PRIVACY NOTICE
What we need
Border Ecosse Car Club will be a “controller” of the personal information that you provide to us in this form, unless otherwise stated. When you register as a member of Border Ecosse Car Club or renew your membership (including if you are renewing on behalf of a child under the age of 16), or enter one of our events, we will ask you for the following personal information:
Contact details – name, address, date of birth, e-mail address, and contact phone numbers. Also, any relevant health or medical conditions.
Why we need your personal information – contractual purposes
We need to collect our member’s personal information so that we can manage your membership. We will use our member’s information to provide you with core member services including:
Providing you with your Club Card.
Send you membership communications, e.g. newsletters, by post or e-mail in relation to essential membership services including but not limited to, event details and entry forms, event reports and results, and details of General Meetings.
We need to collect personal information from competitors who enter our Club’s events for administration and safety issues in relation to these events.
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
Why we need your personal information – legitimate purposes
We also process our member’s and event entrant’s personal information in pursuit of our legitimate interests to:
Promote and encourage participation in Motorsport by sending information for upcoming competitions and events. Our competitions may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, educational and development purposes.
Provide competition in Motorsport by accepting and managing entries for our competitions and checking your personal information to ensure you are correctly registered and eligible to compete.
Develop and maintain our member’s qualifications, including sending e-mail communications to members to inform you of upcoming courses, renewal requirements and to verify any mandatory training or PVG requirements.
Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Motorsport. We will use your personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us via the Club Secretary. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Why we need your personal information – legal obligations
We have a legal obligation to look after the Health and Safety of our members and entrants when they are taking part in Club activities.
We are under a legal obligation to process certain personal information relating to our members and entrants for the purposes of complying with our obligations under the PVG (Scotland) Act 2007 to check that our coaches and officials are able to undertake regulated work with children and vulnerable adults.
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we will share your personal information with
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the MSA, Health and Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children.
We may also share your personal information with our professional and legal advisors for the purpose of taking advice.
As an affiliated MSA club we are required to share some of your details with them. When we share your contact details with the MSA they will become controllers of your personal information when they receive it. Their privacy notice explains how they use your personal information and can be accessed at the MSA website.
In the event we do share personal information with external third parties, we will only share such personal information as is strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
We will not share your personal information with any third parties for marketing purposes.
How we protect your personal information
Your personal information will be held securely by us whether stored in physical format or electronic filing system on UK based servers, and is accessed by our officials for the purposes set out above.
How long we keep your personal information
We will only keep your personal information for as long as is necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for six years.
Your rights
You can exercise any of the following rights by writing to the Club Secretary.
Your rights in relation to your personal information are:
You have a right to request access to the personal information that we hold about you by making a “subject access request”.
If you believe that any of your personal information is inaccurate or incomplete, you have the right to request that we correct or complete your personal information.
You have the right to request that we restrict the processing of your personal information for specific purposes.
If you wish us to delete your personal information, you may do so.
Any requests received by Border Ecosse Car Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
BORDER ECOSSE CAR CLUB MEMBERS and ENTRANTS DATA – USAGE AND RETENTION
| Type of personal data | Sensitive ? | Purpose of processing | Potential transfer to third parties | Lawful basis for processing | Grounds for processing sensitive data | Retention period |
| Contact details | No | Membership and event administration | MSA , Insurers, Professional advisors, | Contractual purposes, | N/A | 6 years post- |
| Health & Safety Ex., Disclosure | Legitimate purposes, | membership | ||||
| Scotland, Police Scotland. | Legal obligations. | |||||
| Date of birth | No | Membership and event administration | MSA, Insurers, Professional advisors, | Contractual purposes, | N/A | 6 years post- |
| Health & Safety Ex., Disclosure | Legitimate purposes, | membership | ||||
| Scotland, Police Scotland. | Legal obligations. | |||||
| Emergency contact | No | Health & Safety / Welfare | Emergency / Medical services | Legal obligations | N/A | During |
| membership or | ||||||
| Qualifications / | one year. | |||||
| Training | No | Compliance with SGB rules | MSA, Disclosure | Legitimate purposes, | N/A | 6 years post- |
| Scotland. | Legal obligations. | membership | ||||
| Health issues | Yes | Health & Safety / Welfare | Emergency / medical services | Legal obligations | Duty of care | During |
| membership or | ||||||
| one year. |