Your information,
handled carefully.

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. Preparation records include certificate-holder declarations, age group, experience, emergency contact, guardian contact where relevant, a request to discuss adjustments, versioned instructions and acknowledgements, reviewer decisions and dated original-document and arrival checks. Please do not submit medical history through these forms.

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 are kept as operational records against the supplied email address. They do not activate an account. Account registration requires your full name, email, telephone and main postal address, confirmation that you are 18 or over, acceptance of the website terms and acknowledgement of this privacy notice. We record the submitted details, notice versions, declaration time and email verification time. You must open the one-time verification link to activate the account. Sign-in links are available only for registered, email-verified accounts; we 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.

Account deletion and record retention

Closing an account removes account access and its profile. It does not cancel an order, booking or land permission, or automatically erase separate business records. We retain only information needed for the purposes below, with access restricted to authorised people.

Account access and profile

Removed when account deletion completes. Sessions, unused links, pending registration, address book and account profile are removed. Separate business records remain restricted.

Unsuccessful enquiries

Normally 12 months after closure. Delete or anonymise sooner if no longer needed; active matters and documented preservation holds are reviewed separately.

Completed or cancelled work, bookings and attendance

Normally six years after completion or cancellation. Keep only necessary contact, arrangement, accepted terms, payment, safety and correspondence evidence. Account closure does not restart the period.

Land permissions and boundary inspections

While permission is active, then normally six years after it ends. Keep the signed authority, relevant maps, inspections and changes needed to evidence the arrangement.

Financial records

The applicable tax period, if longer than the service period. For a sole trader: at least five years after the 31 January filing deadline for the relevant tax year. For a company: six years from the end of the relevant company financial year, with applicable longer tax requirements.

Raw identity and firearms-certificate uploads

Normally deleted 30 calendar days after the confirmed booking date. Account closure does not extend this period. A minimal check record can form part of the six-year service record; the raw document copy does not. Uploads remain subject to the existing operational approval gates.

Minimal account-deletion audit

Normally 12 months after closure. An opaque account reference, actor and deletion time; no copy of the deleted profile. Relevant evidence may remain longer only under a documented obligation or claim.

These are normal business retention periods, not a blanket legal requirement to keep all personal information for six years. We review records at least quarterly and delete or anonymise information when it is no longer needed. An inactive account is reviewed after 24 months; this is not a reason to keep unnecessary information.

Where a genuine police investigation, court order, tax enquiry, insurance matter or legal claim requires preservation, we may retain the relevant records beyond the normal period. We document the reason, scope and review date and review an open hold at least every 90 days. Incidents involving children, capacity issues or delayed claims may need a separately justified period. We do not keep every record indefinitely in case the police might ask.

We verify police requests, assess the applicable lawful basis or legal obligation, and share only necessary information securely. A request is not automatically a legal obligation or unrestricted access. We record the decision and disclose it to the individual where required, unless a lawful restriction applies.

You can ask for wider erasure or a review of retained records at enquiries@thegamekeeper.co.uk. We normally respond within one month, explaining any lawful exception. Closing an account does not waive your data-protection rights. New registration with the same email creates fresh account access; it does not automatically restore access to a deleted account's retained records.

Identity, certificate and signed terms records

Where participant checks require them, passport, photocard driving-licence, FAC and SGC files can be uploaded as separate document types through the customer's verified account. Files are stored privately with access restricted to the participant and authorised personnel. Please do not send identity or certificate copies by ordinary email. Only documents requested for the relevant checks should be uploaded.

Raw document copies are scheduled for deletion 30 calendar days after the confirmed shoot date. A minimal record of the check and its outcome may be kept for the normal service-record period; the raw copy is not kept for that period. The account also records the version of sporting terms accepted, the signer's name, electronic signature and acceptance time. Booking-specific service reminders may be sent for outstanding steps; they are not marketing emails.

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. The mobile app offers optional usage analytics. If you opt in, it sends only a fixed event name; the server stores daily totals without an account, device identifier or exact event time, and deletes daily totals after 90 days. You can turn this off in the app at any time. The app does not use advertising analytics.

Our hosting and security providers may process limited technical information such as IP address, browser or app request details, request time and security events to deliver and protect the service. The optional analytics choice does not change essential security processing.

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.