Privacy policy

Who we are

This website is run by Smoke Wizards NI Ltd, a company registered in Northern Ireland (company number NI679191). We trade as Smoke Wizards NI and run the Wizards Warzone airsoft site. We are based in Lurgan, Craigavon, County Armagh. Our registered office address is shown on the Companies House register.

You can contact us by email at gareth@smokewizardsni.co.uk, by phone or WhatsApp on 07718 607690, or through our contact page.

Smoke Wizards NI Ltd is the controller of your personal information. If you have any questions about this policy or your information, email gareth@smokewizardsni.co.uk.

What we collect

Shop orders: your name, email address, phone number, delivery address, what you ordered and how you paid. We receive confirmation of your payment from PayPal, but we never see your full card details.

Age checks: for age restricted products we ask for your date of birth and a photo of your driving licence or passport.

PSNI Form 31/9: for products that need police consent in Northern Ireland, we collect the details the form asks for, such as your name, address, date of birth and why you need the products.

Airsoft bookings: the lead booker's name, email and phone number, the names and ages of the players, and the name of the parent or guardian giving consent for any player under 18. We also keep a record that the player agreement was accepted.

Gift vouchers: the buyer's name and email, and the name, email and message for the person receiving it if you choose to send it to them.

Event enquiries and plans: your name, contact details, event date, venue and anything you tell us about your event, including the timings you add to your planning page.

Messages: anything you send us by email, WhatsApp, phone or social media.

Photos and video: we take photos and video at airsoft game days and at events where we provide effects. Some of these may show you.

Technical information: when you visit the site our hosting provider processes your IP address and browser details to deliver the pages and keep the site secure. When you book, buy or send an enquiry, Cloudflare Turnstile checks you're a real person rather than a bot, and we record your connection's IP address for a short time to limit repeated attempts and stop misuse.

Why we use it and our lawful basis

• To take and deliver your order or booking, take payment, send confirmations and reminders, and deal with refunds, cancellations and questions. Lawful basis: to perform our contract with you.
• To check your age and get police consent before supplying age restricted and controlled products, and to keep business and tax records. Lawful basis: legal obligation.
• To keep players safe and make sure under 18s have a parent or guardian's consent. Lawful basis: legal obligation and our legitimate interests in running a safe site.
• To ask for a review or send you the photos from your game day or event after you have used our services. Lawful basis: our legitimate interests in running and improving our business. Every email tells you how to stop them.
• To show photos and video on our website and social media. Lawful basis: our legitimate interests in showing our work. You can ask us not to use images of you at any time.
• To protect the website and Wizard HQ from misuse, for example by blocking repeated failed log in attempts. Lawful basis: our legitimate interests in keeping the site secure.

We do not send marketing emails, we do not sell your information, and we do not use it for automated decision making.

Players under 18

Airsoft players can be aged 11 to 17 if a parent or guardian consents. Bookings must be made by an adult, who gives us the player's details. We only use them to run the booking and keep players safe.

Who we share it with

We use trusted service providers to run the business. They only use your information to provide their service to us:

• Cloudflare hosts the website and stores our database and uploaded files, including ID photos.
• PayPal processes payments. PayPal is also responsible for your information under its own privacy policy.
• Resend sends our automatic emails, such as confirmations, reminders and review requests.
• Microsoft 365 runs our email inbox.
• Studio Ninja provides the event enquiry form on our contact page.
• Google provides the Google reviews we display. Instagram (through our feed provider, Behold) and YouTube provide the posts and videos shown on some pages. When your browser loads these, the provider receives your IP address.
• WhatsApp and social media platforms, if you choose to contact us that way.

We share PSNI Form 31/9 details with the PSNI Explosives Office to get consent for your order. We may also share information with the police, courts or other authorities where the law requires it, and with delivery carriers so they can deliver your order.

Information stored outside the UK

Some of our providers store or process information outside the UK, including in the European Union and the United States. Where this happens, the transfer is protected by UK adequacy regulations or by approved contract terms, as UK data protection law requires.

How long we keep it

• ID photos are deleted as soon as your order is completed, refunded or cancelled, or within a day if an order is never paid. We keep a note that your age was checked.
• Order, booking, voucher and payment records, including PSNI Form 31/9 details, are kept for 6 years to meet our tax, accounting and legal obligations.
• Copies of emails we send are kept for 12 months.
• Enquiries and event plans that do not lead to a booking are deleted within 2 years.
• Security records, such as the IP addresses used to limit repeated form submissions and failed log ins to Wizard HQ, are deleted after 24 hours.
• Photos and video may stay in our gallery until you ask us to remove them.

Cookies and similar technology

We do not use advertising or tracking cookies. Your browser stores a few small items on your own device to make the site work: what is in your basket, and the smoke colour you last picked on the home page. These never leave your device and you can clear them in your browser settings.

Our hosting provider, Cloudflare, may set a strictly necessary cookie to protect the site from bots, and Cloudflare Turnstile checks your browser when you send a form to confirm you're a person. Neither is used for advertising or to track you across other sites. If we measure visits, we use Cloudflare Web Analytics, which does not use cookies or track you across other sites.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where we do not need to keep it by law;
• ask us to restrict how we use it, or object to us using it based on our legitimate interests, including for review requests and photos;
• ask for information you gave us in a format you can take to another organisation.

To use any of these rights, email gareth@smokewizardsni.co.uk. We will reply within one month. There is normally no charge.

Keeping it safe

The website uses a secure connection (HTTPS). Wizard HQ, where we manage orders and bookings, is password protected and blocks repeated failed log in attempts. ID photos are stored privately and can only be viewed by us.

Complaints

If you are unhappy with how we have used your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Changes to this policy

We will update this policy if we change how we use your information. The date at the top shows when it was last changed.