1. Our commitment to your privacy

We are committed to keeping the personal details of our members and customers safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.
Any references to the Club, or to ‘we’ or ‘us’ refer to the C1 Racing Club Limited.
We use three key definitions to describe people mentioned in this policy. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights
(www.ico.org.uk)

  • Data subject: this is you, one of our members or customers. As the data subject, we respect your right to control your data.
  • Data controller: this is us, the C1 Racing Club Limited. With your permission, we determine why and how your personal data is used (as outlined in this policy).
  • Data processor: this is a person, or organisation, who processes your data on our behalf, with your permission. For example, this might be a mailing house who sends your membership magazine to you, on our behalf (due to the size of our organisation, it’s more cost-effective to outsource ad-hoc and large-scale tasks like this).When we work with other organisations or individuals in this way, we always set up a written contract with them to protect your data. The third parties we work with at no point ‘own’ your data, so you will never hear from them independently and they will always delete your
    data from their systems when they have completed the task in hand. We always send your data to partner organisations securely, to minimise the risk of it being intercepted by unknown individuals and/or organisations.

We will never sell your personal data.
Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact our Data Controller:
Office Manager, C1 Racing Club Limited, Grays Green Farm, Breach Hill Farm, Chew Stoke, Bristol, BS40 8YD
Telephone:  01275 331 810
Email:  enquiries@c1racing.club
Our offices hours are Monday to Friday 9am to 5pm.

2. Why do we collect your personal data?

We use your personal data to keep in touch with you and to allow race entries to be made with the British Automobile Racing Club (BARC).
We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.

a) To administer your C1 Racing Club membership

We collect your personal data to administer your membership, which may involve:

  • Sending you your membership welcome pack when you first join us.
  • Processing your Direct Debit subscription payments, if you have set this donation process up with us.
  • Sending you your membership renewal letter.
  • Getting in touch should there ever be any issues processing your subscription payment.

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.

b) To send you items purchased from our online shop, including event bookings

We collect your personal data to send you:

  • items you have purchased from our online shop
  • information about events you have booked onto

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.

c) To send you information about our club and ask for your opinion

We also collect your personal data so that we can send you information about our club that we feel will be of interest to you. This includes your membership newsletter, events, campaigning, volunteering opportunities, membership, services, products, newsletter requests, feedback, competitions and other activities, as well as information about other carefully selected organisations that we work in partnership with. From time to time, we may also use your personal data to ask for your opinion about our club.
This information is in addition to that outlined in sections a) and b) and is defined as ‘direct marketing’ by the ICO.

When your membership has ended

Unless we hear from you directly, we will continue to send you information about our club for up to 12 months after your membership has ended. This is just in case your membership was cancelled accidentally, by for example changing your bank account details, and you wish to update your details with us.
Your personal data also helps us to get to know you better and to develop a ‘profile’ of you on our secure membership database. This ‘profile’ enables us to send you the information listed above in a timely and relevant way, to suit you. For example, keeping track of the races you’ve entered helps us to send you information about future race events that we feel you would like to hear about.
As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:

i.    Legitimate interest

This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests.
We use legitimate interest to send you the information listed above by post or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).

ii.    Opt-in consent

This is where you have given us express permission to contact you by particular communication channels. We use opt-in consent to send you the information listed above by email, text message (SMS) or telephone (if you are registered with the Telephone Preference Service)

We respect your right to update the way we get in touch with you about our club at any time.

3. What kind of personal data do we collect? How do we collect it?

a) Basic information

We will usually collect basic information about you, including your name, postal address, telephone number and email address.
Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email. Occasionally we obtain information, such as your telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

b) Membership information

We also collect information about you that allows us to complete a race entry with BARC. This will include:

  • information about your race licence.
  • Information about any reportable medical conditions that have to be declared to race organising clubs as required by the Motor Sports Association (MSA).
  • A passport style photograph of your head and shoulders. This is printed on your membership card so that we can identify who a membership card belongs to.
  • The contact details of your nominated next of kin. This is used in the event of you being involved in an accident.

Sometimes we will collect other information about you such as your date of birth and gender. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission.
Once again, most of the time we collect this data from you directly.
Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us:

  • Make our website work as you’d expect
  • Remember your settings during and between visits
  • Improve the speed/security of the site
  • Allow you to share pages with social networks like Facebook
  • Continuously improve our website for you

For more information on our Cookies Policy, please click here.

c) Sensitive personal data

We do collect and store sensitive personal data (such as information relating to health) about members. We will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.
We may also collect sensitive personal data if you have an accident or injury at a Club race meeting or event. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

4. How do we store your data?

a) Security

All of the personal data we process is processed by our staff in the UK. However, for the purposes of IT hosting and maintenance your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.

b) Payment security

All electronic C1 Racing Club forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
If you use a credit or debit card to purchase a membership or purchase something online we will pass your credit card details securely to our payment provider (Stripe or PayPal). We do not store details of your payment card on our servers.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.

c) Data retention policy

We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold and delete what is no longer required.

5. Your rights

We respect your right to control your data. Your rights include:

a) The right to be informed

This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please
contact us.

b) The right of access

If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month.

c) The right to rectification

If we have captured information about you that is inaccurate or incomplete, we will update it.

d) The right to erase

You can ask us to remove or randomise your personal details from our records.

e) The right to restrict processing

You can ask us to stop using your personal data.

f) The right to data portability

You can ask to obtain your personal data from us for your own purposes.

g) The right to object

You can ask to be excluded from marketing activity.

h) Rights in relation to automated decision making and profiling

We respect your right not to be subject to a decision that is based on automated processing.
In addition to the rights above, at any time you also have the right:

  • To change your preferences on how the Club communicates with you
  • Withdraw any prior permissions or consents you have given us to process your data
  • Lodge a complaint with the Club or the supervisory authority (the Information Commissioner’s Office)

For more information on your individual rights, please see the Information Commissioner’s Office.

6. Making a complaint

C1 Racing Club wants to exceed your expectation in everything we do. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again.
We take complaints very seriously and we treat them as an opportunity to develop our approach. This is why we are always very grateful to hear from people who are willing to take the time to help us improve.
Our policy is:

  • To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint.
  • To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.
  • To make sure everyone in our organisation knows what to do if a complaint is received.
  • To make sure all complaints are investigated fairly and in a timely way.
  • To make sure that complaints are, wherever possible, resolved and that relationships are repaired.
  • To learn from complaints and feedback to help us to improve what we do.

If you wish to complain on how we handle or have handled your personal data you can contact our Data Controller who will investigate your complaint.
Office Manager, C1 Racing Club Limited, Grays Green Farm, Breach Hill Farm, Chew Stoke, Bristol, BS40 8YD
Telephone:   01275 331 810
Email:   enquiries@c1racing.club
Our offices hours are Monday to Friday 9am to 5pm.
If you are not satisfied with our response to your data handling complaint or believe we are not processing your personal data in accordance with the law you can escalate your complaint to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk

Confidentiality

All complaint information will be handled sensitively, in line with relevant data protection requirements.

Responsibility

Overall responsibility for this policy and its implementation lies with the Chairman.

7. Leaving our website

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party.

8. Get in touch

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us:
Office Manager, C1 Racing Club Limited, Grays Green Farm, Breach Hill Farm, Chew Stoke, Bristol, BS40 8YD
Telephone:   01275 331 810
Email:   enquiries@c1racing.club
Our offices hours are Monday to Friday 9am to 5pm.
We update this policy periodically.
Last updated:  May 2018