THE HILLCLIMB AND SPRINT ASSOCIATION PRIVACY NOTICE
The Hilllclimb and Sprint Association Ltd (The HSA) respects your privacy and we will only use your information in the way we describe in this notice. When using your information, we aim to be fair and transparent, and to follow our obligations under UK data protection laws. Your information is used for administering Association membership, activities and competitions.
The HSA is the data controller for the purpose of GDPR and the Data Protection Act 2018.
The Association contact for privacy and data is the Membership Secretary who can be contacted via the HSA’s web site contacts page:
Collecting your information
We collect your information when you fill in membership application for the Association, a subscription for Speedscene magazine or renewal forms, championship or competitive event entry forms, other events such as the awards event or buy merchandise . You can give us your information using paper forms or online forms. The information you give us may include your contact details (name, address, telephone number, email address), personal information and identifiers (date of birth, membership number, competition licence number), and other information (vehicle details).
We also collect information when you complete our surveys, provide feedback or reviews or send us enquiries.
When you give us information about another person, such as a child, parent, guardian, or emergency contact you should let that person know that you have given us the information. If you are under 18 years old, we will also ask for information from your parent or guardian.
Using your information
We use your information when you first apply to become a member of The HSA and then to administer and renew your Association membership, and provide you with member benefits. We also use your information when you enter Association events or register for Association activities. For competitions, we will publish some of your information in the entry lists, the results and reports, which will be in the public domain.
Your email address will be used by the Association to contact you with regard to your membership, subscription, championship registration, event application or other enquiry you may make to the Association. Your email address will be used by third party payment organisations should you chose to use on-line payments.
We will sometimes use your contact details to notify you about something connected to the Association or motor sport. You may opt out of receiving notifications by checking the relevant box when you provide your information.
Your information is used in these ways to fulfil our contract with you. We may ask you for emergency contact and next of kin details which we will only use in an emergency, and which is use for a legitimate interest. You should let the contact and next of kin know that you have given this information to us. We might use your information to send you marketing messages by email, but only if you have agreed that we can do this by giving us your clear consent and you can change your mind at any time just by letting us know.
We will not sell your information to another organisation.
To support your lifetime relationship with motor sport and The HSA we may keep your information indefinitely, unless you ask us to delete it.
Sharing your information
We may share your information with the Motor Sports Association as required by its General Regulations for governing motor sport, with other MSA Registered Clubs, with medical personnel, or any other person if we have to comply with a legal obligation. We may also share your information with service providers, for example to print programmes.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or disclosure is required by law. In some instances, however, The HSA may use third parties to process your information (for example, on-line payments) On these occasions, we will require that these third parties comply strictly with our policy and will prohibit the use of your personal information for their own business purposes.
Security for your information
Your information is held securely by us. We will take reasonable precautions to prevent the loss, misuse or unauthorised alteration of information you provide us with through the website.
The HSA uses use a highly regarded and professional hosting service to secure and protect data held on-line. Only a restricted number of HSA officers have access to this information as required to fulfill their duties to the Association.
Communications from us in connection with the website may be sent to you by email. Email is not a fully secure means of communication and we cannot guarantee our emails are free from viruses and other harmful effects, although we do our best to make them as secure as possible.
Your information is not transferred outside the European Economic Area.
Keeping your information
We will only keep information about you for as long as we need to. We have an internal retention policy where there are varying retention periods for different categories of information depending on our legal obligations and whether there is a commercial need, such as answering membership, subscription or registration queries.
After a retention period has elapsed, the data will be deleted.
You may ask us not to process your information for marketing purposes.
You are entitled to a copy of the information we hold about you, and to ask us to correct any inaccuracies. You may ask us to stop using your information, and to delete it, although we may maintain a skeleton set of your information. If you ask us to do this we will not be able to continue our contract with you.
We will be sure to address your concerns. You may make a complaint to the Information Commissioner (www.ico.org.uk).