Privacy Notice

This notice explains how Glanfar Meadows uses personal information when you browse the website, contact us, make or pay for a booking, receive booking emails or stay on site.

Last updated: 21 August 2026.

Who is responsible for your information

Glanfar Meadows, Green Lane Farm, Green Lane, Burntwood, Staffordshire WS7 9HB is the controller for the personal information described in this notice. Privacy questions and rights requests can be sent to privacy@glanfar.com or through the contact form. Please make clear that your message concerns data protection.

Information we collect

When you make an enquiry or booking, we may collect the lead booker’s name, email address and telephone number; arrival and departure dates; estimated arrival time; party numbers; the name of every adult and child staying; each child’s age at arrival; dogs and vehicles; the type and approximate size of your camping or touring unit; pitch preferences; Camping and Caravanning Club information you choose to provide; extras; breakfast dates; messages; and practical information needed to prepare for the stay.

The booking system also creates operational information including the booking reference, allocated pitch, prices, discounts, deposits, balance due date, payment status, check-in and check-out status, transaction references, email-delivery status and audit records used to administer the booking safely and accurately.

If you choose to provide allergy, dietary, accessibility, health or other information that may amount to special-category personal data, Glanfar asks for explicit consent to use it for the stated purpose of supporting your stay. Please provide only what is genuinely needed.

Children and the named party register

The lead booker is asked to name everyone who will actually stay on the pitch. For a child, Glanfar asks for a name and age at arrival rather than a full date of birth. This is intended to keep the on-site and emergency register useful while limiting the amount of children’s information collected.

Named party information is used for occupancy management, site safety and emergency accountability. It may appear on the private booking desk and on a dated register used by authorised Glanfar staff. If an emergency occurs, relevant information may be shared with the fire service, police, ambulance service or other emergency responders where necessary to protect people and account for those on site. Printed registers must be kept secure and disposed of when no longer required.

Visitor and site register

Visitors may be asked for their name, mobile number, reason for visiting and the people arriving with them so Glanfar can maintain an accurate site headcount. Where a visit is linked to a booking, the register may record the booking reference, activity, expected time or pitch without exposing other booking information. This information is used for site safety, emergency accountability, safeguarding where juniors are involved and day-to-day site operations.

For a junior group, the register records limited identity and age-band information and links each junior to the responsible adult or group leader. The generic register does not ask for dates of birth, medical information, medication, SEND details or photographs. A one-time browser location check may be offered if an approved Glanfar geofence is configured. It is optional, continuous movement is not tracked, and the register stores the verification result, accuracy and time rather than a movement history.

Why we use your information and our lawful bases

We use ordinary booking and contact information to answer enquiries, provide quotes, check availability, reserve and allocate pitches, administer the accommodation contract, supply requested extras, communicate with you about the stay, collect agreed payments, handle cancellations and refunds, maintain accurate records, prevent misuse and operate the campsite safely.

Depending on the activity, Glanfar relies on taking steps at your request before entering into a contract, performing the accommodation contract, complying with legal obligations, and legitimate interests in running and protecting the campsite and maintaining accurate and safe operational records. In an emergency, information may also be used where necessary to protect someone’s vital interests. Where explicit consent is requested for special-category information, you can withdraw that consent at any time, although this does not affect processing that was lawful before withdrawal.

Payments and Stripe

Card payments are processed by Stripe. Glanfar does not receive or store your full card number or card security code. Glanfar stores the booking amount, payment status and the Stripe references needed to reconcile and administer the payment.

For an eligible advance booking, the checkout may take a £29.99 deposit. When you accept the Booking & Cancellation Policy, you also authorise the remaining agreed booking balance to be collected four calendar days before arrival using the payment method saved securely by Stripe for that booking. The saved payment credential is held by Stripe, not in the Glanfar database, and is used for the agreed balance rather than unrelated charges.

Automated booking and email messages

The booking application automatically calculates availability and prices, allocates an available pitch, records payment status and schedules messages connected with the stay. It does not use personal information to make discretionary credit, eligibility or profiling decisions that produce legal or similarly significant effects.

Where relevant, the automated email journey can include: a personalised booking confirmation and payment receipt after the first verified payment; a pre-arrival message around seven days before arrival; a final payment receipt and arrival/safety information after the remaining balance has been successfully collected; and a thank-you/feedback message after departure. Last-minute bookings may not receive every scheduled stage because some dates may already have passed. If an authorised scheduled balance payment is not successful, Glanfar may also send an essential payment-attention message so the lead booker can contact the farm and resolve it safely.

Booking emails use the lead booker’s first name and booking details so they are relevant to that stay. The final paid/arrival message includes the named party register and important fire-safety information, including the Glanfar assembly point opposite the site entrance at Botts Pool on Green Lane.

Service emails, offers and your marketing choice

Essential booking, payment, arrival, safety and guest-service emails are sent because they are needed to manage an existing booking. You cannot opt out of information that Glanfar reasonably needs to send about a current stay, but you can ask us to correct the contact address.

Some emails may also contain Glanfar’s own offers for similar campsite services, such as breakfast baskets, firepit/firewood extras or a future Glanfar stay. Where the legal conditions for the customer “soft opt-in” apply, the booking form gives you a clear opportunity to say that you would rather not receive these offers when your email address is collected. Promotional emails also provide a simple unsubscribe link. If you opt out, promotional content or promotional-only emails are suppressed while essential booking and safety messages continue.

You can object to direct marketing at any time by using the unsubscribe link in an offer email or by contacting Glanfar. We keep a minimal suppression record so that your preference can continue to be respected.

Resend and email delivery information

Glanfar uses Resend to send automated transactional and permitted promotional emails from the Glanfar domain. Information sent to Resend includes the recipient email address, sender and reply address, subject, email content and technical tags used to identify the booking/email type. Resend may also provide delivery-event information such as whether a message was delivered, bounced or, where the service records it, opened. Glanfar uses this information to operate and troubleshoot the booking-email service.

Cloudflare, D1 and website hosting

The website, Worker application and booking database use Cloudflare services, including the D1 database. These services process the information needed to run the website and booking system, enforce availability, store the booking and party register, schedule payments and emails, maintain audit records and protect the service. Cloudflare may also process ordinary technical request and security information, such as IP address and request metadata, as part of hosting and protecting the service. API keys and other secrets are kept separately from the public website code.

Contact forms

General contact-form information is processed through Glanfar's application on Cloudflare and stored so the enquiry can be handled as part of the relevant customer journey. Do not send card details, passwords or unnecessary sensitive information through a general contact form.

Who we share information with

Glanfar does not sell personal information. We use service providers where needed to operate the business, including providers for website hosting and database services, payments, email delivery, form delivery, security and professional/accounting support. We may also disclose information where required by law, to establish or defend legal rights, to deal with fraud or security incidents, or to protect people and property.

The main technology providers used by the current online service are Cloudflare, Stripe and Resend. Each provider processes information for its own defined service and under its own applicable privacy and security arrangements.

International processing

Some service providers operate internationally, so personal information may be processed in or accessed from countries outside the UK. Where UK rules on restricted international transfers apply, Glanfar expects its providers and contractual arrangements to use an applicable UK transfer mechanism or other lawful safeguard. Provider arrangements may change over time and are reviewed as the service develops.

How long we keep information

Glanfar does not intend to keep personal information indefinitely. Retention depends on why the information is held. Short-lived holds, failed payment attempts and operational data are kept only as long as reasonably needed for system integrity, fraud/error investigation and audit. Site-register-only records are kept separately from commercial booking records and their retention period is configurable pending confirmation of the appropriate operational, insurance and legal period; no aggressive automatic deletion is applied without that review. Booking and payment records may be retained for longer where needed for accounting, tax, insurance, complaint, contractual or legal purposes. Named party and safety information is reviewed against the continuing operational, insurance and legal need to retain it after the stay. Marketing suppression information may be retained for as long as necessary to make sure an opt-out continues to be honoured.

Security

Access to the private booking desk is restricted. The booking application uses server-side validation, database constraints, audit records and restricted secrets. Payment-card details are handled by Stripe rather than stored by Glanfar. Automated email delivery uses a restricted API credential held as a Cloudflare Worker secret. No online system can guarantee absolute security, but Glanfar aims to use measures appropriate to the nature and risk of the information being handled.

Your data-protection rights

Depending on the circumstances, you may have rights to ask for access to your personal information, correction, deletion, restriction or portability, and to object to particular processing. You have an unconditional right to object to the use of your personal information for direct marketing. Where processing relies on consent, you can withdraw that consent. Some rights are subject to legal conditions and exceptions.

Complaints

If you believe Glanfar has handled your information incorrectly, contact privacy@glanfar.com or use the contact form. Glanfar will deal with data-protection requests without undue delay and normally within the timeframe required by applicable law. You also have the right to complain to the Information Commissioner’s Office.

Changes to this notice

We will update this notice when the booking system, email journey, payment arrangements, service providers or the way Glanfar uses personal information materially changes. The version published on this page is the current notice.

Website analytics

Glanfar Meadows uses Google Analytics (GA4) only where a visitor has chosen to allow optional analytics. The measurement ID used by this website is G-DXP91CFMMG. Analytics helps us understand how the website is used, which pages are useful and how visitors arrive at the site. If you reject optional analytics, Google Analytics is not loaded for your visit.

Our basis for using optional analytics storage is your consent. You can withdraw that choice by clearing the website's stored data in your browser and choosing again on your next visit.