Privacy Policy

01Who we are

Shenington Kart Racing Club Ltd ("the Club", "we", "us") runs kart race meetings and practice at Shenington Circuit, Edgehill Airfield, and operates this website. We are the data controller for the personal information described in this policy.

The Club is affiliated to Motorsport UK and the ABKC, and organises events under Motorsport UK regulations. Where Motorsport UK collects information directly from you (for example when you apply for a competition licence), it acts as its own data controller, and its own privacy notice applies.

02Information we collect

We only collect what we need to run the Club, organise safe race meetings and meet our obligations to Motorsport UK. Depending on how you deal with us, that may include:

Membership and race entries

• Name, date of birth, postal address, email address and telephone number
• Membership type and status, and membership or entry payment records
• Competition licence details, race number, class, chassis and engine details, transponder number
• Entrant, team, parent or guardian details where the competitor is under 18
• Emergency contact details
• Relevant medical information you or your licence declaration provides, so that our medical team can treat you safely at an event

Marshals, officials and volunteers

• Name, contact details and emergency contact
• Licence, grade, training records and post allocations
• Attendance records, signing-on records and expenses information

Enquiries and correspondence

• Anything you send us by email, contact form, phone or social media, and our replies

Website and app use

• Technical information such as IP address, browser and device type, pages viewed and referring page
• Push notification subscriptions, if you choose to enable race day alerts
• Your cookie preferences

On-site and broadcast

• Timing and lap data recorded by transponder during practice and racing
• Signing-on, scrutineering, incident, penalty and appeal records
• Photographs, video footage and live stream coverage taken at events, and images from the circuit webcam
• Commentary and on-screen graphics naming competitors during broadcasts

03Why we use it, and our lawful basis

Under UK GDPR we must have a lawful basis for every use of your information. Ours are set out below.

Where we rely on legitimate interests, we have considered whether our interests are outweighed by your rights and freedoms. You can ask us for the details of that assessment, and you can object. See your rights.

04Children and young drivers

Karting starts young, and a significant number of our competitors are under 18. We take particular care with their information.

• Membership and entries for a competitor under 18 must be made by a parent or guardian, who provides their own contact details alongside the driver's.
• We publish a young driver's name, race number, class and results in the same way as any other competitor, because that is how competition is recorded and championships are decided.
• We do not publish a young driver's address, date of birth, telephone number or email address.
• We do not send marketing directly to anyone under 16. Marketing consent is given by a parent or guardian.
• Photography and filming at events includes young drivers on track and in the paddock. If you are a parent or guardian and have a specific concern, please contact us and we will discuss what we can reasonably do.

05Results, timing and lap records

Timing and results are the public record of a race meeting. When you compete at Shenington, your name, race number, class, lap times, finishing positions, championship points and any penalties will be published on this website and on our timing partner's platform, and may appear in event documents, bulletins and championship tables.

Results, lap records and historical archives are kept indefinitely as a record of the Club's history. If you object to your name appearing in a current published result, contact us and we will consider your request, although we may need to keep the underlying record for the integrity of the championship.

06Photography, video and live streaming

Every championship round is streamed live on YouTube with multi-camera coverage, produced for the Club by our broadcasting partner. Still photography and video are also taken at events by the Club, official photographers and media.

• By entering the circuit as a competitor, entrant, team member, official or spectator, you should expect that you may be filmed or photographed.
• Footage and images are used for live coverage, highlights, race review, social media, the website, event documents and Club promotion, and may be retained in our archive.
• Broadcasts are hosted on YouTube and remain available after the event. Once published there, YouTube's own terms and privacy policy also apply.
• If you would prefer not to be featured in promotional material, tell us before or during the event and we will do what we reasonably can. We cannot remove individuals from wide shots of on-track action or a live broadcast that has already gone out.

07At the circuit

Signing on

Everyone competing or working at an event signs on. Signing-on records are kept as part of the event record and are made available to Motorsport UK and, where required, to insurers or investigating authorities.

Webcam

The circuit webcam shows general conditions at the venue. It is not used to identify individuals and images are not routinely retained.

Incidents and medical treatment

If you are involved in an incident or treated by our medical team, we record what happened and what treatment was given. These records are shared only with those who need them, such as Motorsport UK, our insurers, or emergency services, and are kept for as long as required for insurance and legal purposes.

08Who we share information with

We do not sell your personal information, and we do not share it for anyone else's marketing. We do share it with:

• Motorsport UK and the ABKC, for licensing, event permits, championship registration, results, penalties, appeals and incident reporting
• Our entry, membership and timing platform, which processes entries, memberships, payments and live timing on our behalf
• Our broadcasting partner, which produces and delivers the live stream and event coverage
• Payment providers, which handle card payments; we never see or store your full card details
• Our website host, email provider, push notification service and security monitoring provider
• Insurers, medical providers and emergency services, where needed for safety, treatment or a claim
• Our accountants, auditors and professional advisers
• Championship organisers and other clubs, where a round forms part of a wider championship
• Law enforcement or regulators, where we are legally required to do so

Where a supplier processes information on our behalf, they act on our written instructions and may not use it for their own purposes.

09Cookies and website technology

Cookies are small files stored on your device. We use them to make the site work, remember your preferences and understand how the site is used.

Push notifications

You can opt in to race day push notifications through your browser. Notifications are delivered by a third-party service which stores an anonymous device token. You can withdraw at any time in your browser or device settings.

Weather and timing widgets

Circuit weather, live timing and results shown on this site are supplied by third-party services. Loading them means your browser connects to those services, which will see your IP address.

Managing cookies

You can change your choices at any time using the cookie settings on this site, or by clearing and blocking cookies in your browser. Blocking essential cookies may stop parts of the site working.

10How long we keep it

When we no longer need information, we delete it or anonymise it so it can no longer identify you.

11Transfers outside the UK

Some of the services we use, including video hosting, email delivery, push notifications and analytics, are provided by organisations based outside the UK. Where information is transferred abroad, we rely on UK adequacy regulations or on approved safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details.

12Keeping information secure

We take appropriate technical and organisational measures to protect personal information, including encrypted connections across the website, access controls so that Club officials only see what their role requires, and independent security monitoring of our web infrastructure. Paper records taken at events are stored securely and destroyed when no longer needed.

No system is completely secure. If a breach occurs that is likely to risk your rights and freedoms, we will notify the Information Commissioner's Office within 72 hours and tell you where required.

13Your rights

Under UK data protection law you have the following rights, free of charge in most cases. We will respond within one month.

To exercise any of these, email secretary@sheningtonkrc.co.uk. We may ask you to confirm your identity first. Some rights are qualified. For example, we may need to keep records required by Motorsport UK regulations, insurance or law, and we will always explain our reasoning.

14Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the UK's data protection regulator:

15Changes to this policy

We review this policy at least once a season and whenever our services change. The version number and date at the top of this page show when it was last updated. Where a change materially affects how we use your information, we will tell members and entrants directly.

16Contact us