​Last updated: 19 October 2026

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1. Who we are

North Pole Evidence provides a QR-linked online experience associated with a separately purchased Christmas product.

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The website is operated by WCS Experience Ltd, a company registered in England and Wales. In this policy, “we”, “us” and “our” mean WCS Experience Ltd.

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For privacy enquiries or requests concerning your personal information, please use our Contact Us page.

 

2. Information we process

 

We may collect and process the following information:

• Order and contact information provided through the associated purchase, including an order reference, customer name and email address.

• Information required to associate a unique QR code with the correct customer experience.

• Photographs submitted by customers, including replacement photographs where necessary.

• Images associated with the experience, together with relevant review and workflow records.

• Technical and security information, including website sessions and operational logs.

• Information provided when customers contact us about an order, photograph or experience.

 

We only collect and use information where it is relevant to providing and administering the service or meeting our legal obligations.

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3. Photographs and children

 

Customers are asked to upload photographs of suitable scenes, photographs including people or pets are prohibited. Our upload process requires customers to confirm that submitted photographs contain no people or pets.

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We do not request photographs of children or other individuals. Please do not upload images containing people, pets, personal documents, visible addresses or other sensitive information.

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Customers should only submit photographs they own or have permission to use.

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Although a photograph of an empty room may not identify anyone by itself, it may constitute personal information when associated with a customer's order, email address or other details. We handle such photographs accordingly.

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4. How we use information

 

We process information to:

• Provide and administer the purchased QR-linked Christmas experience.

• Associate customer submissions and finished images with the correct order and QR code.

• Review photographs, request suitable replacements where necessary and prepare the finished scene.

• Prepare and quality-check the personalised content associated with the Christmas experience.

• Contact customers about submissions, deadlines, readiness and essential service information.

• Maintain website security, investigate technical problems and prevent misuse.

• Respond to enquiries and comply with applicable legal obligations.

 

We do not use customer-uploaded photographs or finished Christmas images for advertising, social media or other promotional purposes without separate permission.

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5. Our lawful bases

 

We generally process order, contact and photograph-submission information where necessary to perform the customer contract and deliver the purchased experience.

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We may also rely on our legitimate interests where appropriate, including maintaining security, reviewing service quality, preventing misuse and responding to enquiries.

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Certain information may be processed or retained where necessary to comply with legal obligations.

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Where consent is required for a particular activity, we will request it separately.

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6. Image processing and service providers

 

Images associated with the North Pole Evidence experience may be processed using specialist image-generation technology services.

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We use Wix to host and operate the website and securely manage customer information and associated content. Authorised personnel may review submitted material where necessary to maintain the quality and operation of the service.

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We share information with service providers only where reasonably necessary to deliver the service, subject to applicable data-protection requirements.

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7. How long we keep information

 

We retain personal information only for as long as reasonably necessary to provide the service, respond to enquiries, resolve disputes and meet applicable legal obligations.

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We aim to delete customer-uploaded photographs and finished Christmas images within 90 days after Christmas Day, for the 2026 experience, that's normally by 25 March 2027.

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Photographs and images may be retained for longer where reasonably necessary in connection with an ongoing complaint, dispute or legal obligation.

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Certain information, including order, payment, accounting and essential transaction records, may be retained separately for longer periods where required by law.

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Information held by third-party service providers may be subject to their own applicable retention and deletion arrangements.

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8. Sharing and international transfers

 

Personal information may be processed by service providers acting on our behalf, including website-hosting, communications and image-processing providers.

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Some providers may process information outside the United Kingdom. Where international transfers are subject to data-protection restrictions, we take steps to ensure that appropriate safeguards are in place, as required by applicable law.

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We do not sell customer photographs or personal information.

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9. Your rights

 

Depending on the circumstances, UK data-protection law provides rights concerning your personal information, including the right to:

• Request access to personal information we hold about you.

• Request correction of inaccurate or incomplete information.

• Request deletion of information in applicable circumstances.

• Request restriction of certain processing activities.

• Object to processing based on legitimate interests.

• Request data portability where applicable.

• Withdraw consent where processing relies on consent.

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To exercise these rights, please use our Contact Us page.

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You also have the right to complain to the Information Commissioner's Office (ICO). Further information is available at www.ico.org.uk.

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10. Cookies, security and updates

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Please see our Cookies Policy for information about cookies and similar technologies used on this website.

We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse and disclosure. However, no online service can guarantee absolute security.

 

We may update this Privacy Policy to reflect changes in our services, technology or applicable legal requirements. The latest version will be available on this page.