Trackrod Motor Club Limited 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 is used for administering club membership, activities and competitions.
Trackrod Motor Club Limited is the data controller for the purpose of GDPR and the Data Protection Act. Our address is 15 Holly Drive, Leeds, LS16 6EF. Our club contact for privacy and data is Andrew Wride, and the contact details are andrew@trackrodmotorclub.co.uk.
Collecting your information
We collect your information when you fill in membership application or renewal forms, when you volunteer, live close by, on or are potentially affected by an event route, enter or buy a ticket to spectate on a competitive event run by us and when you provide goods and/or services to us. You can give us your information using paper forms, verbally, via email or online forms, we may use a third-party entry or ticketing provider. The information you give us may include your contact details (name, address, telephone number, email address), personal information and identifiers (date of birth, membership number, competition/marshal licence number), and other information (vehicle details).
When you make a payment to us we only use the banking data you provide to complete the transaction. You may also provide banking data for us to pay you for goods and/or services, provide you a refund or reimburse expenses which you incurred on behalf of the club. We do not retain any of your banking details once your payment has been processed. 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 18 years old, we will also ask for information from your parent or guardian.
Using your information
We use your information when you first apply to become a member of Trackrod Motor Club Limited and then to administer and renew your club membership, and provide you with member benefits. We also use your information when you enter, spectate or volunteer on club events, to pay you for goods and/or services and notify residents and organisations potentially affected by our events. For competitions, we will publish some of your information in items such as the programme and the results, which will be in the public domain. Your information is used in these ways to fulfil our contract 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. Other than required for legal accounting purposes we will not retain any information you have provided us on your bank account details. We might use your information to send you marketing messages by email, 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 without your prior consent.
To support your lifetime relationship with motor sport and Trackrod Motor Club Limited we may keep your information indefinitely, unless you ask us to delete it.
Sharing your information
We may share your information with the Motor Sports Association (MSA) as required by its General Regulations for governing motor sport, with other MSA Registered Clubs, with medical personnel, or any other person if we have to comply with a legal obligation. We may also share your information with service providers, for example to print programmes.
Our website
When you use our club website we may collect information about you, in particular your IP (Internet Protocol) address, by using cookies. We use this information to improve your web experience. Cookies help us to recognise you when you return to the website, and they may also help you to login securely to our web-based services, including on line entry and payment. For more detail about how we use cookies please go to our Cookie Policy [https://www.trackrodmotorclub.co.uk/cookies-policy/].
The club website might contain links to other websites such as online entry and payment sites, 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 may be transferred within the European Economic Area or United States (only with companies that comply with the EU-U.S. Privacy Shield Framework).
Your rights
- You may ask us not to process your information for marketing purposes.
- you are entitled to a copy of your information in machine readable form, to be received by yourself or another organisation of your choice. You are entitled to a to ask us to correct any inaccuracies.
- You may ask us to stop or restrict our use of your information, and to delete it, although we may maintain a skeleton set of your information. If you ask us to stop using your information or delete it, we will not be able to continue our contract with you.
- You may make a complaint to the Information Commissioner (www.ico.org.uk).
This privacy notice was last updated on 24 May 2018, and we will communicate any changes to you.