Legal

Privacy Policy

Last updated: June 2026

Introduction

At Gamer HQ, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and store your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Gamer HQ is the "data controller" responsible for your personal data. You can contact us about this policy or your data at any time:

  • By email at hello@gamerhq.co.uk
  • By phone on 07404 435747
  • By post at Unit 1B, Kay Brow Complex, Kay Brow, Ramsbottom, BL0 9AY

2. Information we collect

We only collect personal information that you provide directly to us, for example through:

  • Our Contact form (e.g. your name, email address, phone number and message).
  • Our party and event booking forms (e.g. your name, contact details and booking information, and — for parties — the birthday gamer's first name and age, estimated numbers, and any dietary, allergy or accessibility information you choose to share).
  • Our newsletter and waitlist sign-ups (your email address, where you have asked to hear from us).

We do not collect any special category data unless you choose to provide it (for example, telling us about an allergy or medical need so we can keep your child safe at a party).

3. How we use your information

We use the information you provide to:

  • Respond to your enquiries.
  • Manage and confirm party, session and event bookings, and take payment.
  • Communicate important details relating to your booking or enquiry.
  • Send you our newsletter or waitlist updates, where you have asked us to.

Our lawful bases for processing are: contract (to take and fulfil your booking), consent (for marketing emails, which you can withdraw at any time), and our legitimate interests (to respond to enquiries and run our business safely). Your data will never be sold, and it is never shared or transferred to third parties for their own marketing purposes.

4. Cookies

We keep cookies to a minimum. Gamer HQ does not use any advertising, marketing or tracking cookies, and we do not run analytics that profile you. The only cookies we use are strictly necessary for the site to function — for example, a secure session cookie that keeps our team signed in to the booking admin area. Because these cookies are essential, no cookie-consent banner is required.

When you pay online you are taken to our payment provider (Stripe), which may set its own cookies on its pages to process the payment securely and prevent fraud. This is governed by Stripe's own privacy policy.

5. Sharing your information

We use a small number of trusted service providers to operate our website and deliver our services. They process data on our behalf, under agreements that require them to keep it secure and use it only for the services we have asked them to provide:

  • Payments — to take deposits and balances securely (we never see or store your full card details).
  • Website & database hosting — to run the site and store your booking details.
  • Email — to send booking confirmations and, where you have opted in, our newsletter and waitlist updates.

6. Data storage and retention

We only retain your personal data for as long as necessary to fulfil the purpose for which it was collected (for example, until after your event or enquiry is resolved, plus a reasonable period to meet our legal and accounting obligations). Once it is no longer required, your data is securely deleted in line with GDPR requirements. Newsletter data is kept until you unsubscribe.

7. Children's privacy

Some of our services are for children, but bookings are made by a parent or guardian. Where a booking includes a child's details (such as their first name and age), this is provided by the adult making the booking and is used only to plan and personalise their party. We do not knowingly collect personal data directly from children.

8. Your rights under GDPR

Under UK GDPR, you have the right to:

  • Be informed about how your data is used (this policy).
  • Access a copy of the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request erasure of your data (the "right to be forgotten").
  • Restrict or object to how we process your data.
  • Request portability of the data you have given us.
  • Withdraw your consent at any time, where we rely on consent.

We do not carry out any automated decision-making or profiling. To exercise any of these rights, please contact us at hello@gamerhq.co.uk. If you are not happy with how we have handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

9. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date.