Last updated: 16 September 2026
Who is responsible?
The Gamekeeper is the controller of the personal information described here. We operate from Knutsford, Cheshire. For privacy questions, requests, complaints or our postal contact details, email enquiries@thegamekeeper.co.uk.
What we collect
We collect the information you give us when you make an enquiry, register land, create an account or contact us. This can include your name, email address, telephone number, main contact address, land location, boundary coordinates, visit availability, the details of your enquiry and any written land authority or signature you provide.
For sporting and clay enquiries, we also collect the declared party size and the number of people expected to handle a firearm. Once a date is agreed, a private attendance record may hold each participant's contact details, role, review status and safety-briefing record.
Why we use it
We use information to review and respond to enquiries; maintain land, permission and safety records; arrange visits; manage accounts; communicate about agreed work; protect the site and records; and meet accounting, insurance, legal or regulatory obligations where they apply.
We rely on steps taken at your request before an agreement, our legitimate interests in running a safe and well-administered countryside-services business, and legal obligations where applicable. We will ask separately if we need consent for a different purpose, such as marketing.
Accounts, emails and payments
Service enquiries create or attach to a permanent, password-free account for that email address. We send a one-time verification or sign-in link and do not store a password. Enquiry notifications and account links are sent through our email delivery provider. Payment requests, when enabled, will be handled through Stripe-hosted payment pages; The Gamekeeper will not store card or bank details.
Our newsletter is not active. We do not currently send promotional emails merely because you have made an enquiry or created an account.
Sharing and security
We share information only with service providers needed to run the site, database, email and—when enabled—payments, or where disclosure is required or reasonably necessary for legal, insurance, safety or law-enforcement purposes. We do not sell personal information. Providers may process information outside the UK; where required, we will use appropriate transfer safeguards.
Access to private records is restricted. A customer can see only their own records through a verified account. Land boundaries, signed permissions, attendance records and owner notes are not public.
Retention
We keep an enquiry that does not proceed for up to 24 months, unless there is a reason to keep it longer for an active matter or legal claim. Account contact information is reviewed after 24 months of inactivity. Land-permission and associated inspection records are kept while permission remains in effect and normally for six years after it ends. Confirmed work, attendance, payment and accounting records are kept for the period needed for the work, insurance, tax and legal purposes—normally up to six years after completion.
We review records and delete or anonymise information when it is no longer needed. You may ask us to review information earlier; legal, safety, accounting or claim-related records may need to be retained.
Identity, certificate and signed terms records
Private document uploads are not active on this website yet. When enabled for a booking, passport, photocard driving-licence, FAC and SGC files are kept as separate document types in restricted private storage. Customers are asked only for documents needed for the agreed checks, through their verified account rather than ordinary email. Uploaded copies are scheduled for deletion 30 days after the event while a minimal operational audit record may remain.
The account also records the version of sporting terms accepted, the signer's name, electronic signature and acceptance time. Automated service reminders may be sent until required acceptance and document steps are complete. Before live document collection, The Gamekeeper must confirm the final lawful basis, necessity, access controls and retention requirements with its insurer and professional adviser.
Age and participation rules
Browsing the public website is not age-restricted. Creating an account, registering land, making a booking enquiry, buying a digital gift card or acting as the booking organiser requires the person to be 18 or over. A parent or legal guardian must contact us and complete the relevant arrangements for a person under 18.
No shooting activity is confirmed by the website. Any participant under 18, and every person who may handle a firearm, must be individually approved before the event. Participation is subject to the law, insurance, land conditions, the organiser's safety process and any parent/guardian requirements. The Gamekeeper may decline or remove a participant where those requirements are not met.
Your rights and complaints
You may ask for access to your information, correction of inaccurate information, deletion where appropriate, restriction or objection to certain uses, and—where applicable—a portable copy. Email enquiries@thegamekeeper.co.uk with your request. You may also complain to the UK Information Commissioner's Office at ico.org.uk.
We do not make solely automated decisions with legal or similarly significant effects. A person reviews land, pest-control, clay and sporting enquiries.
Cookies and technical information
The site uses essential security and session cookies to provide account access and preserve necessary site state. These cannot be switched off through a consent banner because the requested service would not work reliably without them. We do not currently use advertising cookies, behavioural tracking or non-essential analytics.
Our hosting and security providers may process limited technical information such as IP address, browser details, request time and security events to deliver and protect the service. If we add non-essential cookies, analytics, live checkout or private document storage, we will update this notice and provide any choices required before using them.
Changes to this notice
We may update this notice when the service, providers or legal requirements change. The date at the top shows the latest revision. Material changes affecting an active customer account or booking will also be communicated directly where appropriate.
