Privacy Policy

Effective date: 17-08-2026 Review date: 16-08-2027 Version: 1.0

1. Introduction

North Wales Car Club ("NWCC", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information relating to our members, competitors, marshals, officials, volunteers, event participants, spectators, sponsors, suppliers and visitors to our website and social media platforms.

NWCC processes personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We aim to collect only information that we need, use it fairly and transparently, keep it secure and retain it only for as long as necessary.

2. Who is responsible for your information?

North Wales Car Club is the data controller for personal information that it collects and uses for its own purposes.

North Wales Car Club Address: Junction

Community Club.Victoria Drive, Llandudno Junction, Conwy , LL31 9

Privacy/Data Protection contact:

NWCC is not currently required to appoint a statutory Data Protection Officer unless its processing activities change so that an appointment becomes necessary.

3. What personal information do we collect?

Depending on your relationship with NWCC, we may collect:

• Name and contact details
• Postal address
• Telephone number
• Email address
• Date of birth
• Motorsport UK licence details
• NWCC membership details
• Competition entry information
• Vehicle and competition vehicle details
• Competition numbers
• Emergency contact and next-of-kin information
• Information relating to your role as a marshal, official or volunteer
• Payment and transaction information
• Information required for event administration and safety
• Photographs and video recordings
• Information provided through correspondence with the Club
• Website and social media interaction information

Where necessary for the safe organisation of motorsport events, we may also process limited special category information, such as medical or accessibility information.

We will only collect such information where there is an appropriate lawful basis and where it is necessary for the relevant purpose.

4. How do we collect your information?

We may collect information:

• Directly from you when you join the Club
• When you enter or participate in an event
• When you volunteer as a marshal or official
• When you contact the Club
• Through Club membership or event forms
• Through online entry systems
• Through Motorsport UK systems
• From event organisers, officials or other authorised organisations where necessary
• Through our website
• Through social media platforms
• From publicly available information where appropriate

Where information is obtained from another organisation or source, we will provide appropriate privacy information where required by law.

5. Why do we use your information?

We may use personal information to:

Club administration

• Manage NWCC membership
• Communicate with members
• Maintain membership records
• Organise Club meetings and activities
• Administer payments and subscriptions

Motorsport events

• Process competition entries
• Organise events
• Allocate competition numbers
• Manage marshals, officials and volunteers
• Produce entry lists and event documentation
• Manage timing, results and classifications
• Communicate important event information
• Deal with incidents, complaints or investigations
• Meet Motorsport UK requirements
• Meet insurance, safety and regulatory requirements

Safety and emergency purposes

• Contact emergency contacts where necessary
• Assist emergency services
• Deal with accidents or incidents
• Manage medical or accessibility requirements where necessary
• Protect participants, officials, volunteers and members of the public

Communications

• Send Club notices and information
• Send information about events
• Communicate with members, competitors, marshals and volunteers
• Provide information about Club activities

Promotion and publicity

• Publish event results
• Publish reports and photographs
• Promote NWCC and its events
• Publicise future events and Club activities
• Share appropriate event photographs and videos on our website and social media

6. Our lawful bases for processing

Depending on the circumstances, NWCC will rely on one or more of the following lawful bases:

Contract – where processing is necessary to provide Club membership or administer an event or other service you have requested.

Legal obligation – where we are required to process information to comply with a legal obligation.

Legitimate interests – where processing is necessary for the legitimate operation and administration of NWCC, the organisation of motorsport events, communication with members and participants, safety, security and promotion of the Club, provided that these interests are not overridden by your rights.

Consent – where we ask you to provide consent, for example for certain marketing activities or specific uses of photographs or information.

Vital interests – where processing is necessary to protect someone's life or prevent serious harm, such as dealing with an emergency at a motorsport event.

Where we rely on consent, you may withdraw that consent at any time.

7. Motorsport UK

NWCC is a motorsport club and may need to share relevant information with Motorsport UK and other organisations involved in the regulation, administration, insurance or safe running of motorsport events.

This may include information such as:

• Competitor details
• Licence information
• Event entry information
• Results
• Incident information
• Officials and marshal information

Motorsport UK has its own Privacy Policy explaining how it processes personal information.

8. Who might we share your information with?

Where necessary and appropriate, we may share personal information with:

• Motorsport UK
• Event venues and landowners
• Event organising teams
• Timing and results providers
• Event officials and marshals
• Emergency services
• Medical and recovery providers
• Insurance companies and brokers
• Local authorities
• Police or other regulatory authorities
• Professional advisers
• IT and website service providers
• Payment providers
• Event sponsors where appropriate
• Other organisations where sharing is necessary to organise or administer an event

We will not sell your personal information.

We will only share information where there is a legitimate reason and appropriate lawful basis for doing so.

9. Competition results and public information

Motorsport events are public sporting events and certain information may need to be published.

This can include:

• Competitor name
• Competition number
• Vehicle
• Class
• Club
• Position
• Stage times
• Overall results
• Penalties or exclusions where applicable

Results may appear in event programmes, results publications, websites, social media and other motorsport publications.

This type of publication is an important part of administering and reporting motorsport events and may be carried out on the basis of NWCC's legitimate interests and its obligations within the motorsport regulatory framework.

10. Photography and video

Photography and video recording may take place at NWCC meetings and motorsport events.

Images and recordings may be used for:

• Event reports
• Results and event documentation
• Club publicity
• Website content
• Social media
• Promotional material
• Motorsport news and publications

Because motorsport events are public sporting events, it may not always be practical to obtain individual consent from every person appearing incidentally in an event photograph or video.

Where photography or video is being undertaken for a specific purpose that requires consent, we will seek consent where appropriate.

If you have a particular concern about an image or recording, please contact NWCC using the details above.

11. Children and young people

NWCC may process information relating to competitors or participants under the age of 18.

Where required, we will obtain appropriate information and permissions from a parent or guardian and take additional care when handling children's personal information.

Information relating to children will only be used for legitimate Club, event, safety, regulatory or promotional purposes as appropriate.

12. Keeping your information secure

NWCC takes reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Destruction
• Damage
• Unauthorised disclosure
• Unauthorised alteration

Access to personal information will be restricted to people who need it for legitimate Club or event purposes.

13. How long do we keep your information?

We will retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Retention periods will depend upon the type of information and why it is required.

For example:

• Membership information will normally be retained while you are a member and for a reasonable period afterwards.
• Event entry and results information may be retained for longer because of the historical and regulatory nature of motorsport records.
• Financial records will be retained for the period required by applicable financial and tax legislation.
• Accident, incident, insurance or legal records may be retained for as long as reasonably necessary to deal with potential claims or legal obligations.
• Marketing information will be removed or suppressed when you unsubscribe or when it is no longer required.

We will periodically review information held by the Club and securely delete or destroy information that is no longer required.

14. Your data protection rights

Subject to certain legal conditions and exemptions, you may have the right to:

• Request access to your personal information
• Ask us to correct inaccurate or incomplete information
• Request deletion of your information
• Ask us to restrict how we use your information
• Object to certain processing
• Request transfer of certain information to another organisation
• Withdraw consent where we rely on consent

Not all rights apply in every circumstance. For example, information that NWCC is required to retain for legal, regulatory, safety or legitimate purposes may not be capable of being deleted immediately.

The ICO requires privacy information to explain individuals' rights and how they can exercise them.

15. How to exercise your rights

If you want to exercise any of your data protection rights, please contact:

North Wales Car Club

Please provide enough information to allow us to identify you and understand your request.

We may need to verify your identity before releasing or changing personal information.

16. Marketing communications

NWCC may contact members and participants about Club activities, events, meetings and other matters connected with the Club.

Where marketing communications require consent, we will obtain appropriate consent.

You can ask us to stop sending marketing communications at any time by contacting us or using the unsubscribe facility where one is provided.

17. Website and cookies

Our website may use cookies or similar technologies.

Cookies may be used to:

• Make the website function correctly
• Remember preferences
• Understand how visitors use the website
• Improve website performance
• Provide relevant website functionality

Where non-essential cookies require consent, we will provide an appropriate mechanism for visitors to accept or reject them.

The ICO advises that website visitors should be informed about cookies and that non-essential cookies generally require consent.

18. Social media

NWCC may operate social media accounts, including platforms such as Facebook and Instagram.

When you interact with our social media pages, the relevant platform may also collect and process your personal information under its own privacy policy.

NWCC is not responsible for the privacy practices of third-party social media platforms.

19. Data breaches

If NWCC becomes aware of a personal data breach, we will assess the incident and take appropriate steps to contain and investigate it.

Where legally required, we will notify the Information Commissioner's Office and/or affected individuals.

20. Complaints

If you have concerns about how NWCC has handled your personal information, please contact us in the first instance so that we can investigate the matter.

You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)

The ICO is the UK's independent supervisory authority for data protection.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, Motorsport UK requirements, Club activities, technology or the way we process personal information.

The latest version will be made available through the NWCC website or other appropriate Club communication channels.

The ICO recommends regularly reviewing privacy information and updating it before introducing new uses of personal information.

22. Contact

If you have any questions about this Privacy Policy or how NWCC handles your personal information, please contact:

North Wales Car Club Privacy/Data Protection Contact: Dave Thomas Chairperson

Policy approved by: North Wales Car Club Committee Date approved 17-08-26