Who we are
airsoft-fields.com is run by Tea Powered Projects Limited, which is the data controller for the personal data described in this policy.
- Company number: 10542712
- Registered office: C/O XNM Accountancy Limited, Creative Suite 1, Mill 3, Pleasley Vale Business Park, Mansfield, NG19 8RL
- Email: hello@teapowered.pro
- Phone: +44 (0) 115 647 1900
- ICO registration number: ZB004209
What this policy covers
This policy covers everyone who uses airsoft-fields.com: visitors browsing the directory, players who use our free UKARA tracker, people who contact us, field owners who claim and manage a listing, and owners who pay for a Featured or Premium listing.
The directory itself
Most of what a listing contains is business information: a field's name, address, opening times, website and business contact details. We compile it from public registers and from the fields' own websites, and owners correct and extend it once they claim a listing.
We also list airsoft shops. A shop listing holds the same kind of business information: the shop's name, address, phone number and website. We compile it from public sources, including UKARA's published list of registered retailers and shops' own websites, and we check that list each week to show which shops are UKARA-registered retailers.
Where a field or shop is run by a sole trader, some of that information can also be personal data. We publish it because a directory only works if it says where fields and shops are and how to reach them, and because the information is already public. If you run a field or a shop and want something changed or removed, ask us and we will deal with it.
What we collect, why, and on what basis
| What | Why | Lawful basis |
|---|---|---|
| Listing information from public registers and field and shop websites | To compile and maintain the directory | Our legitimate interests in running a directory of UK airsoft sites from information already public |
| Account name, email, password and two-factor details | To create and secure your account | Performance of our contract with you |
| Your email address, the sign-in links we send you, and when you last signed in, if you have a player account | To create your player account and sign you in without a password | Performance of our contract with you |
| The UKARA tracker details you save: scheme, registration number, the field you registered at, and expiry date | To remind you before your registration lapses, and to tell you if the field you registered at leaves the register | Performance of our contract with you |
| The games you log: which field, and on what date | To show your progress towards the three games over at least 56 days that a field usually asks for | Performance of our contract with you |
| Whether you ticked the box to hear Airsoft Fields news, the exact wording you saw, and when | To send you occasional news only if you asked for it, and to show that you asked | Your consent, which you can withdraw at any time on your account page |
| Your name, email and phone when you claim a listing, and what you send us to show you are connected to the field | To check the claim and to contact you about it | Steps taken at your request before entering a contract, and our legitimate interests in not handing a listing to the wrong person |
| Name, email, subject, message and the IP address it came from, when you use a contact form | To answer you, and to detect and block abuse of the form | Our legitimate interests in replying and in keeping the forms usable |
| Subscription records and the reference Stripe gives your payment | To run your subscription and keep accounting records | Performance of our contract with you, and legal obligation for the accounting records |
| IP address and request details | To limit automated requests and detect bots | Our legitimate interests in protecting the site |
| Counts of clicks through to a field's or shop's website | To tell owners how their listing performs | Our legitimate interests in reporting on the service |
We never see or hold your card details. Those go straight to Stripe.
We are not UKARA. The tracker is a reminder tool. We do not register, verify or renew a UKARA number. The field you play at registers you. Reminders and register alerts are service emails about your own tracker, and they never carry promotion. We only send you news if you ticked the box for it.
We do not collect special category data. We do not carry out automated decision-making or profiling that produces legal or similarly significant effects.
Click counts are not visitor tracking. We record a daily total per field or shop. We do not record who clicked, and there is no visitor-level row to connect back to you.
Cookies
We show no advertising, and we use no advertising or social media tracking. Nobody else places tags on our site to follow you around it.
We use cookies to keep you signed in and to run the reCAPTCHA check that stops automated spam reaching our forms. reCAPTCHA is Google's, and it sets its own cookies, covered by Google's own privacy policy.
You can block or delete cookies in your browser settings.
Who else processes your data
| Provider | What they do | Where |
|---|---|---|
| DigitalOcean | Hosting | United Kingdom (London) |
| Stripe | Card payments and subscriptions | United States / EU |
| Mailgun | Sending email | European Union |
| The reCAPTCHA check on our forms | United States | |
| OpenStreetMap Foundation | The maps on our search results and field pages | United Kingdom |
| Fastly | Delivering those map tiles to your browser | United States |
Our error monitoring runs on our own systems in the United Kingdom. It is not sent to a third party.
We do not sell your personal data, and we do not share it for anyone else's marketing.
We may disclose data where the law requires it, or to establish or defend legal claims.
Sending data outside the UK
The site and its database are hosted in the United Kingdom, and our error monitoring runs on our own UK servers.
Email delivery is handled in the European Union. The UK government has decided that the EEA offers adequate protection for personal data, so that transfer needs no further safeguard.
The maps on our search results and field pages are drawn by the OpenStreetMap Foundation, a charity registered in the United Kingdom. Its tile servers are delivered through Fastly, a content delivery network operated from the United States, so loading a map sends your IP address to a provider there.
Card payments, the reCAPTCHA check and the delivery of map tiles involve providers in the United States. Where we transfer personal data there we rely on the UK International Data Transfer Agreement, or EU Standard Contractual Clauses with the UK Addendum.
How long we keep it
| Data | Retention |
|---|---|
| Listing information for a live listing | For as long as the field or shop is listed |
| Listing information for a retired listing | Kept as a record that the field or shop existed and closed |
| Account records | For the life of the account, then 12 months |
| A player account, with its tracker, game log and consent record | For the life of the account. Delete it on your account page and it goes at once |
| A player sign-up that is never confirmed from the email link | 7 days |
| A player account with no sign-in for 24 months and no tracker expiry date still to come | We email you a warning, and delete the account 14 days later unless you sign in |
| Sign-in links | Each works once, for 30 minutes. The record of it is deleted 7 days after it expires |
| Claim records, including refused claims | 12 months from the decision |
| Contact and enquiry messages | 12 months from last contact |
| Subscription, invoice and accounting records | 6 years after the end of the financial year, as tax law requires |
| Daily click counts | 3 years |
When a period ends we delete the data, or for claim records and contact messages, remove the personal details from them. Deleted data is removed from our live systems at once, and from our backups within 30 days, when the backups that hold it expire.
Your rights
You have the right to ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or transfer it to someone else. You can object to processing we base on legitimate interests, and withdraw consent at any time where we rely on it.
If you have a player account, you can delete it yourself on your account page. Your tracker, game log and consent record go with it, and your sign-in stops working at once. If you use the tracker from a field owner account, deleting it there removes your tracker data only. You can turn Airsoft Fields news on or off on the same page.
Ask us at hello@teapowered.pro. We respond within one month. There is no charge.
Deleting your account does not by itself remove a field from the directory. The listing and the account are separate: the listing is directory information, and we deal with a request to change or remove one on its own terms.
How to complain
If you are unhappy with how we have handled your personal data, tell us and we will deal with it properly.
- Make a complaint: email hello@teapowered.pro with "Data protection complaint" as the subject line, use the contact form and begin your message the same way, or write to us at our registered office.
- We will acknowledge your complaint within 30 days of receiving it.
- We will then investigate without undue delay, and keep you updated on progress and on when you can expect an answer.
If you are not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, by phone on 0303 123 1113, or by post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. You can go to the ICO at any point, but raising it with us first is usually quicker.
Changes to this policy
We review this policy at least once a year and whenever we change how we handle personal data. The date below tells you when it last changed.
Last updated: 3 November 2026