Privacy Policy

Last updated: 16 October 2026

1. Introduction

At We Caught Santa, we take your privacy seriously and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect information when you purchase from We Caught Santa or use the associated North Pole Evidence website.

This website is operated by WCS Experience Ltd, which is responsible for deciding how personal information is used.

This policy applies to:

2. Who we are

WCS Experience Ltd
3rd Floor, 45 Albemarle Street
London, W1S 4JL
United Kingdom

Email: support@wecaughtsanta.co.uk

WCS Experience Ltd is the data controller for the personal information described in this policy.

If you have questions about how we handle your information, please contact us using the email address above.

3. Information we collect

We may collect the following information when you place an order or use our services:

Order and contact information

Your name and email address
Your delivery and billing address
Your order details and purchase history
Children's first names provided for personalisation
Information you provide when contacting customer support

Photographs and personalised images

Photographs uploaded through North Pole Evidence
Personalised Santa images created using those photographs
Information needed to associate an uploaded photograph with the correct order and QR code

Technical information

When you visit our websites, certain technical information may be collected, such as:

IP address
Browser and device information
Website usage information
Cookies and similar technologies

The information collected depends on the features and services used.

4. How we use your information

We use personal information to:

Process payments and fulfil orders
Personalise Santa letters and other purchased items
Arrange delivery
Provide access to the correct North Pole Evidence experience
Receive and review customer photographs
Create personalised Santa images
Contact customers about their orders or photographs
Send essential reminders relating to the Christmas experience
Respond to customer enquiries and resolve problems
Maintain appropriate business, financial and security records
Meet our legal obligations

We do not use customer information to send marketing newsletters or promotional emails.

5. Our legal reasons for using personal information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we rely on:

Performance of a contract

We use information necessary to process orders, personalise products, create Santa images and deliver the purchased experience.

Legal obligations

We retain certain information where required for accounting, tax, consumer protection or other legal purposes.

Legitimate interests

We may use limited information where reasonably necessary to provide customer support, maintain website security, prevent misuse, investigate problems and operate our business effectively.

Where we rely on legitimate interests, we consider the impact on individuals and their rights.

We do not rely on consent for ordinary processing that is necessary to fulfil an order. Where consent is legally required for a particular activity, we will request it separately.

6. Children's information

Our products are personalised using children's first names supplied by the person placing the order.

We do not ask children to create accounts or provide their own contact details.

We request that uploaded photographs do not contain people or pets.

The parent or other adult purchasing the experience is responsible for providing accurate personalisation details and ensuring they have permission to submit any photographs used.

We use children's first names only where necessary to personalise the purchased experience and manage related records.

7. Photograph processing

When you upload a photograph through North Pole Evidence, we use it to create the personalised Santa image included with your purchase.

Photographs may be reviewed by our team and processed using third-party image-generation technology.

This processing is carried out for the purpose of providing the purchased service.

We do not sell customer photographs or use them to advertise our products.

We will not publish uploaded photographs or finished Santa images on our website, social media or in promotional materials without obtaining separate permission.

We take reasonable steps to limit access to photographs to those who need them to provide and support the service.

8. Sharing information with service providers

We use trusted service providers to operate our business and deliver customer orders.

These may include:

Wix, for website hosting, online checkout, order management and website functionality
Payment processing providers, to process payments securely
Royal Mail, to deliver physical orders
Image generation providers, to create personalised Santa images
Email and communication providers, to send essential customer messages
Other technical service providers necessary to operate and secure our websites

We share only the information reasonably necessary for each service.

We do not sell customer personal information to third parties.

Where required, we use appropriate contractual or other safeguards when service providers process personal information on our behalf.

9. Payments

Payments are processed through the secure payment services offered at checkout.

We do not need to receive or store your full payment card details to fulfil your order.

Payment providers may process payment and fraud-prevention information in accordance with their own privacy notices and applicable law.

10. Customer emails and communications

We use customer email addresses to send communications relating to their purchase, including:

Order confirmations and delivery information
Photograph submission or replacement requests
Important Christmas experience reminders
Responses to customer support enquiries
Information necessary to resolve problems with an order

We do not currently send promotional emails or marketing newsletters.

11. How long we keep information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

Customer photographs and generated Santa images

We aim to delete uploaded photographs and personalised Santa images within 90 days of Christmas Day, unless longer retention is reasonably necessary for a legal obligation or an ongoing dispute.

For the 2026 Christmas experience, this means we aim to delete these images by 25 March 2027.

Order and financial records

We may retain order, payment and accounting records for longer periods where necessary to comply with legal obligations, maintain appropriate business records or resolve disputes.

Customer enquiries and operational records

We retain customer correspondence and relevant operational information only for as long as reasonably necessary for support, security, record-keeping or legal purposes.

When information is no longer needed, we will delete it or anonymise it where reasonably practicable.

12. How we protect information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These include using secured website services, restricting access to administrative functions and limiting access to customer information to those who need it.

No internet-based service can guarantee absolute security, but we take the protection of customer information seriously.

13. International data transfers

Some of our service providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we take steps to ensure that appropriate protections are in place as required by UK data protection law.

These may include recognised adequacy arrangements or appropriate contractual safeguards.

14. Cookies and website analytics

Our websites may use cookies and similar technologies to support essential website functionality, security, checkout and other services.

Where legally required, we will request your consent before placing non-essential cookies.

You can find more information in our Cookies Policy and through any cookie preference controls provided on our websites.

15. Your data protection rights

Under UK data protection law, you may have rights to:

Request access to your personal information
Ask us to correct inaccurate information
Request deletion of personal information in certain circumstances
Ask us to restrict how information is used
Object to certain processing
Request transfer of certain information to another provider
Withdraw consent where processing is based on consent

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, contact us at:

support@wecaughtsanta.co.uk

We may need to verify your identity before responding to certain requests.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.

Website: www.ico.org.uk

16. Links to other websites

Our websites may contain links to external websites or services.

We are not responsible for the privacy practices of third-party websites that we do not control.

We recommend reviewing their privacy policies when visiting them.

17. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to our services, legal requirements or how personal information is processed.

The latest version will be available on our website, with the date of the most recent update shown above.

18. Contact us

If you have questions about this Privacy Policy or how your personal information is handled, please contact: