Privacy Policy
Privacy Policy
Last updated: September 2026
Santa Claus City Office respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quote, make a booking or otherwise use our services.
1. Data Controller
The controller responsible for processing your personal data is:
LuxArctic Oy
Business ID: 2903294-6
Santa Claus City Office
Maakuntakatu 34
96200 Rovaniemi
Finland
Email: info@santaclauscityoffice.com
Phone: +358 40 567 4500
For questions concerning privacy or the processing of your personal data, please contact us using the details above.
2. Personal Data We Collect
We may collect personal data directly from you when you contact us, submit an inquiry, request a quote, make a booking or communicate with us.
This information may include:
your name
email address
phone number
preferred dates for a visit or experience
number of people in your group
the service or experience you are interested in
information contained in your message or inquiry
booking and reservation details
billing and payment-related information where applicable
details needed to organise or personalise your requested experience
correspondence between you and Santa Claus City Office
Please avoid providing unnecessary sensitive personal information in free-text fields.
We may also automatically collect certain technical information when you use our website, such as:
IP address
browser and device information
operating system
referring website
pages visited
date and time of visits
cookie and similar technology identifiers
3. How We Use Personal Data
We process personal data for purposes including:
responding to inquiries and quote requests
preparing and providing quotations
processing bookings and reservations
arranging Santa Claus experiences, private meetings, online meetings and other services requested by customers
contacting customers regarding their inquiry, booking or service
processing payments and fulfilling contractual obligations
providing customer service
managing cancellations, changes or other booking-related matters
maintaining necessary business and accounting records
improving the functionality and security of our website
analysing website usage where permitted by applicable law and cookie preferences
preventing misuse, fraud and security incidents
complying with legal obligations
Information provided as part of a booking or inquiry may also be used to personalise the requested experience where this is necessary to provide the service requested by the customer.
4. Legal Bases for Processing
We process personal data under one or more of the following legal bases under the General Data Protection Regulation (GDPR):
Performance of a contract or steps prior to entering into a contract
We process information when it is necessary to respond to a booking request, prepare a quotation, arrange an experience or provide a service you have requested.
Legitimate interests
We may process personal data where necessary for legitimate business purposes such as customer service, maintaining the security of our website, managing customer relationships and developing our services, provided that these interests do not override your rights and freedoms.
Legal obligation
Certain information may need to be retained or processed to meet accounting, taxation or other legal requirements.
Consent
Where required, we may process personal data based on your consent, for example for certain cookies, analytics technologies or direct marketing. You may withdraw your consent at any time.
5. Booking and Quote Forms
When you submit a booking request, inquiry or request for quotation through our website, the information you provide is used to process and respond to your request.
Depending on your inquiry, this may include your contact details, requested dates, group size, chosen experience and any additional information you provide concerning your visit.
Submitting an inquiry does not automatically mean that a booking has been confirmed. Information may be used to communicate with you and prepare an individual offer or arrangement before a final booking is made.
6. Information About Other People
You may sometimes provide information about family members, guests or other people participating in an experience.
Please only provide information that is reasonably necessary for arranging the requested service and make sure that you are authorised to provide this information where appropriate.
7. Children’s Personal Data
Many Santa Claus City Office services are intended for families and children. Booking and inquiry information should normally be provided by a parent, guardian or other responsible adult.
We do not intentionally request unnecessary personal data directly from children through our website.
Customers should avoid including sensitive or unnecessary information about children in inquiry forms unless it is genuinely required to arrange the requested experience.
8. How Long We Keep Personal Data
We retain personal data only for as long as necessary for the purposes for which it was collected.
As a general principle:
inquiries and quote requests may be retained for a reasonable period after the inquiry has been completed
booking and customer information may be retained for the duration of the customer relationship and for a reasonable period afterwards
accounting and transaction records are retained for the period required by Finnish law
technical website and analytics information is retained according to the settings and retention periods of the relevant systems
Information may be retained for a longer period where necessary to establish, exercise or defend legal claims or where required by law.
9. Sharing Personal Data
We do not sell personal data.
Personal data may be shared with trusted service providers where this is necessary to operate our website or provide the requested services.
These providers may include, where applicable:
website hosting and technical service providers
booking and customer management systems
email and communications providers
payment service providers
accounting and administrative service providers
analytics and website measurement providers
transportation, accommodation or other service partners involved in delivering a customer’s requested experience
Service providers may only process personal data for the purposes for which it has been provided and in accordance with applicable data protection requirements.
Personal data may also be disclosed where required by law, a court order or a competent public authority.
10. International Transfers of Personal Data
Some technical service providers may process personal data outside Finland or outside the European Economic Area.
Where personal data is transferred outside the European Economic Area, we take appropriate measures to ensure that the transfer complies with applicable data protection legislation. This may include relying on an adequacy decision by the European Commission or using approved contractual safeguards such as the European Commission’s Standard Contractual Clauses.
11. Cookies and Website Analytics
Our website may use cookies and similar technologies to operate the website, remember user preferences, understand how the website is used and support marketing or analytics activities.
Cookies that are not strictly necessary will only be used where required consent has been obtained.
You can manage your cookie choices through the cookie settings available on the website and through your browser settings.
More detailed information about the cookies used on the website may be provided in a separate Cookie Policy or cookie consent tool.
12. Marketing Communications
We may send marketing communications where we have a lawful basis to do so.
Where marketing is based on consent, you may withdraw your consent at any time.
You may also object to the use of your personal data for direct marketing at any time.
Customer inquiries and booking-related messages are considered service communications and may still be sent where necessary to handle your request or provide the service you have booked.
13. Your Data Protection Rights
Depending on the circumstances, you have the right to:
request access to the personal data we hold about you
request correction of inaccurate or incomplete information
request deletion of your personal data
request restriction of processing
object to certain types of processing
receive personal data you have provided in a structured, commonly used and machine-readable format where the right to data portability applies
withdraw consent at any time where processing is based on consent
Some rights may be limited where processing is necessary to comply with legal obligations or where another lawful basis permits us to retain or process the information.
To exercise your rights, contact us at:
We may need to verify your identity before fulfilling your request.
14. Right to Lodge a Complaint
You have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has been processed unlawfully.
In Finland, the supervisory authority is:
Office of the Data Protection Ombudsman
Finland
Further information is available from the Office of the Data Protection Ombudsman.
15. Data Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure or misuse.
Access to personal data is limited to people and service providers who need the information for legitimate business purposes.
16. Automated Decision-Making
We do not use personal data submitted through our booking or inquiry forms to make decisions based solely on automated processing that would produce legal or similarly significant effects for individuals.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, website, processing practices or applicable legislation.
The latest version will always be published on this website with the date of the most recent update.