Last updated: 19 August 2026
SafePlay Compliance Hub is operated by Hotline Labs Ltd (Company No: 11873778), registered at Enterprise Centre, Tonypandy Enterprise Park, Llwynypia Road, Tonypandy, Wales CF40 2ET. When we refer to ‘SafePlay’, ‘we’, ‘us’, or ‘our’ in this policy, we mean Hotline Labs Ltd.
We collect information you provide directly: name, email address, venue name, venue type, and any messages you send via our contact form. When you use our platform, we collect data about your equipment, staff qualifications, documents, and compliance records. We also collect technical data: IP address, browser type, operating system, and pages visited.
When you subscribe we receive from Stripe a record of your subscription, the last four digits of your card, its expiry month and its brand. We never see or store your full card number, and we never see your card security code.
We use your data to: provide and maintain the SafePlay platform; send compliance reminders and notifications; respond to your enquiries; send marketing communications (with your consent); improve our service; and comply with legal obligations.
We process your data on the following legal bases: contract performance (to provide our service); legitimate interests (to improve our service and send relevant communications); consent (for marketing emails); and legal obligation (to comply with applicable laws).
Your venue records, documents and account data are stored on secure servers within the European Union. We use 256-bit TLS encryption for data in transit and encryption at rest. Daily encrypted backups are performed and stored in a separate EU location. Access to data is restricted to authorised personnel only.
Two processors handle limited data outside the European Union. Stripe processes card payments and billing, and Mailgun sends our email. Both operate under the UK International Data Transfer Addendum or EU standard contractual clauses. Section 6 lists exactly what each one receives.
We do not sell your data. We share it with the processors below, each under a written data processing agreement, and with law enforcement where we are legally required to on a valid request.
| Processor | What it does | Where it processes data |
|---|---|---|
| Our hosting provider | Hosts the platform, database and document vault | European Union |
| Stripe Payments UK Ltd and Stripe, Inc. | Subscription billing and card payments | UK, EEA and United States, under Stripe’s data processing agreement and the UK International Data Transfer Addendum or EU standard contractual clauses |
| Mailgun (Sinch), EU region | Sends transactional email such as trial reminders, receipts and expiry alerts, and records delivery events | EU (Frankfurt), with support access from the United States under standard contractual clauses |
| Matomo, self-hosted by us | Website analytics, cookieless | European Union |
We retain your data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days in case you wish to reactivate. After 90 days it is permanently deleted. Contact form submissions are retained for 12 months.
There is one exception. Billing records, including invoices, are retained for six years after the end of the accounting period they relate to, as required by UK tax law. This applies even after your account data has been deleted.
Under GDPR, you have the right to: access your personal data; rectify inaccurate data; erase your data (‘right to be forgotten’); restrict processing; data portability; object to processing; and withdraw consent. To exercise any of these rights, contact us at privacy@safeplayhq.com.
We use essential cookies to maintain your session and remember your preferences. For analytics we use Matomo in cookieless mode, which sets no cookies and stores no personal identifiers. See our Cookie Policy for full details.
We may update this privacy policy from time to time. We will notify you of any material changes by email or by posting a notice on our website. The ‘last updated’ date at the top of this policy indicates when it was last revised.
If you have questions about this privacy policy or wish to make a complaint, contact us at: privacy@safeplayhq.com or write to: Data Protection, Hotline Labs Ltd, Enterprise Centre, Tonypandy Enterprise Park, Llwynypia Road, Tonypandy, Wales CF40 2ET. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.