Privacy Policy

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Frank’s Freedom Field

Privacy Notice

Last updated: 29 August 2026

This Privacy Notice explains how personal information is collected, used, stored and shared when you visit our website, make or manage a booking, contact us, join one of our voluntary messaging groups, use Frank’s Freedom Field in a professional capacity or visit the field.

1. Who we are

Frank’s Freedom Field is operated by Heather Goldsmith as a sole trader. Heather Goldsmith trading as Frank’s Freedom Field is the data controller for the personal information described in this notice. This means that we decide why and how that information is used.

For privacy questions or to exercise your data-protection rights, contact:

Heather Goldsmith trading as Frank’s Freedom Field
Trent Lane, Girton, Newark, Nottinghamshire
Email: admin@frankfreedomfield.com
Telephone: 07815 502201

2. Personal information we collect

Depending on how you interact with us, we may collect:

● your name, telephone number, email address and other contact details;

● booking details, including appointment dates and times, appointment type, package or voucher use, booking history, cancellations and attendance information;

● payment and transaction information, such as the amount paid, payment status, refunds and a payment reference. Card payments are processed by Square and we do not receive or store your complete card number or security code;

● information you provide in booking forms, emails, telephone calls, text messages, WhatsApp messages, social-media messages or other correspondence;

● professional user information, including business names, insurance certificates and policy schedules, policy numbers, cover limits, expiry dates, the number of dogs insured and information about employees, assistants or other handlers;

● complaint, incident, accident, damage, animal-welfare, fencing or safety information, including photographs or supporting evidence where relevant;

● CCTV recordings, which may include images, voices, conversations, vehicle images and vehicle registration numbers;

● website and technical information, including IP address, browser, device, pages visited, referring website, cookie identifiers and website analytics information; and

● communication preferences, including membership of voluntary WhatsApp groups and requests not to receive promotional messages.

We do not intentionally ask customers to provide special-category information, such as information about their health. If you choose to tell us that information—for example when explaining an accessibility requirement, incident or cancellation—we will use it only where necessary to respond appropriately and where data-protection law permits.

3. How we collect information

We collect personal information:

● directly from you when you book, pay, complete a form, upload a document, contact us or join a voluntary messaging group;

● automatically when you use our website or booking system, subject to your cookie choices;

● through CCTV when you enter, leave or use the field and parking area;

● from another person making a booking or contacting us on your behalf; and

● from service providers involved in your booking or payment, such as Acuity Scheduling and Square.

If a professional user supplies information about an employee, assistant or other handler, that professional user must ensure that they are entitled to provide the information and that the person has been directed to this Privacy Notice.

4. How and why we use personal information

We use personal information only where we have a lawful basis under data-protection law.

Contract

We use information where necessary to take steps at your request or perform our contract with you, including to:

● provide availability and complete bookings;

● take and record payments;

● send confirmations, gate-access information and appointment messages;

● manage packages, vouchers, cancellations, rescheduling, credits and refunds;

● respond to booking enquiries; and

● administer professional-use applications and bookings.

Legal obligation

We use and retain information where necessary to comply with legal obligations, including accounting, tax, data-protection, consumer-protection and lawful regulatory requirements.

Legitimate interests

We use information where necessary for our legitimate business interests, provided those interests are not overridden by your rights. These interests include:

● operating and protecting the field, website, booking systems and business;

● keeping appropriate business and customer-service records;

● checking professional users’ insurance and eligibility;

● preventing and investigating unauthorised access, crime, fraud, property damage, unsafe conduct and breaches of the Field Hire Terms and Conditions;

● investigating accidents, complaints, dog escapes, fencing concerns, livestock incidents, animal-welfare concerns and insurance or legal claims;

● improving our services and understanding how the website is used;

● protecting customers, animals, neighbours, property and the business; and

● establishing, exercising or defending legal claims.

Consent

We rely on consent where required, including for:

● non-essential cookies and analytics technologies;

● membership of voluntary WhatsApp groups; and

● promotional emails, texts or messages where consent is required.

You may withdraw consent at any time. Withdrawing consent does not affect processing that took place lawfully before withdrawal.

5. Booking and payment providers

Our appointment system is provided by Acuity Scheduling, part of Squarespace. Acuity processes contact details, appointment information, form answers and any documents you upload so that bookings can be made and administered.

Card payments are processed securely by Square. Square processes payment and transaction information and may carry out fraud-prevention, security and legal-compliance checks. Square may also act as an independent data controller for some of its processing. Its own privacy notice applies to that activity.

We retain business transaction records, but we do not receive or store your complete payment-card number or security code.

6. CCTV and audio recording

CCTV operates at Frank’s Freedom Field for safety and security, access management, crime prevention and detection, and the investigation of accidents, damage, complaints, dog escapes, livestock concerns and breaches of the Field Hire Terms and Conditions.

The system currently records video and audio and stores recordings using Reolink Cloud. Cameras may capture customers, visitors, children accompanying customers, dogs, vehicles and vehicle registration numbers. Audio recording may capture voices and conversations within range of a camera.

Our lawful basis is our legitimate interest in protecting people, animals, the field and the business, preventing and investigating incidents, and maintaining evidence where reasonably necessary. We aim to position cameras so that they capture no more than is reasonably required for those purposes.

CCTV is not used to create entertainment content or to post recordings of customers on social media. Access is restricted to the business owner and any authorised person who genuinely needs it. Recordings may be disclosed where reasonably necessary to the police, emergency services, insurers, legal advisers, courts or regulators, or to respond to a valid data-protection request.

CCTV recordings are normally deleted or overwritten after 30 days. Relevant footage may be retained for longer when it is needed to investigate an incident, respond to a request, support an insurance or legal claim, comply with the law or assist law enforcement. It will then be deleted when it is no longer reasonably required.

Clear signs at the field should inform visitors that video and audio recording is taking place, explain its purposes and direct them to this Privacy Notice or our contact details.

7. Customer communications and occasional vouchers

We send communications needed to administer bookings, including confirmations, access information, reminders, changes, cancellations, safety information and direct responses to enquiries. These are service communications rather than marketing.

We may occasionally send an existing customer a thank-you message, complimentary voucher or similar customer reward. Where a message promotes future use of the field and therefore counts as marketing, we will send it only where we have consent or where the law otherwise allows us to do so. Every promotional electronic message will provide a clear and simple way to opt out. You can also opt out at any time by contacting us.

We do not sell customer lists and do not send regular promotional email campaigns.

8. WhatsApp groups

Joining a Frank’s Freedom Field WhatsApp group, including the Late Availability group, is voluntary. We use the details associated with your WhatsApp account to send the updates you requested.

WhatsApp is provided by Meta and carries out its own processing under its privacy terms. Depending on the type of WhatsApp group and your account settings, other members may be able to see your telephone number, profile name, profile image or other account information. You should review your WhatsApp privacy settings before joining.

You can withdraw from a group at any time by leaving it or asking us to remove you. We may retain minimal evidence of your communication preferences where necessary to ensure that we respect an opt-out.

9. Website, cookies and embedded content

Our website is hosted using GoDaddy. GoDaddy and its service providers may process technical information needed to deliver, secure and maintain the website.

The website uses essential cookies needed for it to operate. It may also use analytics or other non-essential cookies to help us understand website traffic and improve the site. Non-essential cookies will be used only where permitted by law and in accordance with the choices available through our cookie banner.

Pages may include third-party content, such as Google Maps or Vimeo videos. Those providers may receive technical information or set cookies when you interact with their content, subject to your choices and their own privacy notices.

You can change your cookie choices through the website’s cookie controls and through your browser settings. Blocking essential cookies may affect how the website functions.

10. Who we share information with

We may share personal information, where necessary, with:

● Acuity Scheduling and Squarespace, for appointments and booking administration;

● Square, for payments, refunds, fraud prevention and transaction administration;

● GoDaddy, for website hosting, security, cookies and analytics;

● Reolink and its cloud-service providers, for CCTV storage and system operation;

● email, telephone, text-message and data-storage providers used to communicate and run the business;

● WhatsApp and Meta when you choose to use WhatsApp;

● embedded-content providers such as Google or Vimeo when their services are used;

● accountants, insurers, legal advisers and other professional advisers;

● emergency services, law-enforcement agencies, courts, regulators or public authorities where disclosure is required or legally permitted; and

● another party involved in a genuine business sale, transfer or restructuring, subject to appropriate confidentiality and data-protection safeguards.

We do not sell or rent personal information to other organisations for their marketing.

11. International processing

Some service providers, including Square, Squarespace/Acuity, GoDaddy, Reolink and Meta, may process personal information outside the United Kingdom.

Where a restricted international transfer takes place, we rely on safeguards recognised by UK data-protection law, such as UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework, the UK International Data Transfer Agreement or approved contractual clauses, as applicable. Further information about a provider’s transfer arrangements is available in that provider’s privacy notice.

12. How long we retain information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance and dispute-resolution requirements.

Our usual retention periods are:

● Booking, package, voucher, payment and transaction records: generally up to six years from the end of the relevant tax year or last transaction, and longer where required by HMRC or an active dispute;

● General enquiries that do not lead to a booking: normally up to two years after the last meaningful contact;

● Professional-user insurance and approval records: while approval remains current and, where relevant to bookings, incidents or potential claims, for up to six years after the last professional booking;

● CCTV video and audio: normally 30 days, unless footage is preserved for an incident, request, complaint, claim or legal requirement;

● Accident, incident, complaint, damage and legal-claim records: normally up to six years after the matter is closed, or longer if a claim, investigation or legal requirement remains active;

● WhatsApp and promotional communication preferences: until you leave, withdraw consent or opt out, with minimal suppression information retained where necessary to honour your choice; and

● Website cookies and analytics: according to the duration stated in the cookie controls and the settings of the relevant provider.

Third-party providers may retain information for different periods where they act independently or have their own legal obligations.

13. Security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. These measures include restricting access, using password-protected accounts and reputable service providers, and keeping software and devices appropriately secured.

No internet, email, cloud or CCTV system can be guaranteed to be completely secure. Please do not send unnecessary sensitive information. If we become aware of a personal-data breach, we will assess it and notify affected individuals and the Information Commissioner’s Office where legally required.

14. Children

Bookings must be made and supervised by an adult. We do not knowingly collect personal information directly from children through the booking system. Children accompanying customers may nevertheless appear in CCTV recordings. The CCTV provisions and retention period in this notice apply to those recordings.

15. Your data-protection rights

Depending on the circumstances, you may have the right to:

● ask for a copy of your personal information;

● ask us to correct inaccurate or incomplete information;

● ask us to delete information;

● ask us to restrict how information is used;

● object to processing based on legitimate interests;

● object at any time to direct marketing;

● receive certain information in a portable format;

● withdraw consent where processing relies on consent; and

● complain to the Information Commissioner’s Office.

These rights are not absolute and legal or regulatory reasons may require us to retain or continue using some information. We may ask for reasonable proof of identity before responding to a request.

To exercise a right, email admin@frankfreedomfield.com. We will respond without undue delay and normally within one month.

16. Complaints

Please contact us first if you have concerns about how your personal information has been handled so that we can try to resolve them.

You also have the right to complain to the UK data-protection regulator:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

17. Automated decision-making

We do not use personal information to make decisions about customers solely by automated means where those decisions have legal or similarly significant effects.

18. Changes to this notice

We may update this Privacy Notice when our practices, service providers or legal obligations change. The current version will be published on our website with its updated date shown at the top.