Introduction

Richmond Motor Club (Yorks) Ltd ("the club") is committed to data protection and data privacy. Since the General Data Protection Regulation (GDPR) became enforceable on 25 May 2018, we have continued to review our club procedures, the way we handle data and the way we use it to provide our services and manage club operations.

We hold personal data on members and officials to manage and administer your membership and events, meet legal obligations and perform vital internal functions. This notice details the personal data we may retain, process and share with third parties relating to your membership, your relationship with us and vital business operations. We are committed to making sure your information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and administrative procedures to safeguard and secure the personal data we hold.

We have issued this notice to describe how we handle personal information that we hold about our members and officials (together referred to as "you"). We respect the privacy rights of individuals and are committed to handling personal information responsibly and in line with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.

If you are in any doubt about this notice, please contact the Club Secretary at secretary@richmondmotorclub.com.

Data We Collect & Why

Information we process because we have a contract with you

When you apply to become a member of the club, enter an event or otherwise agree to our terms and conditions, a contract is formed between you and us. To carry out our obligations under that contract, we must process the information you give us. Some of this information may be personal information.

When you become a member of, or renew your membership with, Richmond Motor Club (Yorks) Ltd you will automatically be registered as an affiliated member of the Auto-Cycle Union (ACU). We will provide the ACU with your personal data, which they will use to give you access to an online portal. If you have any questions about the continuing privacy of your personal data when it is shared with the ACU, please see the ACU's privacy notice on the ACU website.

When you enter competitions, the following information may be collected and shared with other ACU event organisers, ACU Head Office and the ACU Local Centre:

• First name, surname, gender, date of birth and age
• Machine make, model and engine size (cc)
• Class
• Email address, postal address and phone number
• Club and event
• Whether you have a disability (Y/N)

Information we process with your consent

Through certain actions when there is otherwise no contractual relationship between us, such as when you browse our website or social media, or ask us for more information about our events or membership, you give your consent for us to process information that may be personal information.

Sometimes you might give your consent implicitly, for example when you send us an email to which you would reasonably expect us to reply.

Legitimate business purposes

We may also collect and use personal information when it is necessary for other legitimate purposes, such as helping us conduct club business more effectively and efficiently, for example general IT security management, accounting or financial planning. We may also process your personal information to investigate breaches of the law or of our own internal policies.

Legal purposes

We may also use your personal data where we consider it necessary to comply with laws and regulations, including collecting and disclosing personal information as required by law (for example for tax, health and safety, or anti-discrimination laws), under judicial authorisation, or to exercise or defend our legal rights.

Legal Basis for Processing

Our legal basis for collecting and using the personal data described above depends on the personal data concerned and the way we collect it. We will normally collect personal data from you only where we need it to perform a contract with you (that is, to manage the member or official and club relationship), where we have your freely given consent, or where the processing is in our legitimate interests and those interests are not overridden by your own interests or fundamental rights and freedoms. In some cases we may also have a legal obligation to collect personal information from you, or may need it to protect your vital interests or those of another person.

Any processing based on consent will be made clear to you at the time of collection or use. You can withdraw your consent at any time by contacting the Club Secretary at secretary@richmondmotorclub.com.

Who We Share Your Data With

We only allow access to personal data to people who need it to carry out their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we allow a third party to access personal information, we put appropriate measures in place to make sure the data is used in a way that is consistent with this notice, and that its security and confidentiality are maintained.

For example, some personal data will be available to other ACU event organisers, ACU Head Office and the ACU Local Centre. It may also be available to our service providers and to third-party companies who provide our accounting, insurance and training services.

Publication of Event & Competition Results

As a club, we publish the results of our trials and events on our website and social media. Results may include relevant personal information such as your name, age, machine details, class and score. This information may also be used by the press and published in sports columns.

If you do not want your details to be used in this way, please let us know by emailing secretary@richmondmotorclub.com.

Website Cookies

The Richmond Motor Club website uses first-party cookies for Google Analytics only, to collect data about how the website is used. Personal data is not collected. You can read more about this on Google's website.

Links to Other Websites

Our website may contain links to other websites of interest. If you use these links to leave our website, please note that we have no control over those other websites. We cannot be responsible for protecting the privacy of any information you provide while visiting them, and those websites are not governed by this privacy notice. Please take care and read the privacy policy of each website you visit.

Transfers to Third Parties

Third-party service providers

We make certain personal data available to third parties who provide services to us. We do this on a "need to know" basis and in line with applicable data protection and data privacy laws.

Other third parties

We may also share personal data with other third parties:

• To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order or administrative or judicial process
• In response to lawful requests by public authorities (including for national security or law enforcement purposes)
• Where necessary to establish, exercise or defend against potential, threatened or actual legal proceedings
• Where necessary to protect the vital interests of our members, officials or another person
• With your freely given and explicit consent

Data Retention

Personal data will be stored in line with applicable laws and kept for as long as needed to carry out the purposes described in this notice, or as otherwise required by law. Generally, this means your personal information will be kept until the end of your membership or official relationship with us, plus a reasonable period afterwards to respond to club-related enquiries and to comply with legal obligations, including the periods required for accounting and administration, insurance, and health and safety purposes, or to deal with any legal matters.

Please send any questions about data retention, or about our current document retention schedule, to secretary@richmondmotorclub.com.

Your Rights

You may exercise the rights available to you under data protection law, as follows:

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision-making and profiling

We respond to all requests from people who want to exercise their data protection rights in line with applicable data protection laws. You can read more about these rights on the ICO website.

To exercise any of these rights, please contact the Club Secretary by emailing secretary@richmondmotorclub.com.

Issues & Complaints

We try to meet the highest standards when collecting and using personal information, so we take any complaints we receive about this very seriously. If you think our collection or use of information is unfair, misleading or inappropriate, please let us know. We also welcome any suggestions for improving our procedures. Please contact us in writing at Richmond Motor Club (Yorkshire) Ltd, The Old Mill, Low Row, Richmond, North Yorkshire, DL11 6NH, or email secretary@richmondmotorclub.com.

This notice was written with clarity in mind. It does not give exhaustive detail of every aspect of how we collect and use personal information, but we are happy to provide any further information or explanation you need.

If you want to complain about the way we have processed your personal information, you can contact the Information Commissioner's Office (ICO), the statutory body that oversees data protection law, at ico.org.uk/concerns.

Updates to This Notice & Contact Details

We may update this notice from time to time to reflect any necessary changes in our privacy practices. When we do, we will update the version published on our website. Please check this notice regularly so you're aware of the most recent version.

Please send any questions or requests about this notice to the Club Secretary by emailing secretary@richmondmotorclub.com, or in writing to the address above.

Last reviewed: 23 July 2019