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Privacy & Cookie Policy

Last updated: 23 DECEMBER 2025

This Privacy & Cookie Policy explains how Phantom Competitions Limited (“we”, “us”, “our”) collects, uses, stores and protects personal data when you use our website, create an account, enter competitions, or communicate with us.

1. Who we are (Data Controller)

Phantom Competitions Limited
4 Humber Close
Northampton
NN5 7PA
United Kingdom

Email: info@phantomcompetitions.co.uk

For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, Phantom Competitions Limited is the Data Controller.

2. What Personal Data we collect

Depending on how you interact with our website and services, we may collect the following categories of Personal Data:

2.1 Information you provide directly

  • Full name

  • Email address

  • Phone number

  • Postal address and billing address (where required)

  • Account login details (username and encrypted password)

  • Information you submit via contact forms, emails or messages

2.2 Information collected automatically

  • IP address

  • Browser type and device information

  • Pages visited, links clicked, time spent on pages

  • Referring URLs

  • Cookie and tracking data (see Section 10)

2.3 Payment-related information

Payments are processed securely by Cashflows. We do not store full card details. Cashflows may process:

  • Transaction reference details

  • Payment status

  • Limited billing information required to complete payment

2.4 Marketing and communications data

  • Email marketing preferences

  • SMS contact preferences

  • Interaction with emails, ads and messages (opens, clicks)

3. How and why we use your data

We process Personal Data only where permitted by law and for the following purposes:

(a) creating and managing user accounts;
(b) processing competition entries and payments;
(c) administering competitions and selecting winners;
(d) contacting winners and delivering prizes;
(e) providing customer support and responding to enquiries;
(f) sending service-related communications;
(g) sending marketing communications where permitted;
(h) operating, maintaining and improving our website;
(i) preventing fraud, misuse and security incidents;
(j) complying with legal and regulatory obligations.

4. Legal bases for processing

We process Personal Data under one or more of the following lawful bases:

  • Contract – processing necessary to provide services you request (e.g. account creation, entries, prize fulfilment).

  • Legal obligation – processing required to comply with applicable laws.

  • Legitimate interests – operating and improving our website, preventing fraud, promoting our services (balanced against your rights).

  • Consent – where you have given consent (e.g. marketing communications, non-essential cookies).

You may withdraw consent at any time where processing is based on consent.

5. Third-party services we use

We only share data with trusted third parties where necessary:

5.1 Hosting & infrastructure

  • 20i Limited – website hosting and server infrastructure
    Data processed: IP address, usage data, system logs

5.2 Payments

  • Cashflows – secure payment processing
    Data processed: transaction and billing information required to complete payments

5.3 Email marketing

  • Klaviyo – email communications and marketing automation
    Data processed: name, email address, engagement data
    You can unsubscribe at any time via the link in emails.

5.4 SMS communications

  • VoodooSMS – SMS delivery
    Data processed: phone number
    You can opt out of promotional SMS messages at any time by following the instructions in the message.

5.5 Advertising & remarketing

  • Facebook Ads (Meta Platforms Ireland Ltd)

  • Google Ads (Google Ireland Limited)

These services may use cookies and similar technologies to display ads and measure performance.

We do not sell Personal Data.

6. Prize draw transparency (name display)

6.1 To demonstrate that competitions and draws are conducted fairly, we may display a winner’s name and general location (for example, first name and county/town) during live draws and/or in winner announcements.

6.2 If you object to this, you must notify us by emailing info@phantomcompetitions.co.uk before the relevant competition closes. This will not affect your chances of winning. We may still be required to provide winner information to regulators upon request.

7. Data retention

7.1 We retain Personal Data only for as long as necessary for the purposes for which it was collected.

7.2 In general:

  • account and competition data is retained while your account is active and for a reasonable period afterwards;

  • marketing data is retained until you unsubscribe or object;

  • payment and transaction data is retained as required for accounting and legal purposes.

When data is no longer required, it is securely deleted or anonymised.

8. International data transfers

Some service providers (such as Klaviyo) may process data outside the UK. Where this occurs, we take steps designed to ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

9. Your rights

You have rights under data protection law, including the right to:

  • access your Personal Data;

  • correct inaccurate or incomplete data;

  • request deletion of your data (in certain circumstances);

  • restrict or object to processing;

  • withdraw consent where applicable;

  • lodge a complaint with the Information Commissioner’s Office (ICO).

Requests can be made by emailing info@phantomcompetitions.co.uk. We aim to respond within one month.

10. Cookies & tracking technologies

10.1 What cookies are

Cookies are small text files placed on your device when you visit a website. They help the website function correctly, improve performance, and support analytics and advertising.

10.2 Cookies we use

We use the following categories of cookies:

Strictly necessary cookies
Required for the website to function (e.g. security, account login).

Analytics cookies
Used to understand how visitors use our website (via Google Ads and Facebook tracking tools).

Advertising cookies
Used by Facebook Ads and Google Ads to show relevant advertisements and measure campaign performance.

10.3 Managing cookies

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.

By continuing to use our website, you consent to the use of cookies in accordance with this policy, unless you have adjusted your browser settings.

11. Security

We use appropriate technical and organisational measures to protect Personal Data against unauthorised access, loss, misuse or alteration. However, no online system can be guaranteed to be 100% secure.

12. Legal compliance and enforcement

Personal Data may be disclosed where required to comply with legal obligations, respond to lawful requests by authorities, or to establish, exercise or defend legal claims.

13. Changes to this policy

We may update this Privacy & Cookie Policy from time to time. The latest version will always be available on our website. Where required by law, we will request renewed consent for material changes.

14. Definitions

  • Personal Data: information that identifies or can identify an individual.

  • Usage Data: data collected automatically through use of the website.

  • User: any individual using the website.

  • Controller: Phantom Competitions Limited.