Effective Date: 15/07/2025

At The VR Space Limited (“we”, “our”, or “us”) we are committed to protecting the privacy and personal data of our customers in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our services.

Information We Collect

We collect the minimum personal data necessary to manage bookings and deliver our VR experiences. This may include:

Full name

Age verification (Date of Birth).

Parental or guardian consent (for participants under 18)

Payment Information

All payments are securely processed through a third-party (Square Space) online booking platform. We do not store or have access to your payment details.

How We Use Your Information

We use your personal data for the following purposes:

To manage, confirm, and communicate booking information

To ensure compliance with our Waiver & Release of Liability form and age-related policies

To contact you regarding session updates, changes, or customer support

To ensure the safety and security of our venue and participants

To use as marketing purposes (only with your explicit consent)

Parental Consent and Waivers

All participants must complete and sign a Waiver & Release of Liability form on-site before their session for health, safety, and legal reasons.

For participants under the age of 18, a parent or legal guardian must sign the Waiver & Release of Liability form. These forms are securely stored and retained in accordance with our legal obligations.

Photography & Marketing Consent

We may occasionally take photos during gameplay to use for marketing purposes, such as on our website and social media (Instagram, Facebook, TikTok). However, we will only take and use photos if you (or your parent/guardian, if under 18) have given consent by opting in on the Waiver & Release of Liability form.

If you do not want to be photographed or have your image used in any promotional material, simply indicate this on the waiver form before your session, and we will fully respect your choice.

Data Retention and Deletion

We only take photos of participants once consent has been provided via the waiver form by the participant or their parent/legal guardian. Once consent is given, all photos are stored securely in accordance with our internal policy and are only used for marketing if permission has been granted. If at any point you would like photos deleted, please let us know and we will remove it promptly.

You may request deletion of your photos at any time, from both our storage systems and any marketing channels. To request removal, please contact us at infothevrspace@gmail.com with your full name, booking details, and a brief description of the request.

Sharing Your Information

We do not sell or rent your personal data. Your data may be shared with trusted third-party service providers (e.g., booking platforms) strictly for operational purposes and only under data protection agreements that ensure confidentiality.

Data Security

We implement appropriate technical and organisational measures to safeguard your data from unauthorised access, disclosure, alteration, or destruction. However, no system can be guaranteed 100% secure.

Your Rights Under UK Data Protection Law

All personal data we collect is handled in accordance with the UK General Data Protection Regulation (UK GDPR). Whether you are a UK resident or visiting from abroad, you have the right to access, correct, delete, or restrict the use of your personal data while it is held by us.

For a full overview of your rights under UK data protection law, please visit the Information Commissioner’s Office (ICO) website. https://ico.org.uk

If you would like to exercise any of these rights or have questions about how your data is used, please contact us at infothevrspace@gmail.com

Legal Bases for Processing

We process your data based on one or more of the following lawful grounds:

Contractual necessity: To manage your booking and deliver services

Legal obligation: To comply with health, safety, and age verification requirements

Consent: For optional communications such as marketing

International Data Transfers

We only retain completed Waiver & Release Of Liability information and do not transfer any of your personal data including waiver details outside the UK or EEA. If this ever changes, we will implement appropriate safeguards (e.g., standard contractual clauses) to ensure your data remains protected.

Personal Data Complaints

If you believe we haven’t handled your personal data correctly, please contact us first so we can try to resolve the issue. If you’re still not satisfied and wish to take it further, you have the right to raise a complaint with the UK’s data protection authority, the Information Commissioner’s Office (ICO):

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Phone: 0303 123 1113

Updates to Policy Policy

We may update our Privacy Policy occasionally. Any changes will be posted on this page with a revised effective date. We encourage you to review it regularly.

Last Updated: 15/07/2025