Privacy Policy

Last updated: March 2026

1. Data Controller

Field Day ("we", "our", "us") is the data controller responsible for your personal data. We are committed to protecting your personal information and your right to privacy under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Field Day
Email: privacy@field-day.co.uk
Address: United Kingdom
ICO Registration: Pending — registration reference will be added here once complete.

2. Information We Collect

We collect information that you provide directly to us when using Field Day:

  • Account information: name, email address, password, and user type (keeper or gun).
  • Profile information: phone number, dietary requirements, emergency contact details (for gun users); estate name (for keepers).
  • Shoot data: shoot details, drive information, peg allocations, bag records, attendance and RSVP responses.
  • Payment information: billing details processed by Stripe (we do not store card numbers).
  • Location data: estate and release pen coordinates when you choose to provide them.
  • Firearms compliance data: shotgun/firearms certificate numbers, expiry dates, and uploaded certificate documents, collected for shoot compliance and safety verification purposes.
  • Communications: any messages or feedback you send to us.

Emergency contacts: If you provide emergency contact details, please ensure your emergency contact is aware that their name and phone number are stored in Field Day for safety purposes.

3. Lawful Basis for Processing

We process your personal data on the following legal bases:

  • Contract performance: to provide the Field Day service you have signed up for, including account management, shoot organisation, and subscription billing.
  • Legitimate interests: to improve our service, prevent fraud, and ensure security. We have assessed that these interests do not override your data protection rights.
  • Consent: for optional features such as marketing communications. You may withdraw consent at any time. All marketing and trial emails include an unsubscribe mechanism; you can also manage your email preferences from your account settings.
  • Legal obligation: where required to comply with applicable law.

4. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Field Day service.
  • Create and manage your account.
  • Facilitate shoot organisation, including invitations, RSVP management, peg allocation, and bag recording.
  • Process subscription payments via Stripe.
  • Send you transactional notifications related to shoots you are involved in.
  • Respond to your enquiries and provide support.

5. Information Sharing & Third-Party Processors

We do not sell your personal information. We share your data only in the following circumstances:

  • Between shoot participants: Keepers can see gun contact details, dietary requirements, and emergency contacts for shoots they organise. This sharing is necessary for the performance of the service (legitimate interest: safe shoot operation). Dietary information may reveal health or religious information; by providing this data you consent to it being shared with your shoot organiser for meal planning purposes.
  • Stripe (payments): your email, name, and payment card details are processed by Stripe Inc. to handle subscriptions. Stripe Privacy Policy
  • Resend (transactional email): delivers account notifications, shoot invitations, and trial emails on our behalf. Resend Privacy Policy
  • Cloudflare (hosting): serves our frontend application; receives your IP address and request metadata. Cloudflare Privacy Policy
  • Nominatim / OpenStreetMap (geocoding): receives address strings when looking up estate locations. OSM Privacy Policy
  • Open-Meteo (weather): receives latitude/longitude coordinates for weather data. Open-Meteo Terms
  • OpenStreetMap / ArcGIS tile servers (maps): receive your IP address when loading map tiles.
  • Legal requirements: We may disclose information if required by law or in response to valid legal process.

Emergency contact data: Emergency contact information you provide constitutes third-party personal data. By entering an emergency contact, you confirm that you have informed that individual that their name and phone number are stored by Field Day for shoot safety purposes, and that they may contact privacy@field-day.co.uk to request its removal.

6. International Data Transfers

Your primary data is stored on our self-hosted infrastructure in the United Kingdom. Some third-party processors (Stripe, Resend, Cloudflare) may process data in the United States or other countries. Where data is transferred outside the UK, it is protected by appropriate safeguards including Standard Contractual Clauses and adequacy decisions.

7. Data Storage and Security

Your data is stored securely on self-hosted infrastructure in the United Kingdom. We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction, including encryption in transit (TLS) and at rest.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our services. Specifically:

  • Account data: retained until you delete your account.
  • Shoot data: shoot records are retained for 2 years from the shoot date, after which they are automatically deleted.
  • Payment records: retained for 7 years as required by UK tax law.
  • Unclaimed gun profiles (created by keepers for guests who never register): automatically deleted after 12 months of inactivity.

9. Your Rights

Under UK GDPR, you have the following rights:

  • Right of access: request a copy of the personal data we hold about you.
  • Right to rectification: correct inaccurate information via your account settings. Note: email address changes require contacting support at privacy@field-day.co.uk.
  • Right to erasure: delete your account and associated data via the My Account page.
  • Right to restrict processing: request that we limit how we use your data.
  • Right to data portability: receive your data in a structured, machine-readable format.
  • Right to object: object to processing based on legitimate interests.

To exercise any of these rights, contact us at privacy@field-day.co.uk. We will respond within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated: ico.org.uk/make-a-complaint

10. Cookies and Local Storage

Field Day uses strictly necessary cookies and local storage for authentication, session management, and remembering your UI preferences (such as dismissed modals and checklist progress). We do not use tracking, advertising, or analytics cookies. No consent banner is required as all storage is strictly necessary for the service you have requested.

11. Automated Decision-Making

Field Day does not use automated decision-making or profiling that produces legal or similarly significant effects.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy within the application and, where appropriate, by email.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact:

Field Day
United Kingdom
Email: privacy@field-day.co.uk