Last updated: 25 July 2025
This Privacy Policy explains how Prodigy Escapes & Experiences (“we”, “us” or “our”) collects, uses, discloses and protects the personal data of individuals who visit www.prodigyescapes.co.uk and our booking sub‑domain. It also tells you about your rights under the UK General Data Protection Regulation (UK‑GDPR) and the EU GDPR. This notice is for information only and is not legal advice. If you have any questions or concerns about how your data is handled, please contact us using the details at the end of this policy.
1. Legal basis for processing
We process personal information on one or more of the following legal bases:
Performance of a contract: we need to collect certain details (such as your name and contact details) to manage your escape‑room booking. Processing this data is necessary for the performance of the contract between us.
Consent: when you subscribe to our newsletter or agree to optional cookies/analytics, you give us clear, explicit consent to use your information for those specific purposes. Consent under the GDPR must be freely given, specific, informed and unambiguous. You should provide consent via a clear affirmative action and we must keep a record of when and how you gave it. You can withdraw your consent at any time.
Legitimate interests: we may use anonymised analytics data to improve our website and services. We have assessed that our interests do not override your fundamental rights and freedoms.
Legal obligations: we retain certain transaction records to comply with our accounting and tax obligations.
2. Information we collect
We collect two types of data:
Non‑personal information. This is information that does not identify an individual and cannot be linked to them. Examples include aggregated usage statistics and technical data such as the type of browser and operating system, language preference and pages viewed. We use this information to analyse trends and administer our website.
Personal information. This is information that can identify an individual or be used to do so. We collect:
Booking information: when you book an escape room via our site, we require a working email address and contact number to complete your reservation. The booking form (powered by the erTempus booking system) may also ask for the number of players, preferred date/time and payment details. We do not store your full payment card information; payment processing is handled by our payment provider via erTempus.
Contact and marketing data: if you sign up to our newsletter or request special offers, we collect your name and email address. Mailchimp’s GDPR‑friendly forms include optional checkboxes where you can consent to receiving marketing emails.
Device information: we may collect your IP address and other identifiers (such as cookie or session IDs) when you visit our website.
Other information you voluntarily provide: such as feedback, enquiries or survey responses.
3. How we obtain your data
We receive your personal data from various sources:
Directly from you when you book a room, complete our contact form, sign up to our newsletter or otherwise provide us with information.
Automatically through your use of our website, via cookies and similar technologies (see the Cookie section below).
From third‑party services such as analytics providers or payment processors. For example, when you complete a transaction, erTempus collects your payment information on our behalf.
4. How we use your information
We use the personal data we collect to:
manage and confirm your escape‑room bookings and send you transaction receipts;
respond to your enquiries and provide customer support;
send marketing communications if you have opted in to receive them. Mailchimp stores your form submissions and provides tools to record and manage consent. You can unsubscribe at any time via the link in our emails;
maintain and improve our website. We use Google Analytics and Hotjar to measure how visitors interact with the site; these tools allow us to understand page usage and improve our services;
comply with legal and regulatory requirements.
We do not sell your personal data or share it with third parties for their own marketing purposes. We only share data with service providers who help us deliver our services (see Section 5).
5. Third‑party services
We work with a small number of trusted service providers. Each provider only receives data necessary for the service they provide and must comply with data‑protection law.
Booking system (erTempus). erTempus manages our escape‑room bookings, including time‑slot selection, game information and payments. When you book a game, your booking details and payment information are entered into erTempus’s secure system. You may wish to review erTempus’s own privacy policy for details of how they process your data.
Email marketing (Mailchimp). We use Mailchimp to manage our subscriber list and send newsletters. Mailchimp’s Data Processing Addendum incorporates the EU’s Standard Contractual Clauses and explains how Mailchimp protects personal data. Their forms allow you to collect explicit consent and record when and how consent was obtained.
Analytics (Google Analytics). We use Google Analytics 4 to collect anonymised statistics on how visitors use our site. The cookies
_ga(expires after two years) and_gid(expires after 24 hours) help us count how many people visit our site and track whether they have visited before. We do not allow Google to use or share the data about how you use our site.Behaviour analytics (Hotjar). Hotjar helps us understand how users interact with pages, for example by recording clicks, scroll depth and surveys. Hotjar stores a number of cookies, including
_hjSessionUser(assigns a unique user ID and lasts for one year),_hjHasCachedUserAttributes(checks if the user attributes are up to date),_hjSession(holds session data for 30 minutes), and others used to manage surveys and feedback. We use Hotjar to improve our website and do not allow them to share your data.Marketing & remarketing tools. We use Google Tag Manager to load third‑party scripts and the Facebook (Meta) Pixel to track the performance of our marketing campaigns. These tools may set cookies to measure advertising effectiveness. We ask for your consent before loading non‑essential marketing cookies.
6. Cookies and similar technologies
Cookies are small text files stored on your device when you browse a website. Some cookies are essential for our site to function. Others (analytics and marketing cookies) help us understand how the site is used and improve user experience.
Essential cookies
Essential cookies are necessary for our website and booking system to work. They enable core features such as page navigation and booking session management. Because they are required for the site to function, you cannot opt out of these cookies.
Analytics cookies
We use Google Analytics and Hotjar cookies to collect anonymised information about your use of our site. This helps us improve the site based on user needs. Analytics cookies collect data such as how you arrived at the site, the pages you visited and how long you spent on them. Analytics cookies will only be set if you consent via our cookie banner.
Marketing cookies
We may use marketing cookies (such as the Facebook Pixel) to measure the effectiveness of our advertising. These cookies track visitors across websites and build a profile of your interests. We only place marketing cookies if you consent.
You can manage your cookie preferences at any time using the cookie banner on our site or by adjusting your browser settings.
7. Data retention
We retain your personal data only as long as necessary to fulfil the purposes for which it was collected. For example, we keep booking records and transaction data for as long as required by law. Information collected for marketing purposes is stored until you unsubscribe or otherwise ask us to delete it. We do not keep your data indefinitely.
8. Security
We employ industry‑standard measures to protect your personal information from unauthorised access, alteration, disclosure or destruction. Although we take reasonable steps to safeguard your data, we cannot guarantee absolute security.
9. International transfers
Where we transfer personal data outside the United Kingdom or European Economic Area (for example when we use Mailchimp’s servers in the United States), we rely on appropriate safeguards such as the EU’s Standard Contractual Clauses and the UK Addendum to ensure an adequate level of protection.
10. Your rights
Under the UK‑GDPR and EU GDPR, you have the following rights:
Right of access: request confirmation of whether we hold personal data about you and obtain a copy of your data.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your personal data in certain circumstances (also known as the “right to be forgotten”).
Right to restriction: ask us to restrict the processing of your data.
Right to object: object to our processing when it is based on legitimate interests or direct marketing.
Right to data portability: receive the personal data you provided to us in a structured, commonly used and machine‑readable format.
To exercise any of these rights, or if you have questions about your data, please contact us at info@prodigyescapes.co.uk. We may need to verify your identity before fulfilling your request.
11. Children
Our web services (Booking system) are not intended for children under the age of 16. Individuals under 16 should obtain permission from a parent or guardian before providing any personal data to us.
12. Changes to this policy
We may update this Privacy Policy from time to time. Any material changes will be posted on this page. We encourage you to review this policy periodically to stay informed about how we collect and process personal data. Continued use of the website after changes take effect constitutes acceptance of the updated policy.
13. Contact us
If you have any questions, concerns or requests regarding this Privacy Policy or our data‑processing practices, please contact us at:
Prodigy Escapes & Experiences
26B Clifton Hill, Exeter, Devon, EX1 2DJ
United Kingdom
Phone: 01392 949 036
Email: info@prodigyescapes.co.uk