Who we are

Broadfield Farm Limited runs Broadfield Farm Holiday Park and Jan'z Restaurant & BB's Bar. Jan'z is part of the same company.

Broadfield Farm Limited is registered in England and Wales, company number 14822202. Our registered office is Broadfield Farm Holiday Park, Saundersfoot, Pembrokeshire, SA69 9DG. Our VAT number is GB 485 1336 38.

We decide how your information is used, so we are responsible for it. The law calls this the controller. In this notice, "we" and "us" mean Broadfield Farm Limited.

We are registered with the Information Commissioner's Office (ICO), the UK's data protection regulator, registration number ZC265241.

Questions about your information: Email info@broadfield.farm, or text or WhatsApp 07480 802731. You can also write to us at our registered office.

Who this notice is for

Guests who book a pitch, Jan'z customers, holiday home owners and seasonal pitch holders, people who buy or receive one of our gift vouchers, and anyone who contacts us or uses our websites (broadfield.farm and janz.farm) and our apps.

Camping bookings must be made by an adult aged 18 or over. We do not knowingly collect children's details. We only ask how many children are coming.

What we collect

Your name, email address, phone number and home address when you book, order, buy a voucher or ask us something.
Booking details: your dates, pitch, how many adults, children and dogs are coming, your vehicle registration, your arrival time and any notes.
Jan'z bookings and orders: the day, time and number of people, what you ordered, and any notes. For a Jan'z table we need your email address and mobile number, so we can send your confirmation, a reminder email the day before and a reminder text 2 hours before.
Allergy, dietary and access notes you choose to give us. There is more about these below.
Payments: the amount, the date and a payment reference. Card details go straight to Stripe. We never see or keep your full card number. In the Android app you may be offered Google Pay, which Google and Stripe handle in the same way.
Messages: texts, WhatsApp messages, emails, live chat, and Facebook or Instagram messages you send us, and our replies.
Phone calls to 07480 802731: your number, when you called, a written record and summary of the call, and any voicemail you leave.
Owners and seasonal pitch holders: your licence, pitch, bills, payments, meter readings, gas orders, issue reports, emergency contact, and anything you send through the Owner Portal.
Holiday home enquiries, viewings and waiting lists: the details you give us, such as your postcode and what you are looking for.
Gift vouchers: the buyer's name and email address, and the name, email address and message for the person it is for if we send it to them.
Accounts: your email address, and a password if you set one, for your guest account, the Broadfield Farm app or the Owner Portal.
If you sign up for our weekly email, or tick a box to hear news and offers from us: your email address, your name if you give it, where you signed up (such as the website, a booking, your account or a message to Gerald), the exact words you agreed to, and when. We keep this so we can show you agreed.
When you pay for a camping booking, a Jan'z table with a deposit, a Jan'z takeaway or food ordered from your table at Jan'z with the QR code: we tell you there and then that we'll send you our weekly newsletter, with a box to tick if you'd rather not. We keep the words you were shown, when, where, and whether you ticked it. You are only added once your payment has gone through, never if you ticked the box or have unsubscribed before.
If you own a holiday home here and we link you to your Jan'z rewards on the till: your points and credit, read from the till once a day, so the Owner Portal and the owners app can show them.
In the Broadfield Farm app: a code for your device so we can send you notifications, only if you switch them on. Notifications reach an iPhone through Apple's push service and an Android phone through Google's (Firebase Cloud Messaging), which carry the message and nothing else about you. Find my pitch uses your phone's location on the phone itself to show you on the park map. Your location is not sent to us.
Our websites: only if you allow analytics, the pages you visit and the booking steps you take, recorded by us and by Vercel Web Analytics, which uses no cookies. How fast our pages load is measured for everyone, and that does not identify you. See our cookie policy.
Facebook and Instagram adverts, only if you allow marketing cookies: the Meta Pixel's cookies, which pages you visit and that you booked, ordered, bought a voucher or sent a holiday home or seasonal pitch form, and the value. When you book or order, we also send Meta your email address and phone number in a scrambled form (hashed), your device's internet address and your browser, so Meta can tell which of our adverts led to it.
Reviews: if you review us on Google, Facebook or Tripadvisor, we may show your public review, and the name you posted it under, on our websites.
Our records of past stays from our old booking system.

Sometimes someone else gives us your details, for example the person who booked for your group, or the person who bought you a gift voucher.

Allergy, dietary and access notes

If you tell us about an allergy, an intolerance, a dietary need or an access need with a booking or an order, we keep it with that booking or order. We keep it for one reason: so the kitchen and the team serving you can keep you safe and look after you on the day. It is shown on your booking, on the day's list of bookings the team works from, and in the reminder we send you.

Because it can be about your health, we only use it with your permission, which you give by telling us. We only keep what you choose to tell us, only Jan'z staff and Broadfield managers can see it, and we do not use it for anything else. We do not share it with anyone outside Broadfield, apart from the companies that store our records and send our messages for us (listed below). We do not keep it for your next visit unless you ask us to.

You can change or remove it from the link in your booking confirmation, or at any time by texting us on 07480 802731 or emailing info@broadfield.farm.

What we use it for, and the law that allows it

The law only lets us use personal information when we have a lawful reason. Here is each thing we do, and the reason we rely on.

Taking and running your booking, order or gift voucher
The law that allows it
We need it to do what you asked us to do. This is our contract with you.
Taking payments and refunds, and keeping our accounts
The law that allows it
Our contract with you, and the law, which says we must keep tax records.
Holiday home and seasonal pitch licences, bills and the Owner Portal
The law that allows it
Our contract with you, and the law for tax records.
Messages about your booking, order or pitch: confirmations, reminders and important park news
The law that allows it
Our contract with you. For safety and urgent park news, our legitimate interests: a good reason of our own that does not override your rights.
Answering your texts, calls, emails, chats and enquiries, and keeping a record of them
The law that allows it
Our legitimate interests in answering you and remembering what was said. If you are asking about a booking, it is also part of our contract with you.
Our automated assistant on texts, WhatsApp and calls, and suggested replies for the team
The law that allows it
Our legitimate interests in answering you quickly, at any time of day. The assistant always says it is automated, and the team reads every conversation.
Allergy, dietary and access notes
The law that allows it
Your permission, which you give by telling us. You can take it back at any time by asking us to remove the note.
News and offers by email or text
The law that allows it
Your consent, when you sign up for our weekly email or tick a box to hear from us. When you buy from us (a camping booking, a Jan'z table with a deposit, a Jan'z takeaway, or food ordered from your table with the QR code) and did not tick "rather not", the law's soft opt-in for customers (the Privacy and Electronic Communications Regulations) and our legitimate interests: we send our weekly newsletter about similar stays, food, events and offers, and you can unsubscribe from any email at any time. Free things, such as Wi-Fi, enquiries and table bookings with nothing to pay, only ever add you if you tick to say yes.
Making our weekly email fit you
The law that allows it
Our legitimate interests in sending you what is relevant, only while you are on our mailing list. We tell Mailchimp which years you camped or have booked, the dates of your last and next stay and your last visit to Jan'z, whether you have eaten in, had a takeaway or come to an event at Jan'z, stayed for Ironman Wales, or own a holiday home here. It never adds you to the list. Unsubscribe and it stops.
Notifications in the Broadfield Farm app
The law that allows it
Your consent, when you switch them on. Switch them off at any time in the app or in your phone's settings.
Website analytics, only if you allow it, and page speed
The law that allows it
Analytics, including Vercel Web Analytics: your consent, which you can change in Cookie settings. Page speed: our legitimate interests in keeping our websites quick. It uses no cookies and does not identify you.
Measuring our Facebook and Instagram adverts
The law that allows it
Your consent, when you switch on Marketing in Cookie settings or choose Accept all. Switch Marketing off in Cookie settings at any time and it stops at once. This does not change what was sent before.
Holiday home brochures, viewings and waiting lists
The law that allows it
You asked us to. We only follow up about owning a holiday home if you said yes.
Showing reviews on our websites
The law that allows it
Our legitimate interests in showing what guests say. Ask us and we will take your review off our websites.
Keeping the park, our systems and payments safe, and meeting the law
The law that allows it
Our legal duties, and our legitimate interests in preventing fraud and misuse.

Phone calls and texts

Calls to our number, 07480 802731, may be answered by an automated assistant, which says so when it answers. Calls it answers are written down and summarised so the team can follow up, and kept with your messages to us.

To do this, Twilio carries the call, and Twilio and the speech services it works with turn speech into text and back: Deepgram or Google write down what you say, and ElevenLabs, Google or Amazon give the assistant its voice. Anthropic's Claude AI decides what the assistant says and writes the summary. Voicemails are written out by OpenAI.

Texts and WhatsApp messages to the same number may be answered by the same automated assistant. Gerald, our automated assistant, replies straight away, and the team reads every conversation. It can answer questions and take simple bookings, and the team can always check or change what it did.

Who we share it with

We use other companies to run our websites, apps, payments and messages. They only use your information to do that work for us, under a written agreement. We never sell your information.

Stripe: takes card payments, Direct Debits and refunds. Stripe also uses payment details to prevent fraud.
Supabase: stores our records and runs signing in.
Vercel: runs our websites and measures how fast pages load. Only if you allow analytics, Vercel Web Analytics also counts the pages you visit, without cookies.
Resend: sends our emails.
Mailchimp: keeps our mailing list and sends our weekly email. When you sign up or tick a box to hear from us by email, your email address, your name if you gave it and where you signed up go to Mailchimp. While you are on the list, we also keep Mailchimp up to date with a short summary of your stays and Jan'z visits (see Making our weekly email fit you), never your payments, address or phone number. If you unsubscribe in Mailchimp, we record it and stop marketing to you from our own systems too. Mailchimp can tell us whether an email was opened and which links were clicked.
Twilio: runs our phone number, 07480 802731, for texts, WhatsApp messages, calls and voicemail recordings.
Meta: carries WhatsApp messages, and messages you send us on Facebook or Instagram. Only if you allow marketing cookies, Meta also measures our Facebook and Instagram adverts: it receives the value of what you booked or bought, your email address and phone number in a scrambled form (hashed), its own cookies, your device's internet address and your browser, and matches them to a Facebook or Instagram account it already knows. Meta also uses this under its own privacy policy.
Anthropic (Claude): the automated assistant that answers texts, WhatsApp messages and calls, and writes call summaries.
OpenAI: writes out voicemails, reads the dates in a text asking about space, and suggests replies to chat messages and enquiries. The team reads a suggested reply before anything is sent.
Deepgram, Google, ElevenLabs and Amazon: the speech services for phone calls, as explained above.
Apple: delivers notifications to the Broadfield Farm app on iPhones. If you switch notifications on in a web browser, your browser's own push service delivers them.
Ideal Postcodes: finds your address from your postcode when you book.
Google and Tripadvisor: the map on our directions page and our Tripadvisor ratings come from them, so they see your device's internet address if you choose to show them. We also show our public Google reviews.
Our accountants, our accounting and bookkeeping software, our bank, our insurers and our legal advisers, when they need it.
The police, HMRC, the council or other authorities, but only when the law requires it or to prevent crime.

Information sent outside the UK

Many of these companies are based in the USA, so your information may be stored or seen there.

When information goes outside the UK, it is protected in one of the ways UK law allows. Either the UK government has decided the country protects personal information properly (for the USA, this covers companies signed up to the UK extension of the EU-US Data Privacy Framework), or the company has signed the UK's approved contract terms for sending data abroad.

Ask us if you would like more detail.

How long we keep it

Bookings, payments, invoices and gift vouchers: 6 years after the booking, payment or voucher, because tax law says so.
Holiday home and seasonal pitch records: for as long as your licence lasts, then 6 years.
Messages, emails, texts and chats: 2 years after the last message.
Phone call write-ups, summaries and any call recordings: 12 months.
Voicemail recordings are deleted after 90 days. What a voicemail said stays with your other messages to us, as a text does.
Enquiries: 2 years after we last heard from you. Waiting lists: while you are on the list. Ask to come off it at any time.
Your choices about news and offers: until you change them. If you unsubscribe, we keep a note so we do not contact you again.
Accounts: until you ask us to close yours, apart from the records above.
Website analytics you allowed: 13 months.
What goes to Meta for our adverts: we keep the advert cookies, internet address and browser with your booking only until it is paid and sent, and remove the record within 30 days. Meta keeps what it receives under its own privacy policy.

After that, we delete the information or remove anything that identifies you.

Your rights

You have these rights over your personal information:

To see it. Ask for a copy of what we hold about you.
To correct it, if it is wrong or not complete.
To have it deleted. We will, unless the law says we must keep it, for example tax records.
To restrict it. Ask us to stop using it for a while, for example while we check it is right.
To object. Ask us to stop using it where we rely on our legitimate interests. You can always tell us to stop sending you news and offers, and we will.
To move it. Ask for the information you gave us in a common file format, to take somewhere else.
To withdraw your consent at any time, where we rely on it. This does not change what we did before.
Not to have decisions with legal or similarly serious effects made about you by a computer alone. We do not make decisions like that.

There is usually no charge. We reply within one month. If a request is complicated, we may need up to two more months, and we will tell you why.

You can ask us to delete your guest account from the app's Account screen (Profile, password and data) or from your guest account on our website. We delete the account and its sign-in details within 30 days and email you to confirm, keeping only the booking and accounting records the law requires.

Holiday home owners can ask us to delete their Owner Portal account, which is also their Broadfield Owners app account, from My details, by message or by email. We do this within 30 days too and email to confirm.

How to ask

Email info@broadfield.farm, or text or WhatsApp 07480 802731. We may ask you to show who you are first, so we never give your information to someone else.
If you have a guest account, you can download your information and ask us to delete your account on the privacy page of your account. In the Broadfield Farm app, go to Account. The team checks a request to delete and confirms the outcome within one month.
To stop news and offers: use the unsubscribe link at the bottom of any weekly or offer email, reply STOP to an offer text, switch off the weekly email in your guest account or the Owner Portal, or tell us.

Complaints

If you are unhappy with how we have used your information, please tell us first and we will try to put it right.

You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk or 0303 123 1113.

Cookies

We use a few cookies and similar storage to keep our websites working. Anything more only runs if you allow it. Our cookie policy lists them all.

The Meta Pixel, which measures our Facebook and Instagram adverts, only runs if you switch on Marketing. It never runs in the staff system, the Owner Portal, your guest account, My stay or our apps.

Change your choices at any time with Cookie settings at the bottom of every page.

Changes to this notice

We update this notice when what we do changes. The date at the top shows when it last changed.

Privacy notice