PRIVACY & GDPR POLICY

Gunbook Limited
Company Number: 17322846
Registered Office: 1 Myrtle Road, Carlton, Nottingham, NG4 1RE
Email: hello@gunbook.co.uk
Website: www.gunbook.co.uk

Last updated: 5 October 2026

The short version

Gunbook is built around recording, remembering and reliving shooting days.

To provide the Gunbook service, we need to collect and process certain personal information. This may include account details, shoot invitations, shoot-day information, photographs, delivery details and, where a user chooses to enable relevant features, location information.

We do not sell your personal information.

We aim to collect only the information reasonably necessary to operate Gunbook, provide our services, fulfil book orders, administer shoots, improve the platform, keep it secure and communicate with our users.

You remain in control of your personal information and have rights over it under UK data protection law.

1. WHO WE ARE

Gunbook Limited ("Gunbook", "we", "us" or "our") operates the Gunbook website, mobile application and associated services.

These may include:

the Gunbook website;
the Gunbook mobile application;
user accounts and profiles;
shoot invitations and shoot administration;
services for Shoot Owners, Gamekeepers, Hosts and Guns;
drive and peg information;
shooting-day records;
photographs and other user-generated content;
shoot statistics and reports;
personalised Gunbook books and other physical products;
subscription services;
email, notification and customer support services;
competitions, promotions and campaigns;
Gunbook social-media accounts and pages; and
any other service operated under the Gunbook name.

For most personal information processed through these services, Gunbook Limited is the data controller for the purposes of UK data protection law.

This means that we determine why and how that personal information is processed.

A Shoot Owner, Host, Gamekeeper, estate, sporting agency or other organisation using Gunbook may also be a separate data controller in relation to information which it collects, enters into Gunbook or uses for its own purposes.

2. THE LAW THAT APPLIES

We process personal information in accordance with applicable UK data protection and privacy legislation, including:

the UK General Data Protection Regulation ("UK GDPR");
the Data Protection Act 2018;
the Data (Use and Access) Act 2025;
the Privacy and Electronic Communications (EC Directive) Regulations 2003 ("PECR"), as amended; and
other applicable privacy, electronic communications and consumer legislation.

We aim to process personal information lawfully, fairly and transparently and in accordance with the principles of purpose limitation, data minimisation, accuracy, storage limitation, integrity, confidentiality and accountability.

3. INFORMATION WE MAY COLLECT

Depending upon how you use Gunbook, we may collect the following categories of information.

Account and identity information

This may include:

name;
username;
email address;
telephone number;
profile photograph;
password or authentication information;
account preferences;
subscription status; and
information concerning your role within a shoot, for example Owner, Gamekeeper, Host or Gun.

We do not store passwords in readable form where industry-standard authentication systems are used.

Shoot and event information

Gunbook may process information relating to shooting days, including:

shoot name;
estate or shoot location;
date and time;
invitations;
attendance;
host information;
Gamekeeper information;
guest or Gun information;
peg number or position;
drive name and number;
drive start and finish information;
number of shots;
birds recorded as shot;
species recorded;
overall bag information;
drive and day totals;
notes;
weather and shooting conditions;
safety information;
photographs; and
other information entered by users in connection with a shooting day.

Where this information is connected with an identifiable individual it may constitute personal data.

Location information

Certain Gunbook features may use device location information.

For example, location information may be used for:

recording the location of a shoot;
mapping drives;
recording or displaying peg positions;
recording the position of Guns;
indicating beater movements or drive direction;
recording where a drive began or ended;
generating shoot maps;
identifying movement from a recorded position;
supporting safety-related features; and
improving the accuracy of the user's shoot record.

Depending upon the feature being used, this may include precise geolocation information.

We will only access device location where permitted by the device, application and applicable permissions.

Users can ordinarily control location permissions through their device settings.

Gunbook does not intend to use precise shoot-day location information for unrelated behavioural advertising.

Photographs, images and other uploaded content

Users may upload photographs, images, shoot maps, logos, comments, descriptions and other material to Gunbook.

Photographs may identify:

the user;
other Guns;
Hosts;
Gamekeepers;
beaters;
shoot staff;
guests;
family members; or
other individuals.

Where you upload a photograph or other content containing another identifiable person, you must ensure that you have an appropriate right or lawful basis to do so and, where appropriate, have informed that person.

Certain photographs or content submitted to Gunbook may also be governed by our Terms & Conditions, Competition Rules, Promotional Rules or User Content Rules.

Where those terms grant Gunbook permission or a licence to reproduce submitted material, Gunbook may use that material in accordance with those terms, including where applicable within:

personalised books;
the Gunbook website;
the Gunbook application;
Gunbook advertising;
Gunbook social-media accounts;
printed promotional material;
editorial material;
exhibitions or events; and
other Gunbook marketing and promotional channels.

Where an identifiable person appears in such material, our processing of their personal information remains subject to applicable data protection law.

Accommodation, hospitality and dietary information

Where a shooting day includes hospitality or accommodation, users may provide information concerning:

accommodation requirements;
meal selections;
dietary preferences;
food intolerances;
allergies;
accessibility requirements; and
other hospitality information.

Some information voluntarily provided by a user could reveal information concerning their health, religion or beliefs.

Such information may constitute special category personal data under the UK GDPR and is afforded additional protection.

Where information constitutes special category data, we will only process it where both an appropriate lawful basis under Article 6 UK GDPR and an appropriate condition under Article 9 UK GDPR apply.

Where appropriate, this will normally include the user's explicit consent.

Users should only provide sensitive information which is genuinely necessary for the relevant purpose.

Order and delivery information

Where you purchase a Gunbook or another product, we may process:

name;
billing address;
delivery address;
email address;
telephone number;
order details;
personalised book content;
delivery instructions;
transaction references;
payment status; and
correspondence relating to your order.

Payment card information will normally be processed directly by our chosen payment provider rather than being stored by Gunbook in full.

Communications

If you contact us, we may retain:

emails;
messages;
customer-service enquiries;
complaints;
telephone records or notes;
correspondence through social media; and
other communications with Gunbook.

Technical information

When you use our website or app, we may automatically receive technical information such as:

IP address;
device type;
operating system;
browser type;
application version;
device identifiers;
login information;
security logs;
timestamps;
error reports;
crash information; and
server request information.

We use this information primarily to operate, secure, troubleshoot and improve Gunbook.

4. INFORMATION PROVIDED ABOUT OTHER PEOPLE

Gunbook is designed so that Hosts, Shoot Owners, Gamekeepers and other users may invite or enter information concerning other people.

If you provide personal information about another person, you are responsible for ensuring that:

you are entitled to provide it;
the information is accurate so far as reasonably possible;
its use through Gunbook is lawful; and
where required, the individual has been informed that their information may be processed through Gunbook.

You must not deliberately upload confidential, excessive, misleading or unlawfully obtained personal information concerning another person.

5. WHY WE USE PERSONAL INFORMATION

We may process personal information for purposes including:

creating and administering accounts;
authenticating users;
providing the Gunbook website and app;
operating shoot invitations;
administering shooting days;
displaying information to authorised participants;
recording drives, pegs, shots, birds, species and other shoot information;
creating shoot reports and statistics;
producing personalised Gunbook books;
fulfilling and delivering orders;
processing subscriptions and payments;
communicating important service information;
providing customer support;
operating location-based features;
operating safety and security functionality;
preventing fraud, misuse and unauthorised access;
maintaining backups;
diagnosing faults;
improving Gunbook's products and services;
conducting statistical analysis;
protecting Gunbook's legal rights;
dealing with disputes and complaints;
meeting legal and regulatory obligations;
administering promotions and competitions; and
carrying out marketing where lawful.

6. OUR LAWFUL BASES FOR PROCESSING

We rely upon one or more lawful bases depending upon the particular processing.

Performance of a contract

We process information where necessary to provide products or services which you have requested or to take steps at your request before entering into a contract.

This may include:

creating an account;
providing app functionality;
administering subscriptions;
producing personalised books;
processing orders; and
delivering purchases.

Legitimate interests

We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

operating and improving Gunbook;
maintaining security;
preventing fraud and abuse;
administering the relationship between shoot participants;
providing relevant platform functionality;
protecting our business;
establishing or defending legal claims;
understanding how our services are used; and
promoting Gunbook appropriately.

Where we rely upon legitimate interests, we consider the necessity and proportionality of the processing and its potential impact upon individuals.

Consent

We may rely upon consent where appropriate, including for:

certain marketing;
certain cookies or tracking technologies;
optional device permissions;
particular uses of photographs;
special category data; and
other optional processing.

Where processing is based upon consent, you may withdraw that consent at any time.

Withdrawal does not make earlier lawful processing unlawful.

Legal obligation

We may process personal information where necessary to comply with taxation, accounting, regulatory, court or other legal requirements.

Vital interests

In exceptional circumstances, information may be processed where necessary to protect someone's life or physical safety.

7. SPECIAL CATEGORY PERSONAL DATA

Gunbook does not seek to collect special category information unnecessarily.

However, information voluntarily supplied by users — particularly relating to dietary requirements, allergies, medical needs, accessibility or religious dietary requirements — may constitute special category personal data.

Where we process such information, we will apply additional protections and identify an appropriate Article 9 UK GDPR condition.

Where appropriate, we will rely upon explicit consent.

We encourage users not to enter medical or other sensitive personal information into free-text fields unless it is genuinely necessary.

8. WHO CAN SEE SHOOT INFORMATION?

Gunbook is a collaborative platform.

Information relating to a shoot may therefore be visible to other authorised participants, depending upon their role and the functionality being used.

These may include:

Shoot Owners;
Gamekeepers;
Hosts;
Guns;
administrators; and
other people authorised to participate in or administer the shoot.

Different user types may have access to different information.

Users should therefore treat information entered into a shoot as information which may be shared with the relevant people involved in organising, participating in or recording that day.

9. PHOTOGRAPHS AND USER-GENERATED CONTENT

Photographs are an important part of Gunbook and its purpose of helping users record, remember and relive shooting days.

A photograph selected or uploaded to a shooting day may appear:

in the relevant shoot record;
within a drive;
as a featured or "Hero" image;
within reports;
within a personalised printed Gunbook; and
where separately permitted, within Gunbook promotional material.

Copyright and intellectual-property rights relating to user submissions are dealt with separately within our Terms & Conditions and relevant submission or competition rules.

Nothing in this Privacy Policy removes an individual's statutory data protection rights.

10. SOCIAL MEDIA

Gunbook may operate pages or accounts on platforms including Instagram, Facebook, TikTok, LinkedIn and other social networks.

If you:

follow Gunbook;
comment on a post;
send us a direct message;
tag Gunbook;
mention Gunbook;
enter a social-media promotion; or
submit photographs or other material through social media,

we may process information associated with that interaction.

The relevant social-media provider will also process information under its own privacy terms and may act as an independent data controller.

Users should review the privacy settings and policies of the social-media services they use.

11. MARKETING

We may send users information concerning Gunbook's services, products, new features, books, competitions, promotions or events where permitted by law.

Electronic marketing to individuals will only be carried out where:

we have appropriate consent; or
another lawful exception, such as the applicable customer "soft opt-in", is available.

Every electronic marketing communication will provide an appropriate means of opting out.

You may unsubscribe from marketing at any time.

Service communications necessary to operate your account, fulfil an order or provide important security or contractual information are not normally considered marketing and may still be sent where necessary.

12. COOKIES, ANALYTICS AND SIMILAR TECHNOLOGIES

Our website and app may use cookies, software development kits, local storage, pixels, tags or similar storage and access technologies.

These may be used for:

authentication;
account security;
fraud prevention;
maintaining sessions;
remembering preferences;
shopping baskets and checkout;
fault detection;
performance monitoring;
statistical analysis;
measuring use of our website or app; and
where permitted, marketing or advertising.

Some technologies are strictly necessary for the requested service and do not require consent.

UK privacy law may also permit certain technologies used solely for limited statistical purposes or to remember or adapt user preferences without prior consent, subject to applicable legal safeguards and the user being provided with an appropriate means of objecting.

Where consent is legally required — including for relevant advertising, profiling or tracking technologies — we will seek consent before using those technologies.

Further details may be provided in our Cookie Notice and cookie-preference controls.

13. WHO WE SHARE INFORMATION WITH

We may disclose personal information to trusted third parties where reasonably necessary to operate Gunbook.

These may include:

website and application hosting providers;
cloud-storage providers;
database providers;
authentication providers;
cybersecurity and IT-support providers;
email providers;
SMS and push-notification providers;
payment processors;
subscription-management providers;
printing companies;
book-production and fulfilment partners;
postal and courier companies;
mapping providers;
weather-data providers;
analytics providers;
customer-support providers;
accountants;
insurers;
professional advisers;
solicitors;
app-store operators;
social-media companies; and
governmental, regulatory, law-enforcement or judicial authorities where legally required.

Where a third party acts as our data processor, we require appropriate contractual and security arrangements.

Some third parties may act as independent data controllers and will process information under their own privacy notices.

Gunbook does not sell personal information to third parties.

14. PERSONALISED BOOKS AND PRINTING

Where you order a physical Gunbook, information contained within the book must necessarily be provided to organisations involved in producing and delivering it.

This may include:

photographs;
names;
shoot information;
drive information;
shooting statistics;
captions;
personalised text;
delivery details; and
other content selected for the book.

Printing and fulfilment providers will only be given information reasonably necessary to manufacture, quality-check and deliver the order.

Users should consider carefully what information they choose to include in a printed book, as a physical copy may subsequently be viewed by other people outside Gunbook's control.

15. INTERNATIONAL DATA TRANSFERS

Some of our technology, hosting, communications, payment, analytics or other service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take steps required by applicable data protection law.

Depending upon the destination and circumstances, these measures may include:

UK adequacy regulations;
approved contractual safeguards;
the UK International Data Transfer Agreement;
the UK Addendum to approved Standard Contractual Clauses; or
another lawful transfer mechanism.

Where required, we will also undertake appropriate risk assessments relating to international transfers.

16. HOW LONG WE KEEP INFORMATION

We do not intend to retain identifiable personal information indefinitely merely because it has been collected.

Retention periods vary according to the nature and purpose of the information.

We may retain information:

while your account remains active;
while needed to provide the service;
while a shoot record, diary or book remains stored at the user's request;
while necessary to fulfil an order;
while necessary to resolve a complaint or dispute;
while required for financial, taxation or accounting purposes;
while reasonably required for the establishment, exercise or defence of legal claims; and
where retention is required by law.

When information is no longer reasonably required, we will delete, anonymise or otherwise securely dispose of it in accordance with our retention arrangements.

Deleted information may remain temporarily within secure system backups until those backups are overwritten in the ordinary course of our backup cycle.

17. CLOSING OR DELETING AN ACCOUNT

Users may request closure of their Gunbook account.

Closing an account does not necessarily mean that every item of personal information will immediately be erased.

We may need to retain certain information:

to comply with law;
to maintain financial records;
to record previous transactions;
to protect other users;
where information forms part of another user's legitimate shoot record;
to establish or defend legal claims; or
for other lawful purposes.

Where appropriate, information may instead be anonymised so that it is no longer personal data.

18. SECURITY

We take the security of personal information seriously and use appropriate technical and organisational measures designed to protect it from:

unauthorised access;
unlawful processing;
accidental loss;
destruction;
alteration;
disclosure; and
misuse.

Measures may include, where appropriate:

authentication controls;
access restrictions;
role-based permissions;
encryption;
secure communications;
system monitoring;
backups;
software updates;
vulnerability management; and
contractual controls over service providers.

No website, application or electronic storage system can be guaranteed to be completely secure.

Users are responsible for maintaining the confidentiality of their own passwords and login credentials and should notify us promptly if they believe their account has been compromised.

19. PERSONAL DATA BREACHES

Where a personal data breach occurs, we will assess its nature, scope and potential consequences.

Where required by law, we will notify the Information Commissioner's Office and, where the risk to affected individuals meets the applicable legal threshold, notify those individuals.

20. YOUR DATA PROTECTION RIGHTS

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

Access

Request confirmation of whether we process your personal information and obtain a copy of relevant information.

Rectification

Ask us to correct inaccurate or incomplete personal information.

Erasure

Ask us to erase personal information in circumstances where the law gives you that right.

The right to erasure is not absolute.

Restriction

Ask us to restrict processing in certain circumstances.

Data portability

Receive certain personal information which you provided to us in a structured, commonly used and machine-readable format, where the legal requirements for portability apply.

Object

Object to processing based upon legitimate interests in appropriate circumstances.

You have an absolute right to object to the use of your personal information for direct marketing.

Withdraw consent

Where processing relies upon consent, withdraw that consent at any time.

Rights concerning automated decision-making

You may have rights relating to decisions made solely by automated means where they produce legal or similarly significant effects.

Gunbook does not currently intend to make solely automated decisions about users which produce legal or similarly significant effects.

To exercise a data protection right, contact:

hello@gunbook.co.uk

We may need to verify your identity before responding.

21. DATA PROTECTION COMPLAINTS

If you have a concern about how Gunbook has collected, used, stored, disclosed or otherwise processed your personal information, please contact us at:

hello@gunbook.co.uk

Please include sufficient information for us to understand the issue.

We will operate a data-protection complaints procedure in accordance with applicable law.

We will acknowledge qualifying data-protection complaints within the legally required period, which is currently 30 days, and will investigate the complaint appropriately and communicate the outcome without undue delay.

You also have the right to complain to the UK's independent data protection regulator, the Information Commissioner's Office (ICO).

We would, however, appreciate the opportunity to address your concerns directly first.

22. CHILDREN AND YOUNG PEOPLE

Gunbook is principally intended for an adult shooting and countryside audience and is not designed as a children's social-media service.

If Gunbook permits a person under 18 to use any part of the service, we will consider the additional privacy protections applicable to children and young people.

Where an adult uploads photographs or information concerning a child or young person, that adult must ensure that they have the appropriate authority to do so.

Users must not deliberately use Gunbook to publish inappropriate or excessive personal information concerning children.

Where Gunbook becomes aware that its online services are likely to be accessed directly by children, we will review the relevant service against applicable children's privacy requirements, including the ICO's Age Appropriate Design Code.

23. THIRD-PARTY WEBSITES AND SERVICES

Gunbook may contain links to websites or services operated by other organisations.

We are not responsible for the privacy practices of third-party websites or services which we do not control.

Users should review the privacy information of those organisations separately.

24. CORPORATE TRANSACTIONS

If Gunbook Limited or substantially all of its business or assets is sold, reorganised, merged or transferred, personal information may form part of that transaction.

Any receiving organisation will be required to process personal information in accordance with applicable data protection law.

25. DISCLOSURE REQUIRED BY LAW

We may disclose personal information where we reasonably believe that disclosure is necessary:

to comply with a court order;
to comply with applicable legislation;
to respond to a lawful request from a regulator or law-enforcement authority;
to prevent or investigate fraud;
to protect the rights, property or safety of Gunbook or another person; or
to establish, exercise or defend legal claims.

We will not voluntarily disclose user information to third parties merely because it is requested where there is no proper legal or legitimate basis to do so.

26. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy where:

our services change;
new functionality is introduced;
our suppliers change;
our processing activities change; or
applicable law or regulatory guidance changes.

The latest version will be made available through the Gunbook website and/or application.

Where a change is significant, we may also notify registered users through the app, by email or by another appropriate method.

The date at the top of this policy identifies when it was last updated.

27. CONTACT US

Questions, requests or complaints concerning this Privacy Policy or the processing of personal information should be sent to:

Gunbook Limited
1 Myrtle Road
Carlton
Nottingham
NG4 1RE

Company Number: 17322846

Email: hello@gunbook.co.uk
Website: www.gunbook.co.uk

Please mark data-protection correspondence "Privacy / Data Protection" where appropriate.