Privacy Policy

At GFC Leisure, we take your privacy seriously. We are committed to protecting your personal information and being clear about how we collect, use and store it.

This Privacy Policy explains what information we collect when you visit our website, make an enquiry or book our equipment, and how we handle that information.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations.

1. Who Is Responsible for Your Information?

GFC Leisure is responsible for the personal information collected through our website and during the provision of our hire services.

Our nominated privacy contact is Gill Allen, who oversees the handling of personal information and data protection enquiries.

GFC Leisure

Unit 7, Mayfield Farm
Sheering Road
CM17 0JP

Telephone: 01279 432567

Mobile: 07485 995101

Email: info@gfcleisure.co.uk

2. What Information Do We Collect?

When you contact us, make an enquiry or place a booking, we may collect the following information:

• Your name and contact details.
• Your billing, delivery or event address.
• Your booking details, including event dates, selected equipment and venue information.
• Information you provide about access, setup requirements or special arrangements.
• Payment and transaction records.
• Emails, messages and other correspondence relating to your enquiry or booking.
• Technical information such as your IP address, browser information and website usage data.
• Your marketing preferences, where applicable.

We aim to collect only the information reasonably necessary to respond to enquiries, manage bookings, provide our services and meet our business obligations.

3. Why Do We Use Your Personal Information?

We use your information for the following purposes:

• To respond to enquiries and provide quotations.
• To process, confirm and manage equipment hire bookings.
• To arrange deliveries, collections and venue access.
• To contact you about your booking or any necessary changes.
• To maintain payment, accounting and business records.
• To respond to complaints, incidents or insurance matters.
• To maintain the security and functionality of our website.
• To understand and improve our website and services.
• To send marketing communications where permitted by law.

We do not sell your personal information to other companies for marketing purposes.

4. Our Legal Reasons for Using Your Information

UK data protection law requires us to have a valid legal reason for processing personal information.

Depending on the circumstances, we rely on:

Contract: Where processing your information is necessary to respond to booking requests, fulfil equipment hire agreements and provide our services.

Legal obligations: Where we need to retain or use information to comply with tax, accounting or other legal requirements.

Legitimate interests: Where reasonably necessary to operate and protect our business, respond to enquiries, manage customer relationships, prevent fraud or improve our services, provided these interests do not override your rights.

Consent: Where consent is required, such as for certain marketing communications or non-essential website technologies.

Where we rely on consent, you can withdraw it at any time.

Some information, including your name, event address and contact details, is necessary for us to provide equipment hire services. If this information is not supplied, we may be unable to complete your booking.

5. How Long Do We Keep Your Information?

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including any applicable legal, accounting or insurance requirements.

For example:

• Enquiry information is retained only while reasonably needed to respond, manage follow-up enquiries or maintain necessary business records.
• Booking and customer records may be retained where needed for accounting, contractual, insurance or legitimate business purposes.
• Financial and tax records are retained for the periods required by applicable law, which may be six years or longer in certain circumstances.
• Marketing contact information is retained while we have a lawful reason to use it, subject to your preferences and applicable legal requirements.

When personal information is no longer required, we will take reasonable steps to delete it, anonymise it or otherwise dispose of it securely.

6. Who Has Access to Your Information?

Personal information is accessed only by GFC Leisure staff and authorised service providers who reasonably need it to carry out their duties.

We use third-party providers to support our website, bookings, communications and other business activities.

These include:

• Booking Online Ltd / Bouncy Castle Network – website and online booking services.
• Fastmail – email communication services.
• Google Analytics – website performance and visitor statistics.

These providers may process information on our behalf in accordance with their respective services and applicable data protection requirements.

Where necessary, we may also share relevant information with professional advisers, insurers, accountants, regulators, law enforcement authorities or other parties where legally required or justified.

We do not sell or share customer information with unrelated third parties for their own marketing purposes.

7. How Do We Protect Your Information?

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access to customer information is restricted to authorised individuals and service providers where reasonably necessary.

Although we take data security seriously, no website or electronic communication system can be guaranteed to be completely secure.

8. Your Data Protection Rights

Under UK data protection law, you have several rights concerning your personal information. These rights apply depending on the circumstances and the legal basis for processing.

• Right of access: Request a copy of the personal information we hold about you.
• Right to rectification: Ask us to correct information that is inaccurate or incomplete.
• Right to erasure: Request deletion of personal information where the applicable legal conditions are met.
• Right to restrict processing: Ask us to limit how we use your information in certain circumstances.
• Right to object: Object to certain processing, including direct marketing.
• Right to data portability: Request that certain information be provided in a portable format where this right applies.
• Right to withdraw consent: Withdraw consent for processing that relies on your consent.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise any of these rights, please email info@gfcleisure.co.uk.

We may need to verify your identity before responding to a request.

We will respond within the time limits required by applicable data protection law.

9. Marketing Communications

We may occasionally send information about our products, services, special offers or other GFC Leisure updates where we are legally permitted to do so.

Where consent is required, we will only send marketing communications after you have provided that consent.

You can unsubscribe from marketing emails at any time using the unsubscribe link provided, where available, or by contacting us directly.

Opting out of marketing will not affect essential communications relating to an existing booking, payment or enquiry.

10. Cookies and Website Analytics

Our website uses cookies and similar technologies to support its functionality and help us understand how visitors use our services.

These may include:

• Essential cookies: Used for website functionality, such as maintaining booking sessions and remembering information needed during the booking process.
• Analytics technologies: Used to understand website traffic, page performance and how visitors interact with our website.
• Third-party technologies: Cookies or similar technologies that may be used by services integrated into our website.

We use Google Analytics to help us understand website performance and improve our services.

Where consent is legally required for cookies or similar technologies, we will seek that consent before using them.

Where an applicable legal exception permits their use without consent, we will follow the conditions of that exception, including providing information and an opportunity to object where required.

You can also manage or delete cookies through your browser settings, although disabling certain cookies may affect website functionality.

Further information about Google's handling of information is available in its Privacy Policy.

11. Third-Party Websites and Services

Our website may contain links to external websites, including social media platforms and other service providers.

These organisations have their own privacy policies and may collect information when you visit their websites or use their services.

We recommend reviewing their privacy policies before providing personal information.

Some service providers may process information outside the United Kingdom. Where this occurs, we will ensure that any international transfers for which we are responsible comply with applicable data protection requirements.

12. Complaints and Contacting Us

If you have any concerns about how GFC Leisure collects, uses or stores your personal information, please contact us in the first instance.

You can make a data protection complaint by emailing info@gfcleisure.co.uk or contacting us using the details below.

We will acknowledge data protection complaints within 30 days, investigate them appropriately, keep you informed where necessary and communicate the outcome without undue delay.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

www.ico.org.uk

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website functionality or applicable legislation.

Any updated version will be published on this page.

Last updated: 10 November 2026