1. Who we are
Raceworld Ltd is responsible for deciding how and why your personal information is used.
Unit 4, Greendale Business Park
Sidmouth Road
Woodbury Salterton
Devon
EX5 1EW
Registered in England and Wales under company number 02997598.
In this policy, “Raceworld”, “we”, “us” and “our” refer to Raceworld Ltd.
2. About this policy
This policy explains how we collect, use, store and share personal information when you:
- visit our website;
- make an enquiry or booking;
- attend or participate in an event;
- purchase a gift voucher or another product;
- enter a competition or championship;
- communicate with us;
- submit a complaint or feedback;
- apply to work with us;
- work for or provide services to Raceworld; or
- otherwise interact with Raceworld.
Our separate Cookie Policy explains how cookies and similar technologies are used on our website.
3. Information we collect
The information we collect depends on how you interact with us.
Identity and contact information
This may include your name, postal address, email address, telephone number, date of birth and emergency contact information.
Booking and participation information
This may include booking and event information, driver registration details, attendance records, lap times, race and championship results, preferences, relevant communications and information needed to confirm eligibility. Where a participant is under 18, we may also collect information about their parent, guardian or responsible adult.
Payment and transaction information
This may include details of bookings, purchases, gift vouchers, refunds and payment status. Card payments may be handled by a payment provider. Raceworld does not normally retain complete payment-card details.
Safety, accident and incident information
We may collect information needed to manage safety, comply with health and safety obligations, investigate accidents or incidents, administer insurance matters, respond to complaints, or establish, exercise or defend legal claims. This may include health information where necessary to protect a participant’s safety or respond to an accident or incident.
Communications
We may retain emails, website enquiry forms, telephone notes, complaints, feedback, correspondence, social-media messages and other communications with Raceworld.
Marketing preferences
This includes whether you have agreed to receive marketing, how you prefer to be contacted and records of requests to unsubscribe.
Website and technical information
When you use our website, we may collect your IP address, browser and device information, operating system, pages visited, approximate location, referral source and information about how the website is used. More information is provided in our Cookie Policy.
Recruitment and employment information
If you apply to work for Raceworld, work for us or provide services to us, we may collect your CV and application, employment and education history, references, interview and assessment notes, right-to-work information, availability, contact details, employment records, and performance, conduct and attendance information. Additional privacy information may be provided where appropriate.
4. How we receive your information
We may receive personal information:
- directly from you;
- from someone making a booking on your behalf;
- from a parent, guardian or responsible adult;
- from an employer, school, organiser or group leader;
- through our website, booking, event registration, timing and customer-management systems;
- from payment, email and communications providers;
- from recruitment agencies or referees;
- from publicly available sources; or
- where permitted by law, from insurers, professional advisers, authorities or other organisations.
If you provide information about another person, you should make sure they understand that their information will be given to Raceworld and how it may be used.
5. How and why we use personal information
We may use personal information to:
- answer enquiries and provide customer support;
- create, administer and fulfil bookings;
- register participants and operate races, events, competitions and championships;
- provide lap times, results and related services;
- take payments, issue refunds and maintain financial records;
- verify age, eligibility or authority where necessary;
- protect the health and safety of participants, visitors and staff;
- manage accidents, incidents, complaints and insurance matters;
- prevent fraud, misuse and unlawful activity;
- administer gift vouchers, promotions and competitions;
- communicate important information about a booking or event;
- improve our services, website and customer experience;
- send marketing where permitted;
- recruit and manage employees, workers and contractors;
- establish, exercise or defend legal claims;
- comply with legal, regulatory, insurance and safeguarding obligations; and
- protect Raceworld, its customers, staff, visitors and property.
We will not use personal information for an incompatible new purpose without first considering whether further notice or consent is required.
6. Our lawful bases
Contract
Processing may be necessary to provide a booking, event, gift voucher, product or other service you have requested, or to take steps at your request before entering into a contract.
Legal obligation
We may process information to comply with legal duties relating to taxation, accounting, employment, health and safety, insurance, safeguarding, or lawful requests from courts, regulators or public authorities.
Legitimate interests
We may process information where reasonably necessary for Raceworld’s legitimate business interests or those of another organisation, provided those interests are not overridden by your rights. These interests include operating and improving our business, administering bookings and events, maintaining participation and insurance records, providing customer service, protecting people and property, investigating complaints, preventing fraud, managing recruitment and employment, and establishing or defending legal claims.
Consent
We rely on consent where the law requires it, including for certain electronic marketing. You may withdraw consent at any time. Withdrawal does not affect processing that took place beforehand.
Vital interests
In an emergency, we may process information where necessary to protect someone’s life or physical safety.
Special-category information
Where we process health or other special-category information, we will also identify an additional legal condition. Depending on the circumstances, this may include explicit consent, employment and social-protection obligations, vital interests, substantial public-interest conditions, or establishing, exercising or defending legal claims.
7. Children’s information
Children and young people may participate in Raceworld activities. We only collect their information where reasonably necessary to administer participation, confirm eligibility, provide services, communicate with a responsible adult, manage safety, maintain participation and insurance records, respond to an accident or incident, or comply with legal, safeguarding and insurance obligations.
Depending on the child’s age and circumstances, we may require information or authorisation from a parent, guardian or responsible adult. We do not knowingly use children’s personal information for behavioural advertising.
8. Use of artificial intelligence
Raceworld uses ChatGPT Plus, an artificial-intelligence service supplied by OpenAI, to assist authorised staff with administrative and analytical work.
We may use ChatGPT to draft or summarise correspondence; organise and analyse business information; identify themes in customer communications; assist with customer-service and complaint analysis; consider staff or employment matters; review job applications and recruitment information; and prepare suggested content, responses or courses of action.
This may involve limited personal information about customers, complainants, staff or job applicants. An AI-assisted assessment may influence how a matter is investigated, prioritised or presented to the person responsible for making a decision.
Human review and decisions
ChatGPT provides suggestions and analysis only. It does not make final decisions for Raceworld. A suitably authorised person must review the source information, check the accuracy and context of AI-generated material, correct errors, avoid unsupported assumptions and make the final decision.
We do not make decisions producing legal or similarly significant effects solely through automated processing. You may contact us to ask about human review, correct an inaccurate assessment, provide additional information, express your point of view or challenge a decision.
Information excluded from ChatGPT
Raceworld staff must not submit:
- information about children;
- medical or health information;
- accident or incident reports;
- payment-card or bank-account details;
- identity documents;
- criminal-offence information;
- safeguarding information; or
- other sensitive or special-category personal information.
Information must be limited to what is reasonably necessary. Names, contact information and other direct identifiers should be removed or replaced wherever practicable. If information cannot be used safely without excluded or unnecessary personal information, ChatGPT must not be used for that task.
Model improvement
Raceworld disables the ChatGPT setting that permits conversation content to be used to improve OpenAI’s models. Staff must not deliberately opt into model improvement, provide conversation feedback containing Raceworld personal information or otherwise authorise OpenAI to use Raceworld content for model training.
ChatGPT retention
Raceworld reviews and deletes ChatGPT conversations containing Raceworld business information within six months. After deletion, OpenAI may retain limited information for an additional period where required for security, fraud prevention, legal compliance or other purposes described in OpenAI’s privacy information.
Raceworld currently uses a personal ChatGPT Plus account. Information supplied to the service is handled under OpenAI’s terms and privacy policy for individual users and may be processed outside the United Kingdom.
9. Marketing
We may send information about Raceworld events, services, offers or products where you have consented or another lawful electronic-marketing exception permits us to do so.
You can unsubscribe at any time using the link in a marketing email, by emailing race@raceworld.info, or by contacting us using the details in this policy.
Unsubscribing will not prevent necessary messages about a booking, transaction, event, safety matter, enquiry, complaint or requested service. We do not sell personal information to third parties for their own marketing.
11. International transfers
Some suppliers, including Clubspeed, Microsoft, SendGrid and OpenAI, may process personal information outside the United Kingdom.
Where information is transferred internationally, we consider safeguards required by UK data-protection law. Depending on the destination and provider, these may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, another legally recognised safeguard, and additional organisational or technical measures.
You may contact us for further information about safeguards applying to a particular transfer.
12. How long we keep information
We retain personal information for as long as reasonably necessary for the purposes for which it was collected.
This includes where necessary to provide and administer services; maintain booking and participation records; meet contractual, accounting or taxation requirements; comply with health and safety, safeguarding and employment obligations; satisfy insurers’ requirements; administer an insurance matter; investigate a complaint, accident or incident; establish, exercise or defend a legal claim; or comply with another legal or regulatory requirement.
The appropriate period depends on the nature and sensitivity of the information, its purpose, applicable legal and insurance requirements, when a complaint or claim could arise, whether it concerns a child, whether a matter remains ongoing, and the risks associated with retaining or deleting it.
Booking, participation, registration, correspondence, complaint, safety and related customer records may be retained for longer where required for insurance or legal claims. Accident, incident and insurance records may be retained for the applicable legal limitation period and until related matters are finally resolved.
Records involving children may need to be kept longer because a relevant legal limitation period may not begin until the child reaches adulthood. Financial and transaction records are kept as required by taxation, accounting and other laws. Recruitment and employment information is kept as reasonably necessary for recruitment, employment administration, legal obligations and potential claims.
When personal information is no longer required, we will securely delete or anonymise it. We may retain anonymised information that can no longer identify an individual.
13. Security
We use reasonable organisational and technical measures designed to protect personal information against accidental loss, unauthorised access or disclosure, alteration, misuse and destruction.
Measures may include limiting access to authorised personnel, password and account protection, staff policies and instructions, secure systems, appropriate encryption, backups, supplier reviews and security-incident procedures.
No internet or storage system can be guaranteed completely secure. If a personal-data breach occurs, we will assess it and notify affected people and the Information Commissioner’s Office where required by law.
14. Your data-protection rights
Depending on the circumstances, you may have the right to:
- be informed about how your information is used;
- request access to it;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information;
- ask us to restrict its use;
- object to processing based on legitimate interests or direct marketing;
- receive certain information in a portable format;
- withdraw consent; and
- challenge a decision made solely through automated processing.
These rights are not absolute. Legal, insurance, safety or claims-related requirements may allow or require continued retention or processing. For example, deletion may not apply to information required for insurance, taxation, health and safety, legal claims or another legal obligation.
To exercise a right, email race@raceworld.info or write to the address in section 1. We may ask for information to confirm your identity and locate relevant records. We normally respond within one month, although the law may permit additional time for complex or numerous requests.
15. Complaints
Please contact us first if you have concerns so that we can investigate. You also have the right to complain to:
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
16. Third-party websites
Our website may link to websites operated by other organisations. Their collection and use of information are governed by their own privacy policies. Raceworld is not responsible for the privacy practices of independent third-party websites.
17. Changes to this policy
We may update this policy when our services, systems, suppliers, working practices or legal obligations change. The latest version will be published on our website with its revision date.
Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected people.
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