Petal & Pop Birthday Children's Pop Up Role Play Eastbourne

Petal & Pop Privacy Policy

Last updated: 18/6/2026

At Petal & Pop, your privacy matters to us. We are committed to protecting the personal information of our customers, families, children, website visitors and anyone who contacts or books with us.

This Privacy Policy explains what personal information we collect, how we use it, how we keep it safe and what rights you have under UK data protection law.

Petal & Pop is a children’s role play, events and birthday party business based in Eastbourne, East Sussex.

For the purposes of data protection law, Petal & Pop is the data controller of the personal information we collect and use.

Business name: Petal & Pop Ltd
Contact email: petalpopeastbourne@gmail.com

This policy has been prepared with reference to UK GDPR guidance from the Information Commissioner’s Office, which recommends that privacy notices clearly explain what information is collected, why it is used, who it is shared with, how long it is kept and how people can exercise their rights.

1. What information we collect

We may collect and use the following personal information:

Parent, carer or customer details, such as your name, email address, phone number, booking information, enquiry details and payment-related information.

Child information, such as your child’s name, age, birthday, party preferences, interests, access needs, allergies or relevant medical information where this is needed to provide a safe and suitable experience.

Booking and attendance information, such as the session or party you book, dates attended, number of children, party package chosen, add-ons, notes about your event and communication history.

Payment information, such as payment status, transaction references and invoices. We do not usually store full card details ourselves. Payments may be processed securely by a third-party payment provider.

Photography and video information, where you have given permission for us to take or use photos or videos from sessions, parties or events.

Website information, such as your IP address, device information, browser type, pages visited and how you use our website. This may be collected through cookies or analytics tools.

Marketing preferences, such as whether you have chosen to receive updates, offers, newsletters or event information from us.

2. How we collect your information

We may collect personal information when you:

Make an enquiry through our website, email, phone, social media or messaging platforms.

Book a play session, party, workshop, event or hire package.

Complete a booking form, consent form, waiver or party information form.

Attend one of our sessions, parties or events.

Interact with our website or social media pages.

Provide photographs, reviews, testimonials or feedback.

3. How we use your information

We use personal information to:

Respond to enquiries.

Process bookings and manage payments.

Deliver role play sessions, birthday parties, workshops, events and hire services.

Contact you about your booking, party or session.

Personalise your child’s party or experience where relevant.

Manage health, safety, safeguarding, allergies, access needs and emergency contact details.

Keep attendance records where needed.

Send booking confirmations, reminders, invoices and updates.

Improve our services, website, packages and customer experience.

Ask for feedback or reviews.

Send marketing emails or updates where you have agreed to receive them or where we are legally allowed to do so.

Use approved photographs or videos for marketing, social media, website or promotional purposes, where appropriate consent has been given.

Comply with legal, accounting, insurance, tax or safeguarding responsibilities.

4. Our lawful basis for using your information

Under UK data protection law, we must have a lawful basis for using personal information.

We may rely on:

Contract — when we need your information to take a booking, provide a service, process payment or communicate about your party, session or event.

Consent — for example, when you agree to receive marketing emails or give permission for photographs or videos to be used.

Legitimate interests — where we use information to manage and improve our business, respond to enquiries, keep appropriate records, prevent fraud, promote our services or communicate with existing customers in a reasonable way.

Legal obligation — where we need to keep records for tax, accounting, health and safety, insurance or legal reasons.

Vital interests — in rare cases, where we may need to use information in an emergency to protect someone’s health or safety.

The ICO advises that businesses should decide and explain their lawful basis before using personal information.

5. Children’s information

Because Petal & Pop works with children, we take extra care when handling children’s information.

We only collect children’s personal information where it is needed to provide our services safely and appropriately. This may include a child’s name, age, party preferences, allergies, medical information, access needs or emergency details.

Children’s information is usually provided by a parent, guardian or responsible adult.

We do not knowingly collect personal information directly from children through our website without appropriate parental involvement.

The ICO states that children should be given clear information about how their data is used, and that children’s personal information deserves specific protection.

6. Photos and videos

We may take photos or videos at Petal & Pop sessions, parties or events for marketing, social media, website content, printed materials or promotional use.

We will only use identifiable photos or videos of children where appropriate consent has been given by a parent or guardian.

You can withdraw photo or video consent at any time by contacting us. Please note that where images have already been used in printed materials or shared online, it may not always be possible to fully remove every previous use, but we will take reasonable steps to remove future use where possible.

Photographs where someone can be recognised are usually considered personal data, so we treat them carefully and only use them in line with data protection expectations.

7. Marketing

We may use your contact details to send you information about upcoming sessions, parties, workshops, offers, events or Petal & Pop news.

You will only receive email marketing where you have opted in, or where we are otherwise legally permitted to contact you.

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in our emails or contacting us directly.

We will not sell your personal information to third parties.

8. Who we share information with

We may share personal information with trusted third parties where needed to run our business and provide our services. This may include:

Booking system providers.

Payment processors.

Email marketing platforms.

Website hosting providers.

Analytics providers.

Accountants or bookkeepers.

Insurance providers.

Professional advisers.

Event staff, instructors or party co-ordinators who need information to deliver your booking safely.

Legal or regulatory authorities, where required.

We only share the information necessary and expect third-party providers to protect your information appropriately.

Some providers may process information outside the UK. Where this happens, we will take steps to make sure appropriate safeguards are in place.

9. How long we keep your information

We only keep personal information for as long as needed.

As a guide:

Enquiry information may be kept for up to 12 months.

Booking and customer records may be kept for up to 6 years where needed for tax, accounting, insurance or legal purposes.

Children’s health, allergy or access information is kept only for as long as needed for the relevant booking or event, unless a longer period is required for legal, safeguarding or insurance reasons.

Marketing information is kept until you unsubscribe or ask us to remove you.

Photo and video consent records may be kept for as long as the image or video is in use.

If information is no longer needed, we will securely delete it or anonymise it.

10. How we keep your information safe

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

This may include password-protected systems, limited staff access, secure booking platforms, secure payment systems and careful handling of printed or digital records.

No online system can ever be guaranteed completely secure, but we work to keep your information as safe as possible.

11. Cookies and website tracking

Our website may use cookies and similar technologies to help it work properly, understand visitor behaviour and improve the website experience.

Cookies may be used for:

Website functionality.

Analytics.

Performance monitoring.

Remembering preferences.

Marketing or social media features, where applicable.

You can usually control cookies through your browser settings. Where required, our website will ask for your cookie preferences.

You may wish to create a separate Cookie Policy if your website uses analytics, advertising pixels or tracking tools.

12. Your data protection rights

Under UK data protection law, you have rights over your personal information.

You may have the right to:

Ask for a copy of the personal information we hold about you.

Ask us to correct inaccurate or incomplete information.

Ask us to delete your information in certain circumstances.

Ask us to restrict how we use your information.

Object to certain uses of your information.

Withdraw consent where we rely on consent.

Ask for your information to be transferred to another provider in certain circumstances.

To exercise any of these rights, please contact us using the details above.

We may need to confirm your identity before responding to your request.

13. Complaints

Please contact us first if you have any concerns about how we use your personal information. We will do our best to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Website: ico.org.uk
Phone: 0303 123 1113

The ICO recommends that privacy notices explain how people can complain if they have concerns about how their information is used.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, legal requirements or business practices.

The latest version will always be available on our website.

15. Contact us

For questions about this Privacy Policy or how we use personal information, please contact:

Petal & Pop
Email: petalpopeastbourne@gmail.com