Privacy Policy
Hotshots Airsoft Ltd is committed to protecting your privacy. We collect your personal information only where necessary — to manage waitlist sign-ups, conduct market research, and (when we open for bookings) to process reservations and ensure participant safety. We do not sell your data or use it for marketing without your explicit consent.
1. Who We Are
Hotshots Airsoft Ltd is the data controller for all personal data you provide through our website or at our events.
- Company name: Hotshots Airsoft Ltd
- Registered in England & Wales
- Company number: 17158689
- Email: [email protected]
- ICO Registration: ZC149884
2. Data We Collect
Waitlist sign-up Active
When you join our pre-launch waitlist, we collect your first name, last name, email address, and optional details including company name, job title, approximate group size, event type, and how you heard about us. This is used solely to notify you when bookings open.
Market research survey Active
If you complete our market research survey, we collect your survey responses to inform internal business planning. Your email address is only collected if you opt in to receive launch updates at the end of the survey.
Bookings and event participation Pre-launch
When we open for bookings, we will collect your name, email address, telephone number, and home address to confirm and manage your reservation. We do not collect payment card details directly — payments will be processed by a third-party payment provider (details confirmed prior to launch).
All participants are required to complete and sign a Participant Waiver and Release of Liability before taking part in any activity. This document records your name, date of birth, email address, telephone number, and signature. It also includes a medical screening questionnaire covering conditions that may affect safe participation, including eye health, hearing, cardiovascular conditions, and pregnancy status. This constitutes special category personal data under UK GDPR Article 9 (health data). We collect it under Article 9(2)(a) — your explicit consent, given freely at the point of signing, for the purpose of ensuring your safety and the safety of other participants.
For site-based events, the person or organisation providing the venue is required to sign a separate Customer Site Liability Agreement prior to the session. This records the site owner's name, contact number, site address, and declared hazards. This is a commercial record and is processed under our legitimate interests in documenting site conditions for safety and insurance purposes.
3. How We Use Your Data
- To notify waitlist members when bookings open.
- To conduct anonymised internal analysis of market research responses.
- To process and manage event bookings and communicate with you about your reservation.
- To ensure compliance with safety regulations and maintain a safe environment for all participants.
- To fulfil our legal and insurance obligations in relation to participant waivers.
We will not use your personal data for marketing purposes unless you have explicitly consented. You may withdraw that consent at any time.
4. Data Storage and Security
All digital data collected through our website is stored securely by our third-party form processors (see Section 6). We implement appropriate technical and organisational measures to protect your data from unauthorised access, alteration, loss, or disclosure.
Participant liability waivers signed at events will be stored in a locked file, accessible only by authorised personnel. We apply the same standard of care to physical records as to digital ones.
5. Data Retention
We retain personal data only for as long as necessary to fulfil the purpose for which it was collected:
- Waitlist data: held until you request deletion, withdraw consent, or 12 months after the launch notification has been sent with no further engagement from you.
- Market research responses: anonymised aggregates are retained for business planning; any personally identifiable responses are deleted within 12 months of collection.
- Booking data: retained for the duration required by our accounting, insurance, and legal obligations, then securely deleted.
- Participant waivers and medical screening data: retained for a minimum of 6 years, as required by our public liability insurance provider and applicable law. We will confirm the retention period to each participant prior to their first session.
- Customer Site Liability Agreements: retained for a minimum of 6 years from the date of the session, in line with the Limitation Act 1980 for contractual claims.
If Hotshots Airsoft does not launch within 24 months of your waitlist sign-up, we will delete all waitlist data and notify you by email before doing so.
6. Who Processes Your Data
We do not sell your data to third parties. We do not share it with advertisers or marketing agencies. Your data may be processed by the following third parties, each operating under a Data Processing Agreement with Hotshots Airsoft Ltd:
| Processor | What they handle | Location | DPA |
|---|---|---|---|
| Tally Privacy policy |
Waitlist sign-up form submissions and market research survey responses | European Union — no international transfer | Auto-activated on account creation |
| Booking & payment processor To be confirmed prior to launch |
Event bookings and payment processing | To be confirmed | To be confirmed |
We may also be required to disclose your data if required by law, regulation, or a valid court order.
7. Your Rights
Under UK GDPR you have the following rights in relation to your personal data. To exercise any of them, email [email protected]. We will respond within one calendar month and may ask you to verify your identity first.
8. How to Complain
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK supervisory authority. We would welcome the opportunity to resolve your concern directly first.
9. Cookies
Our website does not use analytics or advertising cookies. Tally may set functional cookies strictly necessary to process form submissions — these are not used for tracking or advertising. No personal data is shared with third-party advertisers through cookies.
10. Changes to This Policy
Hotshots Airsoft Ltd reserves the right to update this Privacy Policy as the business develops. Any material changes will be communicated to waitlist members by email before taking effect. The effective date at the top of this page will always reflect the current version. Continued use of our services following notification of changes constitutes acceptance of the revised policy.
11. Contact Us
For any questions about this policy or how we handle your data:
- Email: [email protected]
- Data controller: Hotshots Airsoft Ltd, registered in England & Wales, Company No. 17158689