Legal
Privacy policy.
What we collect, why, how long we keep it and how to ask us about it.
What we collect
When you use the booking form we collect your name, mobile number, email address and postcode, the day, the room or what you are booking, when, and anything you write. The form also records the time it was sent and your IP address, used only to block automated submissions. The rooms page and the price on the booking page collect nothing: both are worked out from the address bar and the server clock on each request.
During a game, four cameras and a microphone in each room are watched live by the game master for your safety and to send clues. For team-building debriefs we keep short clips for the session, shown only to that group and deleted the same day. We take a team photograph at the end and email it to the person who booked; the team name you give goes on the leaderboard if you are in the top ten, with the time, the number of players and the month, and never your own names.
Why we use it
- To take and confirm your booking (to perform the contract).
- To keep players safe and run the game (our legitimate interest and our duty of care).
- To keep accounting records (a legal obligation).
- To ask for a review the day after the game, which you can decline by replying.
Who sees it
The game masters and the box office; our booking system and payment provider; our accountant; and the independent review platform if you agree to be asked. We do not sell or share your details for marketing, and we do not use tracking cookies or analytics scripts on this website. The map on the find-us page is served by Google and is subject to their privacy policy; the fonts are served by Google Fonts.
How long we keep it
Live camera feeds are not recorded except for team-building debrief clips, deleted the same day. Bookings and payment records are kept for six years for tax purposes; enquiries that do not become a booking are deleted after six months. Team photographs are kept for a year so we can resend them. Leaderboard entries stay while they are in the top ten.
Your rights
You can ask for a copy of what we hold about you, ask us to correct it, ask us to delete it where we have no legal reason to keep it, ask for your team name to come off the leaderboard, and object to our using your details for marketing. Email play@thevaultcardiff.co.uk; we answer within a month. If you are not happy with the answer you can complain to the Information Commissioner\'s Office at ico.org.uk.
Cookies
The booking form sets one session cookie so that it can stop the same person sending two requests within thirty seconds. It expires when you close the browser and carries nothing about you. Nothing else on the site sets a cookie.