Last updated: 7 October 2026
The Gaming Suite Group Ltd, trading as The Gaming Suite, is responsible for the personal information described in this notice. You can contact us at bookings@thegamingsuite.co.uk or at 1st Floor, Rainford Parish Council Offices, Church Road, Rainford, St Helens, WA11 8HB.
Information we collect
- Names, email addresses, telephone numbers and booking details.
- Participant numbers and, where relevant, a child’s name and age.
- Information you choose to provide about accessibility, medical, behavioural or support needs and emergency contacts.
- Payment status and transaction references. Card payments are processed by Square; we do not receive or store your full card details.
- Messages, enquiries and records of our communications.
- Technical information such as IP address, browser, device and cookie data when you use our website.
How and why we use information
- To provide and administer bookings, take payment and send confirmations or service messages.
- To manage attendance, safety, accessibility and customer support.
- To keep financial, security and business records and comply with legal obligations.
- To improve our services and website and prevent misuse or fraud.
- To send marketing only where we have consent or another lawful basis; you may opt out at any time.
Our usual lawful bases are performance of a contract, compliance with legal obligations and our legitimate interests in operating and protecting the business. Where consent is required, including for certain optional information or marketing, you may withdraw it at any time. If you voluntarily provide health or accessibility information, we use it only as necessary to support safe participation and, where required, with explicit consent.
Children’s information
Party and private bookings must be made by an adult. For Friday Club or school/SEND sessions, we may need limited information about a child to administer attendance and support their safety. Parents, guardians or authorised school representatives should provide this information. We do not use children’s information for unrelated marketing.
Who receives information
We use trusted providers to operate our website and bookings, including SiteGround/WordPress hosting, Amelia booking software, Square payment processing, email-service providers and, where you consent, Google Analytics and Microsoft Clarity for website analytics. We may also disclose information to professional advisers, insurers, regulators, law-enforcement bodies or other parties where required by law or necessary to establish or defend legal claims. Providers may process information only for authorised purposes and under appropriate safeguards.
International transfers
Some service providers may process information outside the United Kingdom. Where this occurs, we require an approved UK transfer mechanism or another lawful safeguard.
How long we keep information
- Booking, payment and accounting records are normally retained for up to six years after the relevant financial year.
- General enquiries are normally retained for up to two years after the matter is closed.
- Optional medical, accessibility and emergency information is kept only as long as reasonably needed for the booking, safeguarding or a related legal issue.
- Marketing records are kept until consent is withdrawn or the information is no longer needed.
Cookies
Our website uses essential cookies needed for operation and booking. With your consent, we use Google Analytics 4 and Microsoft Clarity to understand how visitors find and use the website and to improve its design and performance. Google Analytics may process pseudonymous technical and usage information such as IP-derived location, browser and device information, referral source, pages viewed and interactions. Microsoft Clarity may process technical and interaction data such as IP address, browser and device information, pages viewed, clicks, scrolling, and session recordings or heatmaps. Both services remain inactive until you accept statistics cookies through our cookie banner. Google and Microsoft may process information outside the United Kingdom under appropriate legal safeguards. You can refuse or withdraw consent at any time through the cookie settings control or your browser settings.
Your rights
Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, objection or transfer, and may withdraw consent. Email bookings@thegamingsuite.co.uk to exercise a right. We may need to verify your identity.
You may complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, although we would welcome the opportunity to address your concern first.
Changes to this notice
We may update this notice when our services or legal obligations change. The latest version will always appear on this page.