
• Enquiries: 12 months after our last message.
• Newsletter: until you unsubscribe.
• Website visit numbers: 13 months.
• CCTV: 30 days (see above).

Children

Bookings must be made by an adult. For kids parties we only hold what the parent or guardian chooses to tell us.

Your rights

You can ask us to show you the information we hold about you, correct it, delete it, limit or object to how we use it, or give you a copy to take elsewhere. Email info@vrarena1.co.uk and we'll reply within one month.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113). We'd appreciate the chance to put things right first.

Changes to this policy

If we change this policy, we'll update this page and the date at the top.