Important Information

Privacy Policy

This Privacy Policy explains how Magical VIP Visits collects, uses, stores and protects personal information when you visit our website, make an enquiry, join a mailing list or book one of our entertainment services.

We are committed to handling personal information responsibly and in accordance with applicable United Kingdom data-protection legislation.

Last updated: 8 September 2026

Magical VIP Visits respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how it is used and the rights available to you under UK data-protection law.

1. Who We Are

Magical VIP Visits is operated by Zak Roncari, trading as Magical VIP Visits, a sole trader based in Downham Market, Norfolk, United Kingdom.

For data-protection purposes, Zak Roncari trading as Magical VIP Visits is the data controller.

Website: https://magicalvipvisits.co.uk
Email: magicalvipvisits@gmail.com
Telephone: 07572 985424

2. Information We Collect

Depending on how you contact or book with us, we may collect:

  • Your name

  • Email address

  • Telephone number

  • Home, venue or event address

  • Billing and payment information

  • Booking date, time, service and character selected

  • Event type and approximate guest numbers

  • Names and ages of participating children

  • Information supplied to personalise an experience

  • Accessibility requirements or additional needs

  • Messages, enquiries and correspondence

  • Referral or promotional codes

  • Marketing preferences

  • Website usage, device, browser, IP address and cookie information

  • Photographs or videos where appropriate permission has been obtained

Please only provide information that is reasonably necessary for us to deliver the chosen experience.

3. Children’s Information

Bookings must be made by an adult aged 18 or over. We do not knowingly invite children to make bookings or provide their information directly.

A parent, guardian or authorised adult may provide limited information about a child where it is needed to personalise or safely deliver an experience. This may include the child’s first name, age, interests, Christmas wishes or relevant accessibility requirements.

We do not use children’s information for unrelated marketing and do not sell it to third parties.

If you provide information about a child, you confirm that you are authorised to do so.

4. Additional Needs and Health Information

You may voluntarily tell us about accessibility requirements, allergies, additional needs or relevant health considerations so that we can deliver an appropriate and safe experience.

This information may be considered special-category personal data. We will only use it for the specific experience for which it was supplied and with your explicit consent, unless another lawful reason applies.

Please do not provide detailed medical information unless it is genuinely necessary.

5. How We Use Your Information

We may use personal information to:

  • Process and manage enquiries and bookings

  • Take and confirm payments

  • Deliver character visits, parties and events

  • Personalise an experience for a child or family

  • Calculate travel requirements and charges

  • Send confirmations, reminders, updates and follow-up messages

  • Manage changes, cancellations and refunds

  • Prevent duplicate bookings, fraud and misuse

  • Administer referral codes, discounts and rewards

  • Respond to questions, concerns or complaints

  • Maintain financial, insurance and business records

  • Improve our website, services and customer experience

  • Protect the security of our website and booking system

  • Send marketing where permission has been provided

  • Meet our legal, regulatory and safeguarding responsibilities

6. Our Lawful Bases

We process personal information under one or more of the following lawful bases:

Contract: Processing is necessary to arrange, manage and deliver a booking or respond before entering into a booking.

Legal obligation: Processing is necessary to maintain financial records, comply with tax requirements or meet another legal responsibility.

Legitimate interests: Processing is necessary to operate, secure and improve Magical VIP Visits, provided those interests do not override your rights.

Consent: We rely on consent for optional marketing, non-essential cookies, certain photographs or videos and sensitive information supplied about health or additional needs where required.

You may withdraw consent at any time. Withdrawal will not affect processing that was lawful before consent was withdrawn.

7. Amelia Booking System

Our website uses the Amelia booking system to manage appointments, services, customers, availability, extras, travel options, discounts and payments.

Information entered during booking is stored within our WordPress and Amelia systems. It may include adult contact details, appointment information and any personalisation details submitted for participating children.

Customers must provide a valid email address so we can send essential booking confirmations and service messages.

8. Payments

Online payments may be processed by:

  • Stripe

  • PayPal

Payment providers process information under their own privacy policies and security arrangements. We do not normally receive or store your complete card number, security code or online-banking credentials.

We may receive information such as the payment status, amount, transaction reference, payment method and limited account details needed to identify or refund a payment.

9. Referral and Promotional Codes

When a referral code is used, we may record:

  • The code entered

  • The booking connected with that code

  • The discount applied

  • The team member or referrer associated with the code

  • Whether the booking was paid, completed, cancelled or refunded

This allows us to administer discounts and referral rewards. We will not normally disclose the customer’s private booking information to the person who supplied the referral code.

10. Emails and Notifications

We use the email address supplied during booking to send essential messages, including:

  • Booking confirmations

  • Payment confirmations

  • Appointment reminders

  • Changes or cancellation notices

  • Information required before the visit

  • Reasonable follow-up communication

These are service messages and are not treated as optional marketing.

Marketing emails will only be sent where we have an appropriate lawful basis. Every marketing email will provide a way to unsubscribe.

11. Photographs and Videos

We may take or receive photographs and videos from visits, parties or events.

We will seek appropriate permission before using identifiable images of children for advertising, social media or promotional purposes. Permission to take or use photographs is separate from agreeing to receive the entertainment service.

You may withdraw permission for future use by contacting us. We will take reasonable steps to stop future use, although we may not always be able to recall printed material or content already shared by others.

At public events, photography may also be managed by the event organiser under its own policies.

12. Cookies and Website Information

Our website may use cookies and similar technologies to:

  • Keep the website and booking system functioning

  • Remember customer choices

  • Protect against spam, fraud and security threats

  • Process bookings and payments

  • Understand website performance

  • Measure advertising where consent has been provided

Strictly necessary cookies may operate without consent because they are required for the website or booking process to function.

Analytics, advertising and other non-essential cookies should only operate where permission has been provided through our cookie controls. More information is available in our Cookie Policy.

13. Who We Share Information With

Where necessary, information may be shared with trusted service providers, including:

  • Website hosting and technical-support providers

  • Amelia and WordPress-related service providers

  • Stripe and PayPal

  • Email and notification providers

  • Google services used for calendars, maps or website analysis

  • Security, backup and anti-spam providers

  • Performers or team members assigned to deliver a booking

  • Professional advisers, insurers or accountants

  • Government, regulatory or law-enforcement bodies where legally required

Performers will only receive information reasonably necessary to deliver the experience safely and correctly.

We do not sell personal information.

14. International Data Transfers

Some technology and payment providers may process information outside the United Kingdom.

Where this happens, we expect appropriate protections to be used, such as UK adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.

You can contact us if you would like further information about a particular provider.

15. How Long We Keep Information

We retain information only for as long as it is reasonably required.

Our usual retention periods are:

  • General enquiries: normally up to 24 months

  • Booking, payment and financial records: normally up to six years where required for tax, accounting, insurance or legal purposes

  • Child-personalisation and additional-needs information: reviewed after the experience and normally removed when it is no longer operationally or legally required

  • Marketing information: until consent is withdrawn, you unsubscribe or the information is no longer needed

  • Referral records: for as long as required to administer the programme and maintain associated financial records

  • Security and technical logs: for a limited period appropriate to their purpose

  • Complaint or dispute information: until the matter and any applicable legal period have concluded

Some information may be anonymised instead of deleted so that it can no longer identify an individual.

16. How We Protect Information

We use reasonable technical and organisational measures to protect personal information. These may include:

  • Secure HTTPS connections

  • Restricted administrative access

  • Strong passwords and account security

  • Website security monitoring

  • Trusted payment processors

  • Software updates

  • Backups

  • Limiting information shared with performers

No online system can be guaranteed completely secure, but we take proportionate steps to reduce the risk of unauthorised access, loss or misuse.

17. Your Rights

Depending on the circumstances, you may have the right to:

  • Ask what personal information we hold about you

  • Request a copy of your information

  • Correct inaccurate or incomplete information

  • Request deletion of information

  • Restrict how information is used

  • Object to certain processing

  • Withdraw consent

  • Ask for certain information in a portable format

  • Complain about how your information has been handled

Some rights are subject to legal limitations. For example, we may need to retain payment and transaction records to comply with tax or legal obligations.

To exercise your rights, email magicalvipvisits@gmail.com. We may need to verify your identity before responding.

18. Automated Decision-Making

We do not normally make decisions with significant legal or similar effects using solely automated processing.

Our booking system may automatically show availability, calculate prices, apply valid discounts and confirm eligible bookings based on the information and options selected.

19. External Links

Our website may contain links to external websites. Magical VIP Visits is not responsible for the privacy, security or content of external websites. Please review their privacy policies before providing information.

20. Complaints

Please contact us first if you have concerns about how your information has been handled:

Email: magicalvipvisits@gmail.com
Telephone: 07572 985424

You also have the right to complain to the Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/

21. Changes to This Policy

We may update this Privacy Policy when our services, booking systems, payment methods or legal responsibilities change.

The latest version will be published on this website with the updated date shown at the top.

Last updated: 24 August 2026

  1. WHO WE ARE

Magical VIP Visits is operated by Zak Roncari as a sole trader.

For data-protection purposes, Zak Roncari trading as Magical VIP Visits is the controller of the personal information described in this Privacy Policy.

Contact details:

Magical VIP Visits
Downham Market
PE38 9EQ
United Kingdom

Email: magicalvipvisits@gmail.com
Telephone: 07572 985424

  1. INFORMATION WE MAY COLLECT

The information we collect depends on how you interact with us and which service you use.

We may collect:

• Your name and title.
• Your email address and telephone number.
• Your billing address, event address, postcode and venue details.
• Your preferred event date, time and location.
• The type of entertainment, character or service requested.
• The approximate number and ages of children attending.
• Information about the birthday child, guest of honour or intended recipient.
• Details needed to personalise an experience, letter, gift or keepsake.
• Accessibility, communication or additional-support requirements that you choose to provide.
• Payment amount, transaction status and payment reference information.
• Details of enquiries, bookings, cancellations, complaints and correspondence.
• Your marketing and communication preferences.
• Photographs or video recordings where separate permission has been provided.
• Technical information such as your IP address, device type, browser, website activity and cookie information.

Please only provide information that is relevant to your enquiry or booking.

  1. INFORMATION ABOUT CHILDREN

Our services are intended to be booked by parents, guardians, venues, businesses or other responsible adults. Children should not submit a booking or enquiry directly.

We may need limited information about a child to prepare and deliver an experience. This could include their first name, age, interests, preferred character, birthday information or details required for a personalised Santa letter or keepsake.

We only request information that is reasonably necessary for the service. We do not use children’s information for direct marketing and do not sell or create advertising profiles from it.

The adult providing a child’s information must have the authority to provide it.

  1. ADDITIONAL NEEDS AND HEALTH INFORMATION

You may choose to tell us about accessibility requirements, allergies, health matters, sensory preferences or additional needs where this will help us deliver a safer and more suitable experience.

Some of this information may be considered special-category personal data. Where required, we will ask for explicit permission to use it for the specific booking.

This information will only be shared with the performers or team members who reasonably need it to prepare for and deliver the service. It will not be used for marketing.

If there is an emergency, information may be used or disclosed where reasonably necessary to protect somebody’s vital interests.

  1. HOW WE COLLECT INFORMATION

We may receive personal information:

• Through our website enquiry and booking forms.
• Through the Amelia booking system or another booking platform.
• Through WooCommerce or an associated checkout.
• By email, telephone, text message or social media.
• When you join a waiting list, priority list or mailing list.
• When you attend or book an event.
• From a venue, organisation or person arranging an experience on your behalf.
• From payment and finance providers confirming the status of a transaction.
• Through cookies and similar website technologies.

Where another person provides your details, we expect them to have permission to do so.

  1. HOW WE USE PERSONAL INFORMATION

We may use personal information to:

• Respond to enquiries and check availability.
• Recommend a suitable service or package.
• Create, administer and confirm bookings.
• Take and record payments.
• Deliver the entertainment or experience requested.
• Plan performer schedules, journeys and event logistics.
• Personalise letters, gifts, keepsakes or character interaction.
• Communicate important booking information and reminders.
• Process cancellations, rescheduling requests and refunds.
• Provide customer support and respond to complaints.
• Maintain accounting, tax and business records.
• Protect our website, customers, performers and business against fraud, misuse or security threats.
• Improve our services and website.
• Send marketing where we have permission or another lawful basis to do so.
• Establish, exercise or defend legal claims.
• Comply with legal and regulatory obligations.

  1. OUR LAWFUL BASES

We only use personal information where we have an appropriate lawful basis.

Contract

We use information where it is necessary to respond to a booking request, enter into an agreement with you or provide the service you have purchased.

Legal obligation

We may retain or disclose information where this is required for accounting, taxation, safeguarding, insurance or another legal obligation.

Legitimate interests

We may use information where it is reasonably necessary to operate, administer and protect Magical VIP Visits. This can include responding to enquiries, keeping appropriate business records, improving services, preventing fraud and dealing with complaints.

We will only rely upon legitimate interests when our interests are not overridden by your rights and interests.

Consent

We may rely upon consent for:

• Optional email or text marketing.
• Non-essential website cookies.
• Promotional photography or video.
• Certain uses of special-category information.
• Other optional activities where you are given a genuine choice.

You may withdraw consent at any time. Withdrawal will not affect processing that took place lawfully before consent was withdrawn.

Vital interests

In an emergency, we may use or share information where reasonably necessary to protect somebody’s life or physical safety.

  1. BOOKINGS AND PAYMENTS

Online bookings are normally paid in full when the booking is made.

Payments may be processed through external payment providers. We do not normally receive or store your complete payment-card details. Payment providers may provide us with limited information such as:

• The amount paid.
• The transaction reference.
• The payment status.
• The payment method used.
• Information needed to administer a refund or dispute.

Payment providers process your financial information under their own privacy notices and security arrangements.

  1. FINANCE AND PAYMENT OPTIONS

Where finance or instalment options are offered, applications and eligibility decisions are managed by the relevant finance or payment provider.

The provider may carry out identity, affordability, fraud-prevention or credit checks under its own privacy policy. Magical VIP Visits does not control the provider’s eligibility decision and will not normally receive the full information used to make that decision.

Please review the provider’s privacy notice and terms before selecting a finance option.

  1. PHOTOGRAPHY AND VIDEO

Customers and guests may take personal photographs during an experience where it is safe and appropriate to do so.

Magical VIP Visits will only use identifiable photographs or recordings for advertising, social media, website content or other promotional purposes where appropriate permission has been obtained.

Promotional permission is separate from accepting our booking Terms and Conditions. Refusing promotional permission will not prevent you from booking a service.

You can withdraw permission for future use by contacting us. Withdrawal does not make earlier lawful use invalid, but we will take reasonable steps to stop using the material in future publications under our control.

  1. MARKETING COMMUNICATIONS

We may send marketing emails or messages where:

• You have actively agreed to receive them; or
• Another lawful marketing exception applies to an existing customer.

Marketing permission is optional and is not required to make a booking.

Every electronic marketing message will provide a way to unsubscribe. You can also opt out at any time by contacting magicalvipvisits@gmail.com.

We may retain limited information on a suppression list to ensure that we respect an opt-out request.

We do not send direct marketing to children.

  1. WHO WE MAY SHARE INFORMATION WITH

We do not sell personal information.

Where reasonably necessary, information may be shared with:

• Performers and team members delivering the booked experience.
• Website hosting, email and technical-support providers.
• Booking, form and customer-management systems.
• Payment processors and finance providers.
• Accountants, insurers and professional advisers.
• Venues or event organisers where necessary for event delivery.
• Delivery or printing providers producing personalised materials.
• Fraud-prevention and website-security providers.
• Government departments, regulators, courts, law-enforcement agencies or other authorities where legally required.
• A purchaser or adviser if the business is sold, transferred or reorganised.

Performers will only receive the information reasonably needed to prepare for and deliver the relevant booking.

  1. THIRD-PARTY SERVICES AND LINKS

Our website may contain links to third-party websites, social networks, payment providers or finance services.

These organisations operate under their own privacy policies. We are not responsible for how an independent third party handles information after you leave our website or choose to use its service.

  1. INTERNATIONAL DATA TRANSFERS

Some of our technology, booking, email, payment or website providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is used. This may include:

• A UK adequacy regulation.
• An approved international data-transfer agreement or UK addendum.
• Another safeguard permitted under UK data-protection legislation.

You can contact us if you would like further information about the safeguards relating to a particular provider.

  1. HOW LONG WE KEEP INFORMATION

We only retain information for as long as it is reasonably required for the purposes described in this policy.

Our usual retention periods are:

General enquiries that do not result in a booking

Normally retained for up to 12 months following the last meaningful contact.

Booking, payment and accounting records

Normally retained for up to six years where required for taxation, accounting, insurance, dispute resolution or legal purposes.

General booking correspondence

Normally retained for up to two years after the event unless it forms part of an accounting record, complaint, insurance matter or legal claim.

Child personalisation information

Normally deleted or anonymised within 90 days after the experience unless a longer period is required to resolve a complaint or maintain an ongoing collection with the parent or guardian’s agreement.

Additional-needs or health information

Normally deleted within 90 days after the event unless it is required for an active complaint, incident, insurance matter or legal obligation.

Santa’s Study collection records

Where a parent or guardian chooses to participate in the ongoing nine-year collection, we may retain limited information needed to record collection participation and preserve continuity between annual visits. Sensitive or unnecessary information will not be retained for this purpose.

Marketing records

Retained until consent is withdrawn, the person unsubscribes or the information is no longer needed. Limited suppression information may be retained to prevent further marketing.

Photographs and video

Retained while we have an appropriate purpose and permission to use them. We will periodically review promotional material and remove it when it is no longer needed.

Website security logs and technical information

Normally retained for no longer than 12 months unless required to investigate misuse, fraud or a security incident.

We may retain information for longer where required by law or where it is relevant to a complaint, chargeback, insurance claim or legal dispute.

  1. HOW WE PROTECT INFORMATION

We take reasonable administrative and technical measures to protect personal information from:

• Unauthorised access.
• Accidental loss.
• Improper disclosure.
• Unlawful alteration.
• Misuse or destruction.

Measures may include access controls, password protection, secure website connections, software updates, security monitoring, backups and limiting information to people who reasonably need it.

No internet or electronic-storage system can be guaranteed to be completely secure. Please contact us promptly if you believe your information or booking account has been compromised.

  1. COOKIES

Our website may use cookies and similar technologies to provide essential website functions, remember preferences, operate forms or bookings, protect the website and understand how it is used.

Strictly necessary cookies may be used without optional consent because they are required for the website to operate.

Non-essential cookies, such as certain analytics, advertising or embedded-media cookies, will only be used where the required consent has been obtained.

More information will be provided in our Cookie Policy and cookie-consent controls.

  1. YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances, 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 information in certain circumstances.
• Ask us to restrict the use of information.
• Object to certain uses of your information.
• Receive information in a portable format where applicable.
• Withdraw consent where processing is based upon consent.
• Complain about how your information has been handled.

These rights are not absolute and may depend upon the reason we hold the information.

We will normally respond to a valid request within one month. We may need to ask for information to confirm your identity before releasing or changing personal data.

To exercise your rights, contact magicalvipvisits@gmail.com.

  1. AUTOMATED DECISION-MAKING

Magical VIP Visits does not normally make decisions about customers using solely automated processes that produce legal or similarly significant effects.

An independent finance or payment provider may use automated systems when deciding whether to offer a payment or credit facility. Any questions about that decision should be directed to the relevant provider.

  1. COMPLAINTS

Please contact us first if you have a concern about how we have handled your personal information:

Email: magicalvipvisits@gmail.com
Telephone: 07572 985424

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

  1. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy when our services, systems, providers or legal obligations change.

The latest version will be published on our website with an updated revision date. Where a change materially affects how we use existing customer information, we will take reasonable steps to bring it to the attention of affected individuals.

  1. CONTACT US

For questions, requests or concerns relating to this Privacy Policy or your personal information, contact:

Zak Roncari
Trading as Magical VIP Visits
Downham Market
PE38 9EQ
United Kingdom

Email: magicalvipvisits@gmail.com
Telephone: 07572 985424