Over Farm, Over, Gloucester, GL2 8DB • 01452 341510
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Privacy Policy

Over Farm Privacy Policy

Last updated: 16/12/25

We care about your privacy and want to be clear about how and why we use personal information. This policy explains what data we collect, how we use it, and the choices you have.

This policy applies to everyone who visits Over Farm, uses our websites, books tickets or events, contacts us, or works with us.

1. Who we are

Over Farm is the data controller for the personal information described in this policy.

Trading name: Over Farm
Legal entities:
R Keene & Sons (Partnership)
Over Farm Retail Ltd

Registered address: Over Farm, Over, Gloucester, GL2 8DB
Email: ku.oc.mrafrevoobfsctd-1b0e29@ofni

If you have any questions about this policy or how we use your data, please contact us using the details above.

2. What personal data we collect

We only collect information that we genuinely need. Depending on how you interact with us, this may include:

  • Your name

  • Email address

  • Phone number

  • Postal address

  • Booking and payment details

  • Communications you send to us

  • Accessibility or carer information (where relevant)

  • Information required for health and safety or legal reasons

We do not collect unnecessary information and we do not sell personal data.

3. How we collect your data

We collect personal data when you:

  • Visit our websites

  • Book tickets, events, or services

  • Sign up to newsletters or marketing updates

  • Contact us by email, phone, forms, or social media

  • Take part in surveys or feedback

  • Visit our site or attend events (including via CCTV where in use)

  • Apply for a job or work for us

4. How we use your data

We use personal data to:

  • Respond to enquiries and messages

  • Process bookings and deliver services

  • Keep visitors, staff, and the public safe

  • Manage accessibility and carer arrangements

  • Send service updates and (where you’ve agreed) marketing emails

  • Improve our services and customer experience

  • Meet legal, regulatory, and contractual obligations

We only use your data where we have a valid legal reason to do so.

5. Our legal bases for processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract – when we need your data to provide a service or fulfil a booking

  • Legal obligation – where the law requires us to process information (for example health & safety or employment law)

  • Legitimate interests – for running and improving Over Farm, provided this does not override your rights

  • Consent – for marketing communications and certain optional activities

You can withdraw consent at any time.

6. Marketing communications

We will only send you marketing emails if:

  • You have actively signed up, or

  • You are an existing customer and the law allows us to contact you

All marketing emails include an unsubscribe link, and you can opt out at any time.

We use Mailchimp to manage email communications. Your email address is stored securely and only used in line with this policy.

We also use social media and digital advertising platforms such as Facebook and Instagram (Meta), Google, and TikTok to promote Over Farm and our events. These platforms may process personal data such as interactions with our posts, adverts, or website links in accordance with their own privacy policies. In some cases, these platforms act as independent or joint data controllers.

You can control how your data is used for advertising through your privacy settings on those platforms.

7. Visiting Over Farm and attending events

When you visit the farm or attend an event, we may process personal data to:

  • Manage ticketing and entry

  • Process payments

  • Ensure safety and security (including CCTV where in use)

  • Manage accessibility needs and carer entry

  • Capture photographs or video for promotional purposes, including images of visitors and groups, in a proportionate and respectful way

If photography or filming is taking place, we aim to make this clear on site. Images are used to promote the experience at Over Farm rather than to identify individuals, and visitors can speak to a member of staff if they have concerns.

8. Children’s data

Over Farm is a family destination. Bookings and accounts must be made by a parent or legal guardian.

We only collect limited information about children where necessary to deliver our services safely and appropriately. We take extra care to protect children’s data. Where photographs or video include children and are used for marketing purposes, this is done in a proportionate way, with appropriate notices on site, and with a clear focus on promoting the experience rather than identifying individual children.

9. Who we share data with

We only share personal data where necessary, including with:

  • Trusted service providers (such as ticketing, payment, and email systems)

  • Professional advisers

  • Regulatory bodies where required by law

All third parties are required to keep your data secure and only use it for agreed purposes.

Some providers (such as Mailchimp) are based outside the UK. Where this happens, appropriate safeguards are in place.

10. How long we keep your data

We keep personal data only for as long as necessary:

  • Enquiries: up to 1 year

  • Customer and booking records: up to 6 years

  • Marketing data: until you unsubscribe

  • Employment records: up to 6 years after employment ends

After this, data is securely deleted or anonymised.

11. How we protect your data

We use appropriate technical and organisational measures to keep personal data secure, including:

  • Access controls and permissions

  • Secure systems and providers

  • Staff training and confidentiality

  • Limiting data to what is necessary

12. Your rights

You have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion (in certain circumstances)

  • Restrict or object to processing

  • Withdraw consent for marketing

  • Request data portability where applicable

To exercise your rights, contact us at ku.oc.mrafrevoobfsctd-6bed9c@ofni. We may ask you to verify your identity before responding.

13. Complaints

If you have concerns about how we handle your data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO):

ICO
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
0303 123 1113
www.ico.org.uk

14. Cookies

Our websites use cookies to work properly and to help us understand how they are used.

Details about cookies, how we use them, and how you can manage preferences are set out in our separate Cookie Policy.

If you’d like a copy of this policy in a different format, please contact us.