Privacy policy

Who we are

Oxford Polo Ltd runs Oxford Polo at Kemsley Farm: the polo school, the Arena Club, livery and polo management, and events. We decide how your personal information is used, so we are its “controller” under UK data protection law.

• Oxford Polo Ltd, registered in England and Wales, company number 07536784
• Registered office: Kemsley Farm, Akeman Street, Weston-on-the-Green, Bicester OX25 3AA
• Email info@oxfordpolo.co.uk or call +44 (0) 7494 572 877

This policy covers this website, our booking site at book.oxfordpolo.co.uk, and the information you give us in person, by phone, by email or on WhatsApp.

What we collect, and why

Visiting this website

This website sets no cookies and doesn’t ask who you are. We count page views with Vercel Web Analytics, which works without cookies and without anything that identifies you. The site’s fonts come from Google Fonts, so your browser asks Google’s servers for them, and Google sees your internet address when it does. Pages that show prices, fixtures and the timetable read them from our booking site, which doesn’t set cookies or ask who you are either.

Enquiries

When you send the enquiry form, we receive your name, email, phone number if you give it, what you’re interested in, your polo experience and your message. It comes to us as an email, sent through our booking site, so that we can reply. We don’t add it to the booking site’s records. If you email, phone or message us on WhatsApp instead, we keep what you send in the same way.

Booking and riding with us

To book on book.oxfordpolo.co.uk you make an account with your name and email address. You sign in with a code we email you, or with a password if you choose one.

Before anyone first rides with us, we ask for their rider details: date of birth, mobile number, riding level, height, weight, riding experience, any medical conditions, and an emergency contact. For a rider under 18 we also ask for a parent’s or guardian’s name. We need these to match each rider to a suitable horse and lesson, to keep them safe, and to know who to call if something happens.

We also keep:

• the documents each rider agrees to (the rider disclaimer, our terms for lessons and chukkas and, for members, the Arena Club membership terms), with the version, the name typed to sign it and when;
• bookings, waiting lists, cancellations and whether a rider came;
• memberships, blocks of lessons, gift vouchers (including who a voucher is for and the email it goes to) and account credit;
• payments: what was paid for, how much and when. Card payments are made on Revolut’s own payment page, and your card details go to Revolut, never to us;
• for university riders, the university email address they confirm.

Health information

Medical conditions on a rider’s details, and injuries recorded after an accident, are health information, which the law treats with extra care. Only our office staff and the coaches who teach that rider can see medical notes. We never put them in emails or in staff calendars.

Accidents and incidents

We keep an accident book, as our riding establishment licence and our insurers require. A report records what happened, who was involved, injuries, first aid and any hospital visit, witnesses, and what we’re doing so it doesn’t happen again. Reports are never deleted. If a junior is involved we let their parent know, and if it happens in a school lesson we let the school’s teachers know.

Juniors

Riders under 18 are booked from a parent’s or guardian’s account. The parent or guardian gives their details, agrees to our documents for them and receives our emails about them.

Schools and universities

When a school brings pupils to ride, the school gives us what we need to teach them safely. Only our office staff, the coach who takes the lesson and that school’s teachers can see school lessons.

Tournament entries

When you enter a team for one of our tournaments, we keep what the entry form asks for: the team’s name and colours, its captain and manager, a contact email, phone, address and postcode, each player’s name, handicap, club and any pony hire, an email for a player who’s an Arena Club member, the days the team can’t play, and who signed the entry. We use it to make the draw, run the tournament and bill the entry fees, through our accounts in Xero. Each tournament has a page on our booking site: once the draw is published, it shows the draw, results and league tables with each team’s name and handicap, and each player’s name and arena handicap, as polo tournaments usually do (never their club, email or other contact details). Teams that entered before we showed players are shown without them unless they agree. The tournament’s awards name the most valuable player and the best playing pony, and the page may have a photo of the tournament or its winners. Please only give another player’s details with their agreement.

Livery and polo management

If your horses are with us, we keep your name and contact details, your horses, when they arrived and left, and your livery bills.

Our newsletter

If you sign up, we keep your email address, your name if you give it, the topics you choose and when you confirmed. We only send it if you’ve asked for it: in My bookings, or by confirming from the email we send when you sign up on our booking site. Every newsletter has a link to change your topics or unsubscribe. We keep the list ourselves, on our booking site, and send it through Postmark. Anyone who signed up before 28 October 2026 did so through Mailchimp, which holds that earlier list until we close it.

Keeping our sites secure

To stop people guessing sign-in codes or flooding our forms, we count attempts from each internet address and to each email address, and clear the counts within two days. Our host keeps short-lived records of requests, including internet addresses, to keep the sites running and secure. When you choose a password, we check it hasn’t appeared in a known data breach by sending Have I Been Pwned the first five characters of a scrambled form of it, which can’t be turned back into your password.

Our legal reasons

• To provide what you’ve asked for: answering enquiries, bookings, memberships, gift vouchers and livery.
• Because the law requires it: accounts and tax records, our accident book and reporting serious incidents to the Health and Safety Executive, and the records our riding establishment licence asks for.
• In our legitimate interests: keeping riders, horses and staff safe, running and improving the club, keeping our sites secure, counting visits to this website, and dealing with any claim. We weigh these against your rights, and you can object.
• With your consent: the newsletter. You can withdraw it at any time with the link in each email.
• Health information: we use it because you give it to us for the purpose of riding safely, to protect someone in an emergency, and, for accident reports, to meet health and safety law and to make or defend legal claims.

Who sees it

Our office staff see what they need to run the club. Coaches see the sessions they teach: who’s booked, each rider’s level, a junior’s age and parent, and medical notes, but no payments, emails or phone numbers. We never sell your information, and we don’t share it for anyone else’s marketing.

These companies handle it for us, only to provide their service:

We may also share information when we have to, or to protect someone: with our insurers, our licensing authority, the Health and Safety Executive, the emergency services, the police, or our professional advisers.

Where it’s kept

The booking site’s records are kept in London. Some of the companies above are based in the United States or use servers there. Where your information leaves the UK, we only use companies that protect it with the safeguards UK data protection law requires.

How long we keep it

• Enquiries: as long as we need them to answer you and for any booking that follows.
• Your account and rider details: while you have an account with us. You can ask us to delete it at any time.
• Invoices and payment records: six years, as HMRC requires. When an account is deleted, its bookings and payments stay in our records under a replaced name, without the rider’s details.
• Signed agreements and accident reports: as long as a legal claim could still be made. For someone injured as a child, that can be several years after they turn 18.
• The newsletter: until you unsubscribe. A sign-up that’s never confirmed is deleted after seven days.

Cookies

This website sets no cookies. Our booking site uses only the cookies it needs to sign you in, which don’t track you and don’t need your consent:

When you pay, you’re on Revolut’s own payment page, which uses its own cookies to process the payment and prevent fraud.

Your rights

You can ask for a copy of the information we hold about you, ask us to correct it, delete it, or limit how we use it, object to how we use it, and withdraw consent you’ve given. In My bookings on our booking site you can change your riders’ details, download a copy of everything we hold about your account, and ask us to delete it. For anything else, email info@oxfordpolo.co.uk. We’ll answer within a month.

When we delete an account, we remove the riders’ details and the account’s name, email, phone and password. We keep what the law requires or what a claim could need, as set out above. We can’t delete an account while it still has bookings to come, account credit, a running membership or horses on livery, so we’ll settle those with you first.

If you’re unhappy with how we’ve handled your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We’ll update this page when what we collect or how we use it changes, and change the date at the top. If a change affects you significantly, we’ll email you.