Marshal Privacy Notice – Weald Motor Club

Privacy notice: registering to marshal

Last updated: 19 October 2026. This notice explains how Weald Motor Club uses your details if you register to marshal or officiate at an event. It is written to meet the UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

The data controller is Weald Motor Club Limited (company number 02854504), whose registered office is Crombie, Pentwyn Park, Penallt, Monmouth, NP25 4SP. Kellow Associates Limited (company number 10039129, 18 Mermaid Close, Princes Park, Chatham, Kent, ME5 7PT) provides and runs the website and systems for us and handles your details only on our instructions, under a written agreement (it is our “data processor”).

2. What we collect

About you: your name, mobile number, email address, (optionally) your club, your Motorsport UK licence or official ID number, and any marshalling or officiating experience.
Your emergency contact (next of kin): their name and phone number.
About your events: the events you say you are available for, which events you marshalled or officiated at, your role (for example organiser, course opener or closer, marshal), the date you signed on, and any note the organiser adds.
About your account: the login you create (your email address and a password, which we store only in scrambled form), and technical details such as the IP address used when you register or sign in, kept to protect the system from misuse.
We do not ask for health or other sensitive information. Please do not put any on the form. If you want an organiser to know about a medical condition, tell them directly.
Young marshals (under 18): a parent or guardian registers them as part of their own registration and gives each young person’s name and age. We hold only their name and age, and the parent or guardian’s contact and emergency details apply to them.

3. Why we use it, and our lawful basis

To run events safely and keep the officials’ records the sport requires (checking you are registered, signing you on, contacting you about an event you have said you will help at, and keeping a record of who was there). Lawful basis: legitimate interests. The interests are running safe, properly permitted motor sport events and keeping the records they need. You would reasonably expect this when you volunteer.
To tell an event’s organiser that you are available. When you tick an event as available, we send the organiser your name, mobile number and email address. Lawful basis: your consent, given by ticking the event. You can withdraw it by unticking.
To prepare the Motorsport UK signing-on sheet. If an organiser confirms you for an event, we email them the official signing-on sheet pre-filled with your name, mobile number, licence or ID number and emergency contact, for you to sign at the event. It goes out once, at 6pm on the evening before the event. Lawful basis: legitimate interests (running a permitted event, where officials must sign on).
To contact your emergency contact if you are hurt or taken ill at an event. Lawful basis: legitimate interests and, in a life-threatening emergency, vital interests.
To award and publish championship marshalling points for Weald events. Lawful basis: legitimate interests. See section 6 about what is published.
To tell you about other marshalling opportunities (optional). We only do this if you tick the separate box on the form. Lawful basis: your consent. See section 8.
To share your details with other Weald member clubs (optional). We only do this if you tick the separate box on the form, and only to promote and administer motor sport events in the Weald area. Lawful basis: your consent. You can withdraw it at any time.

Giving us your details is voluntary, but we cannot sign you on as a registered marshal without your name and contact details and an emergency contact.

4. If an organiser adds you

An event organiser may give us the name, mobile number, licence or ID number and emergency contact of someone who marshals at their event but has not registered with us (and, for someone under 18, their parent or guardian’s name). We use these details only to complete that event’s signing-on sheet and the championship marshalling record, and keep them for the same period as other event records (the end of the season plus 12 months). The organiser must have told you first. They are not used to contact you about anything else.

5. Your emergency contact

You are giving us another person’s details. Please tell them first, and only give us the details of someone who is happy to be your contact. We use their details only to reach them about you, as described above, and for no other purpose.

6. Who sees your details

Weald Motor Club officers and the small number of people who administer our registrations and results, for the purposes above.
The organising club and clerk of the course for an event you tick as available. We send them your name, mobile number and email address in a daily summary (for a young marshal, their name and age with your mobile number and email as parent or guardian). We do not send your emergency contact when you tick availability. If the organiser confirms you to marshal, we send them the signing-on sheet, which does include your emergency contact (and, for a young marshal, the parent or guardian’s name).
Other Weald member clubs, only if you tick the sharing box. If you agree, other Weald member clubs may receive your name, contact details and marshalling history, and may use them only to promote and administer motor sport events in the Weald area. Each club then looks after the details it receives under its own privacy notice. If you do not tick the box, we do not share your details with clubs other than the club running an event you have signed on for.
Our service provider. Kellow Associates Limited runs our website, database and email on its own equipment and handles your details only on our instructions. We do not use any other company to store your details.
Other people who log in. You can only say you are available for yourself. Only a Weald site administrator can record availability for someone else, for example because you asked them to, and the record shows who made the change.
The public, but only your name and points. The championship tables and results on the website show your name and your marshalling points. They do not show your phone, email or emergency contact. If you would rather not appear, tell us and we will leave your name off.
We do not sell your details, and we do not use them for automated decisions or profiling.
We may disclose details if the law or the Motorsport UK permit conditions require it, or to the emergency services in an emergency.

All your details are stored on Kellow Associates’ own equipment in the UK. We do not transfer them outside the UK.

7. How long we keep it

Your registration details: while you are an active marshal, and then until 24 months after the last event you helped at. After that we delete them, or make them anonymous, unless you ask us to keep them.
Availability ticks: until the end of the championship season plus 12 months.
Event sign-on records (who was there, and in what role): until the end of the championship season plus 12 months, in case of any queries.
Marshalling points and published results: the name and points stay on past results pages as part of the sporting record.
Emergency contact details are removed when your registration is deleted.
Sign-ups you do not confirm by email are deleted after 7 days, web server logs are kept for 14 days, and website backups for 30 days, so deleted data can remain in a backup for up to 30 days.
Accident and incident records: 3 years from the event, and for anyone under 18 at the time until they reach 21.

8. Emails and messages (PECR)

Messages about an event you have signed on for (confirmations, reminders, a request to confirm who attended) are service messages, not marketing, and do not need your consent.
We will only send you promotional or newsletter-style messages (for example, appeals for marshals at other events) if you have ticked the optional box. The box is never ticked for you. You can withdraw at any time by using the unsubscribe link, or by contacting us, and we will stop.
We do not send marketing text messages or make marketing calls.

9. Cookies

The registration form itself does not set any cookies beyond those strictly necessary for the form to work and be secure. Other cookies on this website are controlled by the cookie banner and described in our website privacy policy.

10. Your rights

You can ask us to: see the details we hold about you; correct them; delete them; restrict how we use them; give you a copy in a portable format; and you can object to our use based on legitimate interests. If you gave consent, you can withdraw it at any time. To do any of these, contact us using the details in section 1. We aim to reply within one month. You can also update your own details by contacting us.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.

11. Changes

If we change this notice in a way that matters to you, we will update the date above and, where appropriate, tell registered marshals.

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