Privacy Policy

GrazeAway ("we", "us", "our") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your data when you use our website, platform, or services (the "Platform").

If you have questions, you can contact us at:
📧 info@grazeaway.uk

1. Who We Are

GrazeAway Ltd is a UK-based company providing an online marketplace that connects landowners ("Hosts") offering grazing land or equestrian facilities with horse owners ("Renters") looking for suitable grazing or livery spaces.

We act as a Data Controller for the personal information we process.

2. The Information We Collect

We collect information in three main ways:

  1. Information you give us
  2. Information collected automatically
  3. Information from third parties (e.g., Stripe)

2.1 Information You Provide

This includes:

  • Name
  • Email address
  • Phone number
  • Address or postcode (for account and browsing location)
  • Host profile details (land description, facilities, photos)
  • Renter profile details (e.g., insurance uploads, horse details if you choose to provide them)
  • Messages sent via the platform
  • Reviews, feedback, testimonials
  • Dispute or check-in/out photos and notes (optional)

2.2 Payment Information

All payments are processed through Stripe, not by GrazeAway directly.

Stripe may collect:

  • Payment card details
  • Billing address
  • Bank account details (for Host payouts)

We do not store or have access to your full card number or security code.

2.3 Information Collected Automatically

When you use the Platform, we may automatically collect:

  • IP address
  • Device type and browser
  • Login timestamps
  • Page views and click behaviour
  • Location data (approximate, based on IP)
  • Cookies required for platform functionality

This helps us operate, secure, and improve the Platform.

3. How We Use Your Information

We use your data only where we have a lawful basis:
(a) to perform our contract with you,
(b) with your consent,
(c) for our legitimate business interests,
(d) to comply with legal obligations.

We use your data to:

3.1 Provide and Run the Platform

  • Create and manage your account
  • Enable Hosts to publish listings (including subscription checks)
  • Enable Renters to book grazing or facilities
  • Process payments securely via Stripe
  • Send booking confirmations and updates
  • Provide customer support

3.2 Improve Trust & Safety

As part of the GrazeAway trust rails described in our product documentation, we may use your information to:

  • Verify you as a genuine user
  • Support insurance checks
  • Facilitate photo check-in / check-out during bookings
  • Support dispute reviews
  • Maintain platform safety and prevent misuse

3.3 Platform Improvement

  • Analyse anonymised usage patterns
  • Improve pricing guidance
  • Develop new features (e.g., event grazing, services marketplace)
  • Fix bugs and optimise performance

3.4 Communications

We may send:

  • Important service messages (legal basis: legitimate interest)
  • Notifications about your bookings
  • Host subscription reminders
  • Optional marketing emails (only with your explicit consent)

You can unsubscribe at any time.

4. Legal Bases for Processing

Under UK GDPR, we rely on:

  • Contract – to provide bookings, payments, and account access
  • Legitimate Interests – fraud prevention, security, marketplace safety, analytics
  • Legal Obligation – accounting, tax, regulatory requirements
  • Consent – for marketing or optional data you choose to provide

5. How We Share Your Information

We only share your data when necessary:

5.1 With Other Users (Limited Sharing)

To enable a booking:

  • Renters may see Host names, listing details, and messaging replies
  • Hosts may see Renter names, booking details, and messaging replies

We never share phone numbers or email addresses until a booking is confirmed (and only if needed).

5.2 With Service Providers

We use trusted partners:

  • Stripe (payments & payouts)
  • Cloud hosting (UK/EU servers)
  • Email service providers
  • Data analytics tools
  • Customer support tools

These providers may access personal data solely to perform services for us.

5.3 If Required by Law

We may share information with authorities if legally required (e.g., fraud, criminal investigations).

5.4 Business Transfers

If GrazeAway is sold or restructured, personal data may be transferred under strict confidentiality.

6. How Long We Keep Your Information

We keep data only as long as necessary:

  • Account data: while your account is active
  • Booking and payment records: 6 years (legal requirement)
  • Messages: up to 24 months
  • Dispute photos/evidence: 12–24 months
  • Marketing consent: until you withdraw consent

You may request deletion of your account at any time.

7. Cookies & Tracking Technologies

We use cookies to:

  • Keep you logged in
  • Remember preferences
  • Enable secure checkout
  • Improve platform performance

We do not use invasive tracking or sell behavioural data.

You can manage cookie settings in your browser.

8. Children's Privacy

GrazeAway is not intended for users under 18.
We do not knowingly collect data from children.

9. Your Rights Under UK GDPR

You have the right to:

  • Access your data
  • Correct inaccurate data
  • Delete your data ("right to be forgotten")
  • Restrict processing
  • Object to certain uses
  • Move your data (data portability)
  • Withdraw consent at any time (marketing, optional data)

To exercise your rights, email: info@grazeaway.uk

We will respond within 30 days.

10. Data Security

We take appropriate technical and organisational measures to protect your data, including:

  • Encrypted connections (HTTPS)
  • Secure UK/EU data hosting
  • Stripe's PCI-compliant payment processing
  • Role-based access controls for staff
  • Regular security audits

However, no online service is 100% secure, so we cannot guarantee absolute protection.

11. International Data Transfers

If we use service providers outside the UK, we ensure protection via:

  • UK GDPR adequacy decisions, or
  • Approved Standard Contractual Clauses

We do not transfer data without appropriate legal safeguards.

12. Changes to This Policy

We may update this Privacy Policy from time to time.
If changes are significant, we'll notify you by email or through the Platform.

13. Contact Us

If you have questions, concerns, or complaints about your privacy, contact us:

📧 info@grazeaway.uk
📮 GrazeAway Ltd, [Insert Registered Business Address]

If you're not satisfied with our response, you have the right to contact:
The Information Commissioner's Office (ICO)
www.ico.org.uk