The small print
Privacy
Last updated 26 October 2026
The short version: families who visit a tracker page give us nothing, and we don’t ask them to. Clubs give us what they need to run a page. We don’t sell anyone’s data, we don’t show adverts and we don’t email your supporters.
Who we are
santatracker.uk is run by dijitul, a small web studio based in Mansfield, Nottinghamshire. We are the “controller” for the personal data described here. If you have a question about it, or want to use any of your rights, contact a human and you’ll get a real person.
DIJITUL LTD is a company registered in England and Wales, number 12532695. Registered office: 11 St John Street, Mansfield, Nottinghamshire, NG18 1QJ. We are registered with the Information Commissioner’s Office, registration number ZB855355.
If you’re visiting a tracker page
You don’t need an account, and we never ask for your name, email or address.
- “How far is it from me?” If you allow your browser to share your location, the distance is worked out on your own device. Your location is never sent to us.
- Postcode and street searches are used to answer the search and are not stored against you.
- Favourite stops and the snow switch are remembered in your own browser’s storage, not on our servers. Clearing your browser data removes them.
- Our web server, like every web server, sees your IP address and browser type when it sends you a page. We use this to keep the site running and secure, and don’t use it to identify you.
If you run a club page
To set up and run a tracker we hold:
- Your account: your name, email address and a scrambled (hashed) password. We can’t see your password.
- Your club’s page: the club name, town, route, dates and times, and any contact email, phone number, website, social links, donate link and logo you choose to add. Anything you put on your page is public, because that’s the point of it, so only add contact details you’re happy for the public to see.
- Sign-in records: while you’re signed in we keep your IP address and browser type with your session, so we can spot misuse of an account.
- Emails we send you: a welcome email, a note when your page goes live, and occasional updates about the service. Every update has an unsubscribe link. We’ll still send emails you need to run your page, such as the welcome email and password resets.
Live sleigh tracking (Sleigh Live)
Live tracking follows the sleigh, not a person. It only runs while somebody on the night has deliberately switched it on, on one phone, and it stops when they switch it off or close the page.
- While it’s on, the phone sends its position, speed and direction about every ten seconds.
- The public sees where the sleigh is now, not where it has been.
- We delete the detailed position history 45 days after it was recorded. That gives a club time to raise a problem with the night. We keep a small record that a tracking session happened (when, and for which stop), but not where it went.
- The phone is labelled by the stop or as “Sleigh phone”. We don’t ask for, or need, the name of whoever is holding it.
Payments
Sleigh Live is paid for through Stripe. You type your card details into Stripe’s own checkout, not into our site. Stripe tells us the card type and its last four digits, so we can show you which card was used, and we keep a record of the payment for our accounts. If tax needs a billing address, Stripe collects it.
The contact form
When you contact us, we email your name, email address, club and message to ourselves so we can reply. We keep the conversation for as long as we need it to help you, and no longer than two years.
Cookies
We set only the cookies the site needs to work. These don’t need your consent under UK law, which is why there’s no cookie banner.
| Cookie | What it’s for | How long |
|---|---|---|
| Session cookie | Keeps forms working and keeps you signed in as you move between pages | Two hours of inactivity |
| XSRF-TOKEN | Security: stops other websites submitting forms as you | Two hours of inactivity |
| remember_web_… | Only set for club volunteers who sign in. Keeps you signed in on that device. | Until you sign out |
The tracker you embed on your own club website sets no cookies at all, so it won’t make you add a banner to your own site.
Analytics
We count visits with Plausible, which uses no cookies and doesn’t identify or follow individual visitors. It tells us how many people visited and which pages they used, nothing more. Club tracker pages aren’t counted.
Who else handles data
We use a small number of suppliers to run the service. Each only gets what it needs:
| Supplier | What for | What they see |
|---|---|---|
| Our hosting provider | Runs the server the site lives on | Everything stored on it, on our instructions only |
| Stripe | Taking payments for Sleigh Live | Card and billing details, the club’s contact email |
| SMTP2GO | Sending our emails | Email addresses and the emails themselves |
| MapTiler and OpenStreetMap | The map pictures behind a live sleigh | Your IP address, when your browser loads the map |
| Google Fonts | The typefaces on our pages | Your IP address, when your browser loads the fonts |
| postcodes.io | Placing clubs and stops on the map | Place names and postcodes only, never visitor data |
| Plausible | Cookieless visit counting | Anonymous page views |
Some of these suppliers are based in, or use servers in, the US or EU. Where data leaves the UK, it is protected by UK adequacy regulations or by the UK’s approved contract terms. We will also share data if the law requires it.
Why we’re allowed to use it
- To provide the service you signed up for (contract): your account, your page, live tracking and payments.
- Our legitimate interests: keeping the site secure, answering messages, emailing clubs about the service (you can opt out), and counting visits.
- Legal obligations: keeping payment and VAT records.
How long we keep it
| What | How long |
|---|---|
| Detailed sleigh position history | 45 days from when it was recorded |
| Club accounts and pages | While the club uses the service, or until you ask us to delete them |
| Sign-in sessions | Two hours of inactivity |
| Payment and VAT records | Six years, as HMRC requires |
| Contact form messages | Up to two years |
Your rights
You can ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it, or object to how we use it. For a club, that includes a copy of everything on your page, or deleting the whole lot. Just get in touch; we’ll reply within a month and won’t charge.
If you’re unhappy with how we’ve handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Children
Lots of children use tracker pages to watch for Santa. We don’t ask them for anything, and nothing on a tracker page is designed to collect information from them. Club accounts are for adults running the club’s page.
Changes to this page
If we change how we use data, we’ll update this page and the date at the top. If a change matters to clubs, we’ll email them about it first.