Your details, and what we do with them.
We’re a small family farm. We only keep what we need to answer you, fill your order and, if you’ve asked, keep you posted. We never sell your details.
Last updated 2 October 2026
Who we are
Kilnside Farm is the shared name of two family companies based at Kilnside Farm, Moor Park Lane, Farnham, Surrey GU10 1NS. Each is responsible (the “data controller”) for the information it handles:
- Kilnside Orchards Limited (company no. 02806555): cider, apple juice, the Apple Exchange and contract pressing.
- Romilt Limited (company no. 01236033): beef, lamb, honey and Christmas turkeys.
Some things, like general enquiries, WhatsApp messages and farm news, cover the whole farm and are handled jointly by both.
To ask about your information, send us a message, email privacy@kilnsidefarm.co.uk, or write to us at the address above.
What we collect, and why
When you get in touch
If you use our contact form, email us, message us on WhatsApp, Facebook or Instagram, or ring us, we keep your name, contact details and what you asked, so we can reply and remember the conversation next time. Our lawful basis is legitimate interests: answering people who contact us.
When you order from us
For orders (Christmas turkeys, meat boxes, pressing contracts, trade orders), we keep your name, phone, email, what you ordered, collection details and payment status. We may send order confirmations and reminders by email, text or WhatsApp. Our lawful basis is contract: we need these details to fill your order. Some records are also a legal obligation: we must keep accounts for HMRC.
Farm news
We only email you news if you’ve signed up for it. You’re added as soon as you tick one or more lists on our sign-up form and send it; we don’t send a confirmation link first. You choose the lists: cider and juice, meat, honey, the Apple Exchange, events we’re attending, or event and marquee hire. We keep a record of when you signed up and which lists you chose. Every email has an unsubscribe link, and unsubscribing never affects an order. Our lawful basis is consent, and you can withdraw it at any time.
The Apple Exchange and suppliers
If you bring us apples, or supply or buy from us as a business, we keep your contact details and a record of what was exchanged or supplied. Our lawful basis is legitimate interests (running the exchange) or contract. We don’t add suppliers to any newsletter unless they sign up themselves.
Payments
Card payments are taken by our payment providers: Square for Kilnside Orchards, and Zettle and PayPal for Romilt. They process your card details under their own privacy policies. We never see or store your full card number.
Who else handles it
We run most of our own systems (our customer records, newsletter and message inbox) on a private server we control. A few trusted companies process data for us, only on our instructions:
- OVHcloud: hosts our server, in Europe.
- Google Workspace: our email, calendars and documents.
- Amazon Web Services (SES): delivers our emails, from Ireland.
- Cloudflare: runs our domain and protects our websites.
- Meta (WhatsApp): carries WhatsApp messages between you and our shared inbox.
- Square, Zettle and PayPal: card payments.
Some of these companies are based in, or use staff and systems in, the United States. Where your data leaves the UK, it’s protected by the UK–US Data Bridge or the standard contract clauses approved for UK data.
We’ll share information if the law requires it. Otherwise it isn’t shared, and never sold.
How long we keep it
- Enquiries and messages: up to 2 years after we last heard from you
- Orders and accounts: 6 years, as HMRC requires
- Newsletter sign-ups: until you unsubscribe. After that we keep only your email address on a “do not contact” list, so we don’t email you by mistake.
- Apple Exchange and supplier records: while we’re trading, then 6 years
This website
This website doesn’t use cookies, analytics or advertising trackers. When a page loads, your browser fetches our fonts from Google Fonts, and the map on the Find us page comes from OpenStreetMap. Like any website, they see your IP address when they send those files.
Your rights
You can ask us to:
- tell you what information we hold about you, and send you a copy
- correct anything that’s wrong
- delete your information, unless we have to keep it, such as for accounts
- stop or limit how we use it, including objecting to anything based on legitimate interests
- give you your information in a form you can take elsewhere
Just ask using the details under “Who we are”. It’s free, and we’ll reply within a month.
If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office: ico.org.uk or 0303 123 1113.
Children
We don’t sell alcohol to anyone under 18, and our newsletters and orders are for adults.
Changes
If we change how we use your information, we’ll update this page and the date at the top.