Privacy policy

HURLANDS

Last updated: 08/04/2026

Hurlands Ltd (“Hurlands”, “we”, “us”, “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store and share personal information when you use our website, mobile application, facilities and services.

This Privacy Policy applies to all users of the Hurlands website and mobile app, and to all customers, members, participants and visitors to our facilities.

1. WHO WE ARE

Hurlands Ltd is a company registered in England and Wales.

Registered office: 6 Farnham Trading Estate, Farnham, GU9 9NN

Company number: 15786403

VAT number: 471778356

Email: info@hurlands.com

For the purposes of UK data protection law, Hurlands Ltd is the data controller in relation to your personal data.

2. WHAT PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

2.1 Account and Contact Information

Name
Email address
Phone number
Gender (optional)
Date of birth
Postcode
Information you provide in connection with your participation in surveys, events, or promotions

2.2 Booking and Transaction Information

Booking details (dates, times, activities)
Attendance records
Transaction references and payment status

2.3 Information relating to minors

Accounts can only be created by individuals aged 18 or over. Where an account holder adds a minor to their account for the purpose of making bookings or participating in activities, Hurlands will process limited personal data relating to that minor as provided by the parent or legal guardian.

This may include:

The minor’s name and date of birth
Gender (where provided)
Emergency contact details
Permissions relating to collection, dismissal or supervision
Details of authorised persons for pick-up
Allergy information and other relevant health or safety information
Any special instructions provided by the parent or legal guardian

This information is collected solely for the purposes of administering bookings, ensuring participant safety, and managing activities appropriately.

2.4 Payment Information

Payments are processed via third-party payment providers used by Hurlands to operate bookings and services, including the PodPlay booking platform and Stripe as the payment processor.

Stripe processes payment card details directly. Hurlands does not store or have access to full payment card information. We receive limited information such as confirmation that payment has been made, transaction references and payment status.

PodPlay operates the booking and access management system and processes personal data on our behalf in connection with account management, bookings, access control and operational records.

2.5 App and Technical Data

Device identifiers
Log-in timestamps
IP address
App usage and interaction data

This data is collected via the Hurlands app and the PodPlay platform to enable account access, bookings, facility access, system security and service improvement.

2.6 Communications

Messages sent via the Podplay app, website or our marketing automation tool
Customer support enquiries
Preferences for receiving communications

2.7 CCTV and Facility Monitoring

We operate CCTV and other monitoring systems at our facilities for safety, security, operational and dispute-resolution purposes.

CCTV may capture images of individuals in areas such as entrances, courts and common areas. CCTV is not used in toilets or changing areas.

CCTV footage is retained for up to 30 days, unless it is required for the investigation of an incident, dispute or legal matter, in which case it may be retained for longer as necessary.

2.8 Catering and Hospitality Information

Where you choose to use on-site catering or hospitality services, limited information may be collected in connection with your use of those services. This may include details necessary to manage your visit or booking where catering forms part of an event or activity. Hurlands does not share personal data with catering operators for standalone catering purposes and does not receive personal data from catering partners. Aggregated, non-personal information may be shared with hospitality partners solely to support operational planning, such as managing stock levels.

2.9 Video Replay Data

We may capture and process video recordings of gameplay within designated areas of our facilities using video replay technology.

This may include:

Video footage of individuals participating in activities
Still images or clips generated from such footage
Associated metadata (such as date, time, court and booking reference)

This data may include images of you, your guests and other individuals present in recorded areas.

3. HOW WE USE YOUR PERSONAL DATA

We use personal data to:

Provide and operate our services
Process bookings and manage attendance
Communicate with you about bookings and services
Process payments and refunds
To provide video replay functionality, including capturing, generating and delivering gameplay clips to users including storing replay content within user accounts for later access
In group sessions or events, replay content may be shared with other participants in that session as part of the functionality of the service.
To analyse usage of replay features and improve our services
To use video content for marketing and promotional purposes (including social media), where you have provided consent or where permitted by law
Maintain safety and security at our facilities
Prevent misuse of our services
Improve our website, app and facilities
Manage catering or hospitality reservations, orders and customer service
Communicate with you about hospitality services or events
Improve our food, drink and social offerings
Comply with legal and regulatory obligations

Further details on the legal bases for these uses are set out in Section 4 below.

4. LEGAL BASES FOR PROCESSING

We process personal data on the following legal bases:

Performance of a contract – to provide bookings and services
Legitimate interests – to operate our business, ensure safety, prevent misuse and improve services including operating video replay functionality, improving user experience, and ensuring safe and effective use of our facilities
Legal obligation – where required to comply with law
Consent – where required, for example for marketing communications including the use of video content for marketing or promotional purposes where required

Where we process personal data for catering or hospitality services, the lawful basis will be performance of a contract or legitimate interests, and consent where required by law (for example, for marketing communications).

You may withdraw consent at any time where processing is based on consent.

5. MARKETING COMMUNICATIONS

We may send marketing communications where you have opted in to receive them.

All marketing emails include an unsubscribe link. You can opt out at any time.

Service-related communications (such as booking confirmations and operational updates) are not marketing and will still be sent via email.

6. SHARING YOUR PERSONAL DATA

We share personal data with trusted third parties where necessary to operate our services, including:

PodPlay, which provides the booking, access control and facility management platform
Stripe, which processes payments
IT, hosting and cloud service providers
Providers of video replay and camera technology used to deliver replay functionality
Aggregated, non-personal usage or attendance data may be shared with hospitality partners solely to support operational planning (for example, managing stock levels)
Professional advisers and insurers where required

These third parties act as data processors or independent controllers, as applicable, and are required to process personal data securely and in accordance with applicable data protection law.

Our website may include links to third-party websites or online stores that are branded in partnership with Hurlands. Where you choose to follow such a link and make a purchase, you will be directed to the third party’s website and will be required to provide your personal data directly to them. Hurlands does not receive personal data from, or share personal data with, those third parties in connection with such purchases, and their use of your personal data will be governed by their own privacy policies.

7. INTERNATIONAL TRANSFERS

Some third-party service providers may process personal data outside the UK. Where this occurs, appropriate safeguards will be in place in accordance with UK data protection law.

8. DATA RETENTION

We retain personal data only for as long as necessary for the purposes set out in this Privacy Policy, including legal, accounting, safeguarding and operational requirements.

As a general rule, personal data relating to bookings and customer accounts is retained for up to five years after the user’s last booking, unless a longer retention period is required or permitted by law, or the data is needed for the establishment, exercise or defence of legal claims.

CCTV footage is retained for a limited period (normally up to 30 days) unless it is required for the investigation of an incident, dispute or legal matter, in which case it may be retained for longer as necessary.

Video replay technology operates on a rolling recording basis during active court reservations or events.

Underlying video footage that is not actively captured by a user (for example, where no replay is created) is retained for a maximum of 48 hours before being automatically deleted.

Where a user creates a replay (including Quick Replays or Custom Replays), the selected video content is saved to the user’s account. These replay clips may be retained for as long as the user maintains an active account. Users may delete replay content, and Hurlands may also delete or anonymise content where appropriate.

Users have up to 48 hours from the time of recording to create Custom Replays before the underlying footage is permanently deleted.

Replay content may be deleted or anonymised by Hurlands where it is no longer required for the purposes for which it was collected, including where accounts are closed, content is removed by the user, or retention is no longer necessary for operational or legal reasons.

9. YOUR RIGHTS

Under UK data protection law, you have rights including:

The right to access your personal data
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object to processing
The right to withdraw consent

You can request deletion of your account directly through the Hurlands app. Please note that deleting an account does not automatically result in the immediate deletion of all personal data, as certain information may need to be retained for legal, accounting, safeguarding or operational purposes, in accordance with this Privacy Policy.

To exercise your rights, please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

10. SECURITY

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse.

11. CHILDREN’S DATA

Our services are not directed at children without parental involvement. Where personal data of minors is processed, this is done with appropriate parental or guardian consent.

12. COOKIES AND ANALYTICS

Our website uses cookies and similar technologies to operate effectively and to understand how visitors use our website.

We use analytics tools such as Google Analytics to collect information about how the website is used. This may include information such as the pages visited, the website or link you visited before coming to our site, the type of device and browser used, and general location information (such as city or region).

This information is used in an aggregated and anonymised form to help us improve our website and services.

Further details about the cookies we use, and how you can manage your preferences, are set out in our Cookie policy.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. Updated versions will be posted on our website and, where appropriate, notified to users.

14. CONTACT US

If you have any questions about this Privacy Policy or how we handle personal data, please contact: Email: privacy@hurlands.com