Summary of how we use your data
- Classic and Historic Motor Club Limited uses your personal data to manage and administer your membership, your involvement with its club, hospitality/social and competition/eventing and to keep in contact with you for these purposes.
- Some limited non-personal data is shared with the MSA and FBHVC, who use our data to regulate, develop and manage motor sports, mutual and market research purposes.
- Where we rely on your consent, such as any consent we seek for email or postal marketing, you can withdraw this consent at any time.
What does this policy cover?
This policy describes how Classic and Historic Motor Club Limited (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
- your name (and your family’s names if appropriate),
- your home address, email address and phone number;
- your type of membership;
- your payment and/or bank account details, where you provide these to pay for membership;
- your marketing preferences, including any consents you have given us;
- your car(s) details as to year, make and model.
Some information will be generated as part of your involvement with us, in particular data about your motor insurance for events, involvement in particular events, photographs of you, your family and friends with or without your car.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
- To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise or enter a competition/event. This includes:
- taking payments;
- communicating with you;
- providing and arranging the delivery or other provision of the Club magazine Classix and products, prizes or services;
- As required by the Club to conduct our business and pursue our legitimate interests, in particular:
- we will use your information to manage and administer your membership and your involvement with the Club, and to keep in contact with you for these purposes;
- we will also use data to maintain records of our performances and history, including event and competition reports and photographs;
- we may choose to send you promotional materials and offers by post, phone, or by email where we want to send you offers relating to similar products and services that you have already bought;
- we may use data of some individuals to invite them to take part in market research;
- Where you give us consent:
- we may send you direct marketing or promotional material by post, phone or email if not contained in our Club magazine Classix;
- we may use photographs (or other data provided by you) of you, your family and friends with or without your car in our Club magazine Classix, press releases, our Club website and Facebook or other social media for publicity, information or Club or other event purposes;
- we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately at events;
- on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
- For purposes which are required by law:
- we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
- we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent;
- where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
- we may respond to requests by government or law enforcement authorities conducting an investigation.
Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you?” section.
Who will we share this data with, where and when?
Some limited but non-personal information may be shared with other stakeholders in classic car motoring, motor sport, such as other clubs, Constituent Bodies, so that they can maintain appropriate records and assist us in organising events and administering the leisure activity or sport.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the providers of website hosting systems.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
To exercise any of these rights, you can get in touch with us using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Some of the information listed above must be provided on a mandatory basis so that we can register you as a Club member. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you or the MSA?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch at email@example.com or by writing to Classic and Historic Motor Club Limited at its registered office for the time being [currently 600 Wells Road Knowle Bristol BS14 9BD].
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for 6 years after this.
Where we process personal data for marketing purposes or with your consent, we process the data for as long as you are an active member unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
Records of your involvement in a particular event, on results pages or in event reports may be held indefinitely by us.
Are there any particular points relating to our Website?
Where you are not a member of the club but provide information in order for us to respond to a general enquiry e.g. submitted via email or our website contact form, then we will only hold that information until your query is resolved.
Any contact with a third party event organiser or external website will be subject to the privacy policies of that person or organisation.
We do not store any personal information within our website. Details of Cookies used by our website can be found at https://www.candhmotorclub.co.uk/cookie-policy.