Privacy information

Who looks after your information

PHIL CARR LIMITED is the data controller for information collected through this website. For privacy questions or requests, email info@phil-carr.co.uk. You do not need a Facebook account to contact us.

What we collect

• Email updates: your email address and when you agreed to receive updates. Signing up is optional; bookings and enquiries do not add you to the mailing list.
• 2027 session emails: only if you choose the separate optional box, your email address, the permission wording and when you agreed. This permission covers emails from PHIL CARR LIMITED about Gray’s Winter Wonderland sessions in 2027. Your booking does not depend on agreeing, and existing bookings or 2026 announcement subscriptions do not give this permission.
• SEND bookings: the lead contact’s details, chosen session, participant and carer counts, booking reference and acknowledgements. Bookings are made by adults; no declaration or proof of disability is required. We do not ask for child names or diagnoses. Please do not include medical information. Access is limited to authorised organisers.
• Enquiries: your contact details, topic, message and our replies. Press enquiries may also include your publication and deadline.
• Earlier café requests: contact details, preferred date, party size and any visit notes or waiting-list choice supplied through the former form. New café enquiries go directly to the organisers.
• Website security: basic connection information, such as IP addresses, helps us protect the website. Minimal checks also prevent an old request accidentally recreating a booking after deletion.
• Optional analytics: with your permission, Google receives information about public-page visits, browser and device type, approximate location and random browser identifiers. We do not send your form answers or contact details to Google Analytics.

How we use and share it

We use your information to manage bookings, answer enquiries, provide requested updates and protect the service. Contact and booking details are not published or sold. Public booking information shows totals or references and statuses, not contact details.

Website and email service providers help us provide these services and handle organiser communications.

Email updates and optional analytics require your separate permission. The legal basis for handling booking and enquiry information remains under review.

How long we keep it

Routine booking information is normally kept for three calendar months after the booked visit. Enquiries and our replies are normally kept for three calendar months after the enquiry is closed; open enquiries are kept while we deal with them. We keep only the information needed for an unresolved complaint for longer, and review that need regularly.

Email-update permission is separate and is kept for up to 18 months from your opt-in or a new explicit subscription. The 2027 session email record contains your email address and permission record, not your booking details. Withdrawing permission stops those emails sooner. Organiser email copies and downloaded records follow the same purpose-specific periods.

Minimal checks that prevent old requests recreating deleted bookings are kept for up to 18 months after deletion. These do not contain your name, email address, phone number or attendee details.

Your choices and rights

To stop email updates, including 2027 session emails, email the privacy contact with “Unsubscribe” and the address you used. You can withdraw that permission at any time without affecting your booking. You can ask about access, correction, deletion, restriction, objection or portability. Applicable rights depend on how your information is used. We may need to verify your identity; please do not send identity documents with your first message.

Contact us about any concerns. You can also raise a concern with the Information Commissioner’s Office.

Cookies and other websites

Read our cookie information and change your analytics choice through Cookie settings. Withdrawing permission stops future collection but does not erase information Google already received. Google Analytics keeps event/user-level information for 14 months; aggregated reports have separate retention rules. Other websites, including Google Maps, Facebook and GoFundMe, have their own privacy information.