Last updated: 1 September 2026
This Privacy Notice explains how Santa’s Grotto Ireland collects, uses, stores and shares personal information when you visit our website, make a booking, attend our event, contact us or agree to participate in promotional photography.
1. Who We Are
Santa’s Grotto Ireland is operated by Thomas Joseph Delany, trading as Santa’s Grotto Ireland.
For data-protection purposes, Thomas Joseph Delany is the controller of the personal information described in this notice.
Business address: 30 Newlands Road, Clondalkin, Dublin 22, D22 HR12, Ireland Email: santasgrottostaff@outlook.com
2. Information We Collect
Depending on how you interact with us, we may collect:
- The booking customer’s name, email address and telephone number;
- Booking reference, visit date, arrival time and ticket information;
- The names and ages or age categories of children included in a booking;
- Information about gifts selected or provided;
- Information about accessibility, sensory, medical or additional support requirements that you choose to provide;
- Payment and transaction information;
- Correspondence, enquiries, complaints and customer-service records;
- Photographs taken as part of the Santa experience;
- Photographs or videos that a parent or guardian separately agrees may be used for promotional purposes;
- Technical information collected through our website, booking platform or associated services, such as IP address, device information and cookie data; and
- Records relating to accidents, incidents or safety concerns, where necessary.
Please do not provide personal or medical information that is not reasonably necessary for us to manage your booking or support your visit.
3. Children’s Personal Information
Our experience is intended for families and involves the processing of limited information about children.
The adult making the booking must have the authority to provide the information entered about each child. We ask customers to provide only the information reasonably required to deliver the experience, prepare an appropriate gift and accommodate relevant support needs.
Where we request permission to use an identifiable photograph or video of a child for promotional purposes, permission must be provided separately by the child’s parent or legal guardian.
We will not require promotional consent as a condition of booking or attending the experience.
4. How We Use Personal Information
We may use personal information to:
- Create and manage bookings;
- Process payments and refunds;
- Confirm bookings and send important visit information;
- Check tickets and manage admission;
- Prepare age-appropriate gifts;
- Provide accessibility or additional support;
- Take, prepare and supply photographs requested as part of the experience;
- Answer enquiries and manage complaints;
- Prevent fraud, misuse and payment disputes;
- Maintain the safety and security of customers and staff;
- Keep appropriate financial, tax and business records;
- Establish, exercise or defend legal claims;
- Improve our services and customer experience;
- Send marketing communications where the recipient has consented or where otherwise permitted by law; and
- Use selected photographs or videos for promotional purposes where valid, separate permission has been provided.
5. Our Legal Bases
We process personal information only where we have a lawful basis to do so.
Contract
We process booking, contact, transaction and visit information where necessary to enter into or perform our contract with the person making the booking.
Legal Obligations
We process certain information where required to comply with tax, accounting, consumer-protection, health and safety or other legal obligations.
Legitimate Interests
We may process information where necessary for our legitimate interests, including:
- Operating and improving the event;
- Responding to enquiries and complaints;
- Protecting customers, staff and our business;
- Preventing fraud and misuse; and
- Establishing, exercising or defending legal claims.
We will not rely on legitimate interests where our interests are overridden by the rights and interests of the affected person, particularly a child.
Consent
We rely on consent where appropriate, including for:
- Using identifiable photographs or videos of customers or children for advertising, social media or other promotional purposes;
- Sending optional marketing communications; and
- Processing certain voluntarily provided information where consent is the appropriate legal basis.
Consent may be withdrawn at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
Vital Interests
In a genuine emergency, we may process relevant information where necessary to protect someone’s life or physical safety.
6. Booking and Payment Providers
Our booking service is provided through SantaBooker. Personal information entered during the booking process may be processed through SantaBooker to create and administer the booking.
Online card payments are processed by Stripe. We do not receive or store customers’ complete payment-card details.
On-site card payments are processed by SumUp. We do not receive or store customers’ complete payment-card details.
SantaBooker, Stripe and SumUp process information in accordance with their respective terms and privacy notices. They may collect information directly from customers when their services are used.
7. Photography During the Experience
Customer Photographs
Photographs may be taken during the Santa visit so that families can view and, if they wish, purchase them.
There is no obligation to purchase a photograph. If a family does not want an official photograph taken, they should tell a staff member or photographer before entering Santa’s room.
Photographs taken for viewing or purchase will not automatically be used for advertising or promotional purposes.
Promotional Photographs and Videos
We may ask selected families whether they are willing to let us use particular photographs or videos to promote Santa’s Grotto Ireland.
Promotional use may include:
- Our website and booking pages;
- Our social-media accounts;
- Online and printed advertisements;
- Posters, flyers and other printed materials;
- Press or public-relations material; and
- Promotion of future Santa’s Grotto Ireland events.
Before using an identifiable child’s image for these purposes, we will obtain separate permission from the child’s parent or legal guardian. We will explain the intended uses when seeking permission.
Promotional consent is voluntary. Refusing permission will not affect the family’s booking, treatment, photographs or experience.
Consent may be withdrawn for future use by contacting santasgrottostaff@outlook.com. We will stop new promotional use and remove material under our control where reasonably practicable. Withdrawal cannot always undo material that has already been printed, distributed, lawfully published or shared by other people, but we will not use the image in new promotional material after processing the withdrawal.
We will not sell promotional photographs of customers or children to third parties.
8. Sharing Personal Information
We may share relevant personal information with trusted service providers where necessary, including:
- SantaBooker, as our booking-platform provider;
- Stripe and SumUp, as our payment providers;
- Website-hosting, email, IT and data-storage providers;
- Photographers and printing providers working on the event;
- Professional advisers, insurers and accountants;
- The venue or shopping-centre management where reasonably necessary for safety, security or event operations;
- Public authorities, regulators or emergency services where required by law or necessary to protect someone’s safety; and
- A purchaser or successor if our business is transferred, subject to appropriate safeguards.
We require service providers acting on our behalf to protect personal information and use it only for authorised purposes.
9. International Transfers
Some of our service providers may process personal information outside Ireland or the European Economic Area.
Where this occurs, we will take reasonable steps to ensure that an appropriate legal transfer mechanism and safeguards are in place, such as an adequacy decision or approved contractual protections.
Further information about transfers carried out by SantaBooker, Stripe, SumUp or another provider can be found in that provider’s privacy notice.
10. How Long We Keep Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, safety and dispute-resolution requirements.
Our intended retention periods are:
- Booking, payment and accounting records: generally six years after the relevant transaction or accounting period;
- Routine enquiries and correspondence: generally up to 12 months after the matter is closed;
- Unpurchased customer photographs: generally deleted within 30 days after the event’s seasonal closure;
- Purchased photograph files: generally retained for up to 30 days after the event’s seasonal closure to allow us to address quality or replacement issues;
- Accessibility or support information: deleted within 30 days after the event’s seasonal closure unless it forms part of an incident, complaint or legal record;
- Promotional photographs and consent records: retained for up to three years, or until consent is withdrawn, unless continued retention is reasonably necessary to document previous lawful use;
- Marketing contact information: retained until consent is withdrawn, the recipient unsubscribes or the information is no longer reasonably required; and
- Accident, incident, complaint or legal records: retained for the period reasonably necessary to meet legal, insurance and dispute-resolution requirements.
Information may be retained for a longer period where required by law or where reasonably necessary in connection with a complaint, investigation or legal claim.
11. Marketing Communications
We will send optional promotional emails or messages only where we have an appropriate lawful basis.
Where marketing is based on consent, customers may unsubscribe at any time by:
- Using the unsubscribe option included in the message; or
- Contacting us at santasgrottostaff@outlook.com.
Transactional messages concerning a booking, payment, cancellation, safety issue or important event update are not marketing communications and may still be sent where necessary.
12. Cookies and Website Data
Our main website does not intentionally use non-essential cookies. However, our booking platform and other embedded third-party services may use cookies or similar technologies for essential functions, security, preferences, analytics or advertising.
Non-essential cookies will be used only where permitted by law and, where required, after consent has been obtained.
Further information about SantaBooker’s use of cookies is available through its privacy and cookie notices.
13. Security
We use reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.
Access to personal information is limited to people and service providers who reasonably need it for their role.
No online system can be guaranteed to be completely secure. Customers should contact us promptly if they believe their information or booking account has been compromised.
14. Your Data-Protection Rights
Depending on the circumstances, you may have the right to:
- Request access to your personal information;
- Ask us to correct inaccurate or incomplete information;
- Ask us to delete personal information;
- Ask us to restrict how information is used;
- Object to processing based on legitimate interests;
- Receive certain information in a portable format;
- Withdraw consent at any time where processing is based on consent; and
- Complain to the Data Protection Commission.
These rights are not absolute and may be limited in certain circumstances. We may need to verify your identity before responding.
To exercise a right, contact santasgrottostaff@outlook.com and provide enough information for us to identify the relevant records.
15. Complaints
Please contact us first if you have a concern about how we handle personal information:
Email: santasgrottostaff@outlook.com Address: 30 Newlands Road, Clondalkin, Dublin 22, D22 HR12, Ireland
You also have the right to complain to:
Data Protection Commission 6 Pembroke Row Dublin 2 D02 X963 Ireland
Website: www.dataprotection.ie
16. Third-Party Websites
Our website may contain links to third-party websites or services. Those organisations control their own privacy practices, and we recommend reading their privacy notices before providing personal information.
17. Changes to This Privacy Notice
We may update this Privacy Notice to reflect changes in our services, providers or legal obligations.
The latest version will be published on our website with the updated date shown at the top. Where a change materially affects how we use information already collected, we will provide additional notice where required.
18. Contact Us
Questions about this Privacy Notice or our handling of personal information should be sent to:
Santa’s Grotto Ireland Operated by: Thomas Joseph Delany Address: 30 Newlands Road, Clondalkin, Dublin 22, D22 HR12, Ireland Email: santasgrottostaff@outlook.com