Herefordshire Raceway Ltd respects your privacy and we will only use your information in the way we describe in this notice. When using your information we aim to be fair and transparent, and to follow our obligations under UK data protection laws. Your information, such as that given over the phone when booking, on email, through the website and on signing on forms, will be held as part of our records which are retained and stored for the required period. We will only use your email for our own marketing purposes or for making you aware of events, competitions or promotions if you agree to it. We will not share any of your information with third parties.
Herefordshire Raceway Ltd is the data controller for the purpose of GDPR and the Data Protection Act 2018. Our contact address is Lower Hurst, Weobley, Herefordshire, HR4 8QY. Tel: 01544 318334. Our contact for privacy and data is Chris Powell, and the contact email contact details are: chris@herefordshireraceway.org.uk .
Collecting your information
We collect your information when you:
- Call us to make a booking – name and contact number only
- Email us – name, email and contact number only
- Message us via the website – name, email and contact number only
- Complete a signing on form
The information you give us may include your contact details (name, address, telephone number, email address), personal information and identifiers (age, experience in karting etc), and other information (driving licence). When you give us information about another person, such as a child, parent, guardian, or emergency contact you should let that person know that you have given us the information. If you are under 16 years old, we will also ask for information from your parent or guardian.
CCTV is also in use at the premises. This is used for security and monitoring purposes. Images are not stored unless there is a specific incident relating to security or safety on the track or premises.
Please note – all credit card information given over the telephone or in person is not held or stored but destroyed.
Using your information
We use your information when you first contact us or sign on at Herefordshire Raceway Ltd. This is to administer the activity you are taking part in. We also use your information when we publish results (name only) on the day or in the event of an incident or accident. Your information is used in these ways to fulfil our agreement with you.
We may ask you for emergency contact and next of kin details which we will only use in an emergency, and which is used for a legitimate interest. You should let the contact and next of kin know that you have given this information to us.
We might use your email information to send you marketing messages, but only if you have agreed that we can do this by giving us your clear consent – and you can change your mind at any time just by letting us know. We will not sell your information to another organisation.
To support our relationship with you we may keep your contact information indefinitely, unless you ask us to delete it.
Sharing your information
We may share you information with medical personnel, our insurers or any other person if we have to comply with a legal obligation. We may also share your limited information with service providers or for press articles but we would always seek you permission before hand.
Our website
When you use our website we do not collect information about you and do not use cookies, unless you use the contact/booking form to send us your details.
The website might contain links to other websites such as partners, and advertisers. If you follow links to other websites please review the privacy policy for each site because we are not responsible for information you share on those sites.
Security for your information
Your information is held securely by us. We have taken all reasonable steps, and have in place appropriate security measures, to protect your information. Your information is not transferred outside the European Economic Area.
Your rights
- You may ask us not to process your information for marketing purposes.
- You are entitled to a copy of the information we hold about you, and to ask us to correct any inaccuracies.
- You may ask us to stop using your information, and to delete it, although we may maintain a skeleton set of your information as required for our own records.
- You may make a complaint to the Information Commissioner (www.ico.org.uk).
Your request for Information
If you wish to see the information or images we hold of you, please send your request by email or in writing to Chris Powell chris@herefordshireraceway.org.uk or to the address as shown. We will aim to deal with your request as promptly as possible within 30 days from the date the request is acknowledged.
