How On The Green Games uses your information and how you can control marketing, optional personalisation, analytics and advertising measurement technologies.
We collect only the personal information we reasonably need to operate our website, respond to enquiries, check availability and manage and fulfil bookings.
Depending on how you use our website and services, this may include your name, email address and other contact details you provide, wedding date, venue and postcode, package choices, timings, booking notes and communications with us.
We may also hold records relating to your booking, such as the amount paid, payment status, refunds and transaction references.
When you send an enquiry through our contact page or floating chat form, we store the email address, first and last name, optional event date and venue, message, and the page and form used. Our returning-visitor help popup asks only for an email address and a message, and saves these in the same protected enquiries system; it also records a consented visitor and session identifier. We use these details to respond to your question and manage the enquiry, not to add you to marketing lists. We also use a protected technical identifier to limit spam and misuse. Enquiries are securely stored in our database and email notifications are sent using our email provider.
Under UK data protection law, we must have a lawful basis for using your personal information.
We primarily use your information where it is necessary to take steps at your request before entering into a contract with you, or to perform our contract with you. This includes checking availability, providing quotes, managing your booking, communicating with you and arranging delivery, setup and collection.
We may also process and retain certain information where necessary to comply with our legal obligations, including tax and accounting requirements.
Where appropriate, we may process limited information for our legitimate interests in operating and protecting our business, such as preventing misuse, maintaining appropriate business records, resolving disputes and carrying out permitted direct marketing.
Where consent is required, such as for optional personalisation, analytics or advertising measurement technologies, we rely on your consent. You can withdraw that consent at any time through Cookie settings in the website footer.
If you provide your email address while actively making or attempting to make a booking, we may send you occasional emails about an unfinished booking, similar On The Green Games services or relevant offers where UK electronic marketing rules allow us to do so.
When we collect your email address during the booking process, we give you a clear opportunity to tell us that you do not want to receive these marketing emails. You can also opt out at any later time using the unsubscribe or opt-out method included in a marketing email, or by contacting us.
Choosing not to receive marketing emails does not affect essential service messages relating to a booking you make with us, such as confirmations, payment information or information we need to provide to fulfil that booking.
We do not sell your personal information to third parties for their own marketing.
Payments are processed securely by Stripe.
On The Green Games does not collect, receive or store your full payment card details. Card information is entered directly into Stripe's payment system and is processed by Stripe in accordance with its own privacy and security practices.
We receive and retain information relating to the transaction, such as the amount paid, payment status, refunds and transaction reference. We use this information to administer your booking, reconcile payments and maintain appropriate business and accounting records.
We use trusted third-party service providers where necessary to operate our website and provide our services.
These currently include Netlify for website hosting and infrastructure, Supabase for our website and booking system, Stripe for payment processing, Resend for service and permitted marketing emails, Google for optional website analytics and advertising measurement, and Microsoft Clarity for optional heatmaps and session replays.
These providers may process limited personal information on our behalf or, where applicable, as an independent data controller. We only use providers where their services are reasonably necessary for operating our business or where you have consented to the relevant processing.
Some service providers may process information outside the United Kingdom. Where UK data protection law requires safeguards for an international transfer of personal information, we rely on the appropriate safeguards provided by the relevant service provider.
Our website uses cookies and similar browser-storage technologies for essential website functions and, with your permission, personalisation, analytics and advertising measurement.
When you first visit the website, optional personalisation, analytics and advertising measurement technologies are denied unless you choose to allow them. We store your cookie preference in your browser so that we do not need to ask you on every visit.
You can change or withdraw your choice at any time using Cookie settings in the website footer.
Necessary storage supports functions you request from the website and allows us to remember your cookie preferences. These technologies are required for relevant website functionality and are not used by us for advertising or website analytics.
If you allow Personalisation, we may store limited information in your browser to remember that you have visited before and whether you have already seen, dismissed or used a particular on-site offer. This allows us to show relevant offers to returning visitors without showing the same message repeatedly.
For the returning-visitor offer, we also record anonymous interaction events such as an impression, a Book Now click, a Copy Code click or a dismissal. These event records include the page path, the offer code and a temporary identifier for that individual popup impression. We do not add your name, email address or a persistent visitor identifier to these event records.
If you withdraw Personalisation consent, the returning-offer browser storage is cleared and the feature will stop using that storage.
If you allow Analytics, we use our own first-party analytics alongside Google Analytics and Microsoft Clarity to understand visits, popular pages, journeys through the website and which parts of the booking process are useful or cause people to leave.
Our first-party analytics creates random visitor and session identifiers in your browser. It may record the page path, landing page, external referring website, campaign tags such as UTM source, medium and campaign, broad device category, and website events such as checking a date, reaching the booking page, applying a promo code, starting payment or confirming a booking. We do not store your IP address, name, email address or full browser user-agent string in these first-party analytics records.
When a booking is confirmed, the analytics event may include the booking reference so that we can understand which anonymous website journey and traffic source led to that booking. Our analytics reporting does not expose customer names, email addresses or other booking contact details.
Google Analytics may separately use cookies such as _ga and related technologies to help us understand how people use the website.
With your Analytics consent, Microsoft Clarity collects website interactions such as clicks, scrolling, page navigation, device/browser information and performance information to create heatmaps and session replays. We use these to understand website behaviour and improve the booking experience. Clarity is not loaded before you allow Analytics. Its advertising storage permission follows your separate Advertising measurement choice.
Clarity masks form inputs and we additionally mask booking details displayed on the booking page. We exclude booking-confirmation, balance-payment, additional-details and private planner pages from Clarity, and do not send customer names, email addresses or booking references through its custom events. Clarity does not run inside Stripe checkout.
Clarity may use first-party cookies such as _clck (up to one year) and _clsk (up to one day), subject to your consent choices. Microsoft receives and processes the usage data collected by Clarity. For information about Microsoft's collection, use and protection of data, see the Microsoft Privacy Statement. You can stop Clarity recording and withdraw permission using Cookie settings.
If you withdraw Analytics consent, our first-party visitor and session identifiers are cleared from your browser and no further first-party analytics events are sent from that browser unless you allow Analytics again.
If you allow Advertising measurement, Google Ads measurement technologies may be used to understand whether interactions with our advertising result in bookings or other useful actions on the website.
This category is also configured so that future Google Ads conversion measurement can respect your existing consent choice. We do not currently use this consent setting for personalised advertising or remarketing.
You can accept all optional technologies, reject all non-essential technologies, or choose Personalisation, Analytics and Advertising measurement separately.
Rejecting optional technologies does not prevent you from checking availability or making a booking.
We do not keep personal information for longer than reasonably necessary.
Information relating to bookings, payments and transactions may be retained for as long as necessary to meet our tax, accounting and other legal obligations and to establish or defend legal claims.
Contact enquiries are retained only while needed to respond, manage follow-up, resolve any disputes or meet applicable legal requirements.
Information that is no longer required for the purpose for which it was collected, and which we have no legal or legitimate reason to retain, will be deleted or securely disposed of.
We take reasonable technical and organisational measures to protect the personal information we hold against unauthorised access, loss, misuse or disclosure.
We minimise the information we collect and use established third-party providers to handle services such as payment processing rather than collecting sensitive payment card information ourselves.
No internet-based system can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature and amount of information we process.
Depending on the circumstances, UK data protection law may give you the right to:
These rights are not absolute and may not apply in every circumstance. For example, we may need to retain certain booking or transaction records where required by law.
To exercise any of these rights, contact us using the details below.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator. We would appreciate the opportunity to address any concern directly first, but you are not required to contact us before approaching the ICO.
On The Green Games Ltd is the data controller responsible for the personal information described in this notice.
For questions about this policy, how we use your personal information, or to exercise your data protection rights, contact us at bookings@onthegreengames.co.uk.