Privacy Policy
How Santa’s Postroom uses and protects the information entrusted to us.
Last updated: 13 October 20261. Who we are
Santa’s Postroom is operated by Nick Mitchell, trading as NX Digital, a sole trader with a service address in Ilford, Essex, United Kingdom.
Nick Mitchell trading as NX Digital is the data controller for the personal information described in this policy.
Our service address is:
Office 766558 Peregrine Road
Hainault
Ilford
Essex
IG6 3SZ
For privacy questions or requests, email info@santaspostroom.co.uk or use our Contact form.
2. Information we collect
Information about the adult placing an order
This can include a name, billing address, delivery address, email address, telephone number, payment status, order history and contact preferences.
Information used to personalise a child’s letter
An adult may provide the child’s name, age range, preferred wording or pronouns, important moments from the child’s year and chosen or allocated reindeer. We also create a Nice List reference number for each letter.
Please avoid including health information or other sensitive personal details in custom wording. We may reject unsuitable or unnecessary content.
Support and contact information
When someone uses our Contact form or Postroom Hotline, we collect the details supplied in the form, the related order or report reference, the message and the preferred reply method.
Website and device information
With permission where required, analytics and advertising tools may collect information such as device type, browser, approximate location, pages visited, interactions and advertising identifiers. Essential security and shopping functions may also use cookies or similar technologies.
3. How and why we use information
| Purpose | Lawful basis |
|---|---|
| Taking payment, creating personalised products, delivering orders and providing order updates | Performance of a contract |
| Answering enquiries, handling delivery reports, preventing misuse and improving customer support | Legitimate interests in operating and protecting the business and helping customers |
| Keeping tax, accounting and transaction records | Legal obligation |
| Sending the optional reminder when Santa’s Postroom opens the following year | Consent |
| Using non-essential analytics or advertising cookies, including Google Analytics and Meta Pixel | Consent |
Required order information is needed to create and deliver the purchase. We may be unable to accept or fulfil an order if required information is missing.
Your right to object: You may object to processing based on legitimate interests. We will consider the request and stop that processing unless we have compelling lawful grounds to continue.
4. Children’s information
Our products are ordered and configured by adults. The adult providing a child’s information must be the child’s parent or guardian, or have permission from a person with parental responsibility.
Children’s information is used only to personalise and fulfil the order, operate certificate validation and provide related support. We do not use a child’s personalisation details for advertising, profiling or marketing.
The public certificate-validation result is designed to avoid displaying the child’s name, address or order details.
6. International transfers
Some technology, payment, analytics, advertising or email providers may process information outside the United Kingdom. Where this happens, we use providers and safeguards recognised under UK data-protection law, such as UK adequacy regulations or approved contractual protections.
7. How long we keep information
- Child personalisation details and linked certificate-validation records are normally removed by 31 January following the relevant Christmas season, once fulfilment and support activity has ended.
- Contact enquiries and Postroom Hotline reports are normally kept for 12 months.
- Order, payment and accounting records are normally kept for six years where required for tax, accounting or legal purposes. Unnecessary child personalisation fields will be removed separately.
- Next-year reminder details are kept until the reminder is sent in early or mid-October, or until consent is withdrawn, whichever comes first.
- Analytics and advertising information follows the retention settings applied within the relevant provider.
Information may be kept longer where reasonably required for a dispute, fraud prevention or a legal obligation.
9. Your data-protection rights
Depending on the circumstances, you may ask us to:
- provide a copy of personal information;
- correct inaccurate or incomplete information;
- delete information;
- restrict or object to its use;
- provide eligible information in a portable format; or
- withdraw consent at any time.
To make a request, email info@santaspostroom.co.uk or use our Contact form. We may need to verify the requester’s identity and authority before disclosing or changing information connected with a child.
You may also complain to the Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint or call 0303 123 1113.
10. Security and policy changes
We use appropriate organisational and technical safeguards intended to protect personal information. Access is limited to people and providers who need it for the purposes described above.
We may update this policy when our services or providers change. The latest version and revision date will remain available on this page.