Privacy Policy - The Escape Rooms Newport
Last Updated: Friday, 26 June 2026
The Escape Rooms Newport ("we," "us," or "our") runs immersive escape room experiences in Newport and operates from:
● Yellow Rooms: 5 Market St, Newport NP20 1FU
● Red Rooms: First Floor, The Corn Exchange, High St, Newport NP20 1AA
This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website (www.escapenewport.co.uk), contact us, make a booking, sign a waiver, or visit our venues.
We operate in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Depending on how you interact with us, we may collect:
● Identity and Contact Data: Name, email address, telephone number.
● Booking/Experience Data: Your booking details (date/time, game, group size) and any messages you send us about your booking.
● Payment/Transaction Data: High-level information that a payment was made and the amount. Card details are handled securely by third-party payment providers (we do not store full card details).
● Marketing and Communications Data: Your marketing preferences and your interactions with our emails (e.g., opens/clicks where supported by the platform).
● Visual Data: CCTV footage recorded on-site.
● Technical Data: IP address and basic website usage information collected via cookies/analytics (for example, through our website platform).
We do not carry out automated decision-making or profiling that produces legal effects (or similarly significant effects) about you.
We collect personal data in the following ways:
● Directly from you: When you contact us (email/phone), book with us, or complete forms (including on-site/online waivers where used).
● Via our booking system (Off The Couch): When you book, Off The Couch provides us with the details needed to manage your reservation—typically your name, email address, phone number and booking details.
● Via our email marketing platform (MailerLite): If you opt in to marketing, your contact details and marketing preferences are stored in MailerLite so we can send you emails and manage unsubscribes.
● From our website: When you browse our website, cookies and similar technologies may collect Technical Data (see Cookies section).
● From CCTV: CCTV operates at our venues and records footage for safety and security.
We only process your personal data where we have a lawful basis. The main ones we rely on are:
● Contract (Article 6(1)(b)) – to take and manage bookings, provide the escape room experience, and respond to booking-related queries.
● Legitimate Interests (Article 6(1)(f)) – to keep our venues, staff and guests safe and secure (including using CCTV), prevent and investigate incidents, and run our business effectively. We balance these interests against your rights and expectations.
● Consent (Article 6(1)(a)) – for email marketing via MailerLite where you actively opt in. You can withdraw consent at any time.
Where required, we will ask for additional consent (for example, if we ever want to use images of you for marketing), and you can say no.
We use personal data to:
● Provide and administer bookings (confirmations, reschedules, customer support, and running your session).
● Communicate with you about your booking or any questions you send us.
● Handle payments and refunds (via our payment providers).
● Keep people and property safe (including CCTV monitoring and investigating incidents).
● Improve our services (for example, understanding demand and improving customer experience).
● Comply with legal obligations (e.g., accounting/tax record keeping).
We only send marketing emails where you have opted in.
● How you opt in: Our marketing opt-in is collected via our waiver/booking flow (for example, a clear tick-box or equivalent consent mechanism).
● Platform: We use MailerLite to store your marketing preferences and send emails.
● Opting out: You can unsubscribe at any time using the link in any marketing email, or by contacting us at info@escapenewport.co.uk. Opting out will not affect booking/service messages we must send you.
CCTV operates in our venues for safety, security, incident prevention and investigation, and insurance purposes.
● What we collect: Video footage of people on-site.
● How long we keep it: CCTV footage is typically retained for up to 28 days, unless we need to keep specific footage longer because of an incident, a complaint, an insurance matter, or legal proceedings.
● Who can access it: Access is limited to authorised staff/management and, where necessary, relevant third parties (e.g., insurers, police, legal advisers).
We do not sell your personal data.
We may share personal data with:
● Service providers who help us run the business (see Third-Party Processors).
● Payment providers to process payments securely.
● Professional advisers (e.g., accountants, insurers, solicitors) where necessary.
● Authorities (e.g., police or regulators) where legally required or to protect rights/safety.
We only share what is necessary and expect recipients to keep it secure.
We use trusted third-party processors who handle personal data on our behalf:
● Off The Couch (booking system): Used to manage reservations and customer booking information (typically name, email address, phone number and booking details).
● MailerLite (email marketing): Used to store marketing preferences and send marketing emails to subscribers who have opted in.
These providers act as data processors (or in some cases independent controllers for their own compliance), and we expect them to have appropriate security and data protection measures in place.
Some of our third-party providers (including Off The Couch and MailerLite) may store or process personal data outside the UK (and/or outside the EEA), for example in the United States.
Where international transfers occur, we use appropriate safeguards such as:
● the UK International Data Transfer Agreement (IDTA), UK Addendum to the EU SCCs, or other approved contractual protections; and/or
● other legally recognised transfer mechanisms.
We keep personal data only for as long as needed for the purposes described in this policy, including legal, accounting, or reporting requirements.
Typical retention approach:
● CCTV: up to 28 days, unless needed longer for an incident/claim.
● Booking records: kept as needed to manage your booking and for accounting/tax and business record purposes.
● Marketing data: kept until you unsubscribe/withdraw consent, or we otherwise delete it as part of routine list management.
If you’d like more detail about retention periods for a specific record type, contact us.
Under the UK GDPR, you have rights over your personal data, including:
● Right of access – ask for a copy of your data.
● Right to rectification – correct inaccurate or incomplete data.
● Right to erasure – ask us to delete your data in certain situations.
● Right to restrict processing – ask us to limit how we use your data in certain situations.
● Right to object – object to processing based on legitimate interests or to direct marketing (you can always object to direct marketing).
● Right to data portability – receive certain data in a structured, commonly used format.
To exercise your rights, contact us using the details below. We may need to verify your identity before responding.
You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk
Our website uses cookies and similar technologies to help it function properly and to understand how it’s used.
Cookies may be used for:
● Essential functionality (e.g., site security and core features)
● Analytics/performance (to understand how visitors use the site)
You can control cookies through your browser settings and, where available, any on-site cookie controls.
If you have any questions about this Privacy Policy or how we handle your data, please contact us:
The Escape Rooms Newport Email: info@escapenewport.co.uk Phone: 01633 965671 Yellow Rooms: 5 Market St, Newport NP20 1FU Red Rooms: First Floor, The Corn Exchange, High St, Newport NP20 1AA
If you’re not happy with how we’ve handled your request, you can complain to the ICO (www.ico.org.uk).
Participant Waiver and Release of Liability
By participating in an experience at The Escape Rooms Newport, you agree to adhere to the following:
● Alcohol & Drugs: We operate a strict zero-tolerance policy. If any participant appears to be under the influence of alcohol or drugs, they will be refused entry without a refund.
● Staff Respect: We are an inclusive, safe space. Any abusive, aggressive, or demeaning behaviour toward our staff or other guests will result in the immediate termination of the game without a refund.
● Damage & Breakages: Puzzles are designed to be solved with logic. You agree to avoid using excessive force, climbing on themed sets, or ignoring "do not touch" instructions. We reserve the right to hold players liable for the cost of repairs or replacements resulting from reckless or intentional behaviour.
● Supervision of Minors: Players under the age of 18 must be accompanied inside the game room by a paying adult (21+) at all times. The supervising adult is responsible for the conduct and safety of the minors in their group.
I understand that an escape room experience involves mental challenges and physical activity within a themed, confined environment. I acknowledge that the environment may include:
● Low lighting or total darkness;
● Confined or enclosed spaces;
● Sudden sounds, atmospheric effects, or automated mechanical movements;
● Physical movement (e.g., ducking, crawling, or stepping over obstacles).
I confirm that I (and any minors in my care) are physically and mentally fit to participate.
I participate in this activity at my own risk regarding personal injury or loss of property. Nothing in this waiver shall limit or exclude the venue's liability for death or personal injury caused by the venue’s negligence, or any other liability which cannot be excluded under the Consumer Rights Act 2015 and UK statutory law.
In the event of an emergency, I consent to receive medical treatment deemed necessary by first responders or medical professionals.
I understand that team photos may be taken and emailed to the group. I grant permission for these to be used on social media/websites unless I explicitly opt-out by informing the Games Master before the session begins.
By signing below, I agree to the use of an electronic signature and confirm that I have read, understood, and agreed to the terms above.
Participant Signature: ___________________________ Date: ___________________________
Parental/Guardian Consent (For participants under 18): I confirm that I am the parent or legal guardian of the minor(s) participating in this session and I provide consent on their behalf. Guardian Signature: ___________________