Updated 7 October 2026 · pre-launch draft
This notice describes the account and website features available during testing. We will update it before live location tracking and payments launch, including the providers and retention arrangements for those features.
Who we are
Track The Sleigh is operated by Drayton Digital Limited, trading as Track The Sleigh. Registered company number 04609887. Our address is Commer House, Station Road, Tadcaster, LS24 9JF, United Kingdom.
We manage the personal information used to operate accounts, provide support and keep this service secure. Charities choose the charity and collection information they publish.
Information we use
- Account information: your name, email address, hashed password credentials and charity membership.
- Charity details: name, address, contact details, country, timezone and any logo or donation link you add.
- Collections: sleigh names, routes, streets, stops, timings and updates.
- Enquiries and support: messages and files you send, and records needed to resolve your request.
- Security: account activity, sign-in and technical records needed to operate and protect the service.
Your password is stored as a one-way hash. It is not displayed to other account holders. Avoid adding sensitive information about donors, children or volunteers to public descriptions or support attachments.
Why we use it
We use account and charity information to provide the service you request. We use enquiry, support and security records for our legitimate interests in helping customers, preventing misuse and maintaining the service, while considering your rights. Where required, we retain records to meet legal obligations. Any optional processing that needs consent will be explained before it begins.
What families can see
A published charity page may show charity branding, its donation link, eligible sleighs, published schedules and public updates. Private account details, billing addresses, invoices, volunteer pairing codes and support conversations are not published. Current-year payment is required before a charity’s tracking page is available.
The website’s illustrated examples are demonstrations. They do not collect a visitor’s GPS location. The volunteer app and live location service are not active yet; their location notice and controls will be published before use.
Who receives information
Authorised charity account holders and our staff can access information relevant to their roles. Website enquiries are private to our staff. Hosting and support providers may process information to operate the service. We do not sell personal information or use advertising trackers.
Payments will use Stripe when enabled. Donation links lead to the charity’s own provider, whose privacy policy applies there. Before adding payment, map or app providers, we will explain relevant recipients and any international transfer arrangements.
How long we keep it
Retention depends on the purpose: operating an active account, responding to enquiries, resolving support issues, investigating security incidents or meeting accounting and legal obligations. We consider whether information is still needed and whether it can be deleted or anonymised. Specific retention schedules for invoices and location records will be confirmed before those features launch.
Cookies and browser storage
We use essential cookies for account access and security, and browser storage to remember your cookie choice. No analytics or advertising cookies are installed. See our cookie policy or open .
Your rights and questions
Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your information, object to certain uses, and withdraw consent where it is used. These rights have legal limits. Use our contact form and choose Privacy, use Support in your account, or write to our registered address above, marking your message “Privacy”.
You can also raise a concern with the Information Commissioner’s Office.