Privacy policy
Last updated: 19 October 2026. This policy explains how Weald Motor Club uses personal data on this website and in running our events. It is written to meet the UK GDPR and the Privacy and Electronic Communications Regulations (PECR). If you register to marshal, our marshal privacy notice also applies.
1. Who we are
The data controller is Weald Motor Club Limited (company number 02854504), registered office Crombie, Pentwyn Park, Penallt, Monmouth, NP25 4SP. Kellow Associates Limited (company number 10039129, 18 Mermaid Close, Princes Park, Chatham, Kent, ME5 7PT) runs our website, database and email on its own equipment, under a written agreement, and handles your details only on our instructions (it is our “data processor”).
Contact us about your data at privacy@wealdmotor.club, or write to the registered office above. Weald Motor Club is not required to pay the ICO data protection fee, but the UK GDPR applies to us in full.
2. What we collect, why, and our lawful basis
| What | Why | Lawful basis |
|---|---|---|
| Competitor registration: name, address, date of birth, mobile, email, club and Weald membership numbers, Motorsport UK licence number, emergency contact, vehicle make, model and registration, a parent or guardian’s email if you are under 18, the IP address used to register. | To create your Weald ID and website login, to let you enter events, and to run those events safely and in line with the permit and licence rules. | Performance of the contract to enter an event, and legitimate interests (running safe, permitted events). Legal obligation where the rules or insurance require it. |
| Event entries: the driver and navigator, vehicle, class, insurance choice and the declarations you make (age, claims history, licence penalty points), details of your own insurance policy if you use one, entry status. | To process your entry, arrange event insurance, and give the organiser what they need. | Contract, and legitimate interests. Legal obligation where insurance or the permit requires it. |
| Payments: the amount, date and status of what you paid. Your card details go straight to Stripe and we never see or store them. | To take entry fees and insurance premiums, keep accounts and handle refunds. | Contract, and legal obligation (accounting records). |
| Published results, entry lists and championship tables: names, car, class, results and points. Contact details are never published. | The sporting record of the event and the championship. | Legitimate interests. If you would rather not appear, tell us and we will consider it. |
| Marshals and officials: see the marshal privacy notice. | ||
| Website accounts: your login (your Weald ID or email address) and a password, which we store only in scrambled form. | To let you sign in and enter events. | Contract, and legitimate interests (security). |
| Emails we send you: entry confirmations, payment receipts and event messages. We keep a copy of what the site sent. | To confirm what you entered and paid, and to show what was sent if there is a query. | Contract and legitimate interests. |
| Technical data: your IP address and browser details, in server logs and security checks. | To keep the site secure and working. | Legitimate interests. |
| Messages you send us (an email or a form). | To reply to you. | Legitimate interests. |
We do not collect health information and we do not make decisions about you by computer alone. Entering an event is voluntary, but we cannot accept an entry without the details marked as needed for it.
3. Under-18s
If a competitor is under 18, a parent or guardian’s email address is held so we can contact them. Parents and guardians should give their consent to the entry in line with the event rules. Young marshals are registered through a parent or guardian (see the marshal privacy notice).
4. Who we share your details with
- The club organising an event and its officials, who get the entry list, signing-on and insurance sheets, and a list of contact details for that event.
- Insurance: where you choose event cover, the information the insurance scheme needs to provide it.
- Motorsport UK, for permits and licences, where the rules require it.
- Stripe, our payment provider, which handles card payments as an independent controller under its own privacy policy.
- Kellow Associates Limited, our data processor (section 1).
- The public: the names and results described in section 2.
- We do not sell your details. We may disclose them if the law requires it, or to the emergency services in an emergency.
5. Where your data is held and sent
Our website, database, email and backups are on Kellow Associates’ own equipment in the UK, and the fonts the site uses are hosted on the site itself, so visiting our pages does not send your IP address to a font provider. One service runs from the pages you visit: Stripe’s payment script, which may transfer data outside the UK under Stripe’s own safeguards. We do not otherwise send your details outside the UK.
6. How long we keep it
- Competitor registration: while you remain a competitor, then 24 months after your last entry, then deleted unless you ask us to keep it.
- Entries and event records (entry forms, signing-on and insurance records): until the end of the championship season plus 12 months, in case of queries.
- Payment records: 6 years, the usual period for accounting records.
- Results and championship points: kept as the sporting record, name and result only.
- Copies of emails the site sent: 90 days.
- Unfinished or failed entry payments: the entry details held for an attempt that was not completed are deleted after 30 days.
- Accident and incident records: 3 years from the event, and for anyone under 18 at the time until they reach 21.
- Website backups: kept for 30 days and then overwritten, so deleted data can remain in a backup for up to 30 days.
- Web server logs: 14 days.
7. Cookies and similar technologies (PECR)
When you first visit, a banner asks what you agree to. Cookies that are strictly necessary do not need your consent: they keep you signed in, keep forms and payments secure, and remember your cookie choice. We set other cookies only if you agree.
- Strictly necessary: WordPress login and session cookies (only if you sign in), form and payment security, and the cookie that records your choice on the banner.
- Payments: Stripe’s script on our pages helps it detect fraud and may set its own cookies.
- Functional and performance: off unless you accept them in the banner. The banner lists the cookies in each category.
You can change your choice at any time using the cookie settings button, and you can block or delete cookies in your browser.
8. Emails and messages (PECR)
Messages about an entry you have made or an event you are in (confirmations, receipts, reminders, results) are service messages, not marketing, and need no consent. We send promotional or newsletter-style email only if you have ticked a clear box to receive it. The box is never ticked for you, and you can withdraw at any time by using the unsubscribe link or contacting us. We do not send marketing text messages or make marketing calls.
9. 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 object to our use based on legitimate interests. If you gave consent, you can withdraw it at any time. Contact us at the address in section 1. We aim to reply within one month. You can update your own details by signing in, or 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.
10. Changes to this policy
We will update the date above when this policy changes, and tell registered users where the change matters to them.