1. Why this Privacy Notice is important to ‘You’, ‘Your’.
This Privacy Notice is important because it explains to You how we may use the personal Information We collect and hold about You. Should you have any questions about this Privacy Notice please see the contact details at the bottom of the Notice.
2. UK Data Protection Law.
Throughout this Privacy Notice we will talk about UK Data Protection Law, this predominantly means the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003 as well as the EU GDPR regulations which came into force on 25th May 2018.
3. Who We are – ‘We’, ‘Us’, ‘Our’.
Lotus on Track Ltd is a company registered in England & Wales under company number 05256931. Our registered office is: 24 High Street, Charing, Ashford, Kent, England, TN27 0HX. Lotus on Track Ltd are Data Controllers of the Personal Information held about You and accordingly are registered with the Office of the Information Commissioner (ICO) under the Data Protection Act 1998. Our registration number is ZA244265.
4. Our ethos.
We want this Privacy Notice to be honest, open and transparent because We know that Your privacy, and the protection of Your Personal Information is important to You. We take every reasonable precaution to ensure compliance with UK Data Protection Law. Further information about Your rights under UK Data Protection Law is available from the Office of the Information Commissioners (ICO) Website. If You wish to find out more please visit: www.ico.org.uk We do not want to collect or hold any Personal Information about You that You do not wish or intend to give. That is why it is important that You read this Privacy Notice carefully.
5. What information do You hold about Me?
We may collect the following data about you:
– Information provided by you by filling in forms on our site including the joining form and event booking forms.
– Information provided by you when completing our indemnity forms or incident reports at events.
– If you contact us, we may keep a record of that correspondence.
– Details of transactions you carry out through our site and of the fulfilment of your orders.
– Details of your visits to our website and the resources that you access.
6. Where is Your Personal Information held?
The Personal Information We collect will be held by Us on Our database which is hosted on secure servers based in the European Economic Area (« EEA »). We use a variety of physical and network security technologies and procedures to help protect Your information from unauthorised access, use, or disclosure. We also operate stringent people processes which means that only a limited number of people in our organisation have access to the information contained in the database. We have established procedures to cope with events that happen that are beyond Our control.
7. How do We collect Your Personal information?
We collect Personal Information about You in several ways including the following:
– when You join Lotus on Track Ltd via Our join page;
– when You book an event with Us;
– when You complete Our indemnity or incident forms;
– when You contact us via email;
When You are entering Personal Information onto Our website it is not until You click the submit button that Your Personal Information is transferred to Us. Unfortunately, the internet is not a 100% secure medium and We cannot guarantee or accept any liability for any loss or damages in relation to information that You submit that is lost in transit. Regardless of the way Your Personal Information is collected You have consented to Your Personal Information being passed to Us and that the consent is current. We call this permission Opt-In.
You have the right under UK Data Protection Law to Opt-Out of receiving marketing material at any time and more information is shown about this in section 10 and 11 below.
8. Who do We share Your Personal Information with?
Lotus on Track Ltd will not rent out or sell Your information to any other organisation.
We may also disclose your personal information to third parties:
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If Lotus on Track Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by Lotus on Track Ltd about its customers will be one of the transferred assets.
If we are under a duty to disclose or your personal data in order to comply with any legal obligation or to protect the rights, property, or safety of Lotus on Track Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
9. What do We Use Your Personal Information for? A summary.
We Use Your Personal Information to:
– Administer Our website;
– Enable Your use of the services available on Our website or at an event;
– Send You general and marketing communications/competitions and promotions via email or post;
– Send You email notifications relating to events or products You may have purchased from Us;
– To communicate with You about an enquiry You have made;
– To unsubscribe You from Our databases;
– Provide You with a more personalised service;
– Send You newsletters with news items and blogs from our websites;
10. What if I don’t want to receive any more information from You?
You can opt out anytime from Us holding Your Personal Information on Our database by unsubscribing here. We call this process suppression. This is standard marketing industry practice approved by the ICO and means that just enough information about You is retained to ensure that Your wishes are respected. Suppressing, rather than deleting, Your details has the objective of preventing Your records being reintroduced into Our database in the future. Following suppression of Your details, marketing communications should stop within a maximum period of twenty eight days for electronic communications and two months for postal communications.
11. What other rights do I have?
Under the Data Protection Act 1998 You have the right to know what Personal Information We hold about You on Our database. If You would like to know more about this process and what We need from You to meet Your request please contact us here.
12. Our general disclosure to You.
We will hold information about You on Our database until such time as You ask Us to suppress Your information.
Once You have clicked ‘submit ‘ on Our website You consent to Lotus on Track Ltd, being able to send You communications via post or email until such times as You exercise Your right to unsubscribe from receiving such communications.
We will share information about You with Companies who may have a legal reason to need that information. As example being a circuit if You have an incident.
13. Our Data Retention Policy:
Lotus on Track Ltd will retain Your details for as long as they are valid, accurate and up to date or until such time that You choose to unsubscribe. Where We hold an email address for You We will maintain regular contact and will ensure that You have the opportunity to opt out at least once every six months.
14. IP Addresses and Cookies.
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
Cookies may be used to enable embedded content from external sites, YouTube for example, and/or our advertisers, but we do not have access to them or control over them. The cookies are set by the relevant source website. For more information about these cookies, including how to set your preferences for these cookies, please refer to those websites for more information.
If You wish to disable cookies then You can do so by adjusting Your browser settings although please note that by disabling cookies You may not be able to register with or use all features of Our website.
We may collect IP addresses from Form submissions (registration or contact forms for example) and in this case we will only use this data for identifying and restricting spam or robot submissions to our website.
We may use web beacon technology, as well as other new and evolving technology. A web beacon is an object that is embedded in a web page or an email and is usually invisible to the user but allows checking that a user has viewed the email or page. This can also be used to transfer an individual’s unique user identification to a database and associate the individual with previously acquired information about an individual in a database. We track information related to email and web pages viewed by an individual, such as the hyperlinks clicked on by an individual, whilst viewing a webpage or an email. This usage information will allow us to track and monitor an individuals usage. We use these technologies to determine products or services an individual may be interested in, in order to provide a more relevant and targeted service.
15. The sale or acquisition of Lotus on Track Ltd or its assets.
If Lotus on Track Ltd or any of its assets are acquired by or merged with another entity, your Personal Information may be one of the transferred assets. If We choose to sell or transfer Our assets, We may choose to retain a copy of Your information post sale or merger.
16. Changes to this Privacy Notice.
We will occasionally update this Privacy Notice. We will tell You about these changes by posting a notification at the foot of Our websites. If the changes We make to the Privacy Notice in any way affect Your rights under UK Data Protection Law, especially in relation to how We collect and hold information about You We will contact You to explain the changes and obtain Your permission to do so.
17. Contact Us.
If You have any comments or queries in connection with this Privacy Notice, please contact Lotus on Track Ltd by: Email at firstname.lastname@example.org; or Write to: The Data Protection Officer, Lotus on Track Ltd, Suite 2125, Letraset Building, Wotton Road, Ashford, TN23 6LN.
Privacy Notice – Version 2 – Updated 1st February 2018 – General format update, no changes to the way we collect or use data or to Your rights under UK Data Protection Law.