Privacy policy

How we use your data

We are committed to protecting your privacy. It is important that you understand how we look after your personal data and how we make sure that we meet our legal obligations to you under the UK data protection rules (including associated guidance) (the “Data Protection Laws”). This privacy policy outlines how Virtual Racing Services Ltd will use, store and share your personal data, and supplements any other fair processing or privacy notices provided to you.

This policy applies to any personal data that we collect about you when you:

1 visit our website:
2 receive services from us;
3 provide goods or services to us;
4 visit one of our sites; or
5 contact us, for example by telephone, email, post or through submitting a form on our website.

Who are we?

In this privacy policy, the terms “we”, “our”, and “us” are used to refer to Virtual Racing Association Ltd, company number 11268343 and Virtual Racing Services Ltd, company number 11262234, whose registered office is Hill Osborne Ltd, Tower House, Parkstone Road, Poole, BH15 2JH

We will use your personal data fairly, lawfully and in a transparent manner, and in accordance with the Data Protection Laws.

What Information do we collect about you

We collect your name and contact details (including your address, telephone number and e-mail address as applicable).

Each time you visit our website we may also automatically collect information and personal data about your computer for system administration including, where available, your IP address, operating system and browser type. We do this to help us analyse how users use the websites (including behaviour patterns and the tracking of visits across multiple devices), to establish more about our website users and to assist us in improving your online experience.

Please note that we may combine personal data we receive from other sources with personal data you give to us and personal data we collect about you.

Where do we get this information from?

We collect some of your information directly from you, either through information that you give to us or information that we collect during your visits to our website or through your communications with us. We also obtain some information from other third parties, including, where you are an applicant, information from your previous and current employers, (where we collect references), and other third parties such as LinkedIn and job boards, or where we merge or otherwise acquire another business.

Information that you give us.
You may share personal data about yourself and your circumstances by:

  • filling in forms on our website, registering to use our website, and continuing to use our website;
  • giving us other information about yourself in any communications with us either by telephone, e-mail, post or otherwise, or to report a complaint or issue;
  • contacting us in connection with the services we provide, or may provide in the future, to you;
  • when you are, or work for, a supplier, contacting us in connection with services that you (or your employer) provides to us;
  • You are not obliged to provide your personal data to us. However, if you do not provide your personal data to us, we may not be able to provide services to you, respond to your queries or allow you onto our sites

Information that we collect about you.

We collect personal data about you:

  • when you visit our website, including details of your visits to our website including, but not limited to, Internet Protocol (IP) address used to connect your computer to the internet, MAC addresses, traffic data, location data, your login information, time-zone setting browser type and version, browser plug-in types and versions, operating system and platform, weblogs, cookies and other communication data, and the resources that you access.
  • if you visit one of our sites, we may collect data including your name and CCTV images;
  • when you contact us in relation to services, complaints or other queries or issues.

Information that we receive from other sources.
We may receive personal data about you from other third parties, including where you work for one of our suppliers, clients or potential clients and we receive your contact information from your employer;

Why do we need your information?

The main purpose for which we use your information is to provide you with the services that you have requested from us, or to enable us to receive the services that you provide to us where you are, or work for, a supplier.

We also use your information:

To provide you with information that you request from us or which we feel may interest you. We may, on occasion and, where appropriate where you have consented, send you marketing information by email or post. This can include notifications about the launch of new services, competitions, offers or other relevant news articles that you might find interesting. You may withdraw your consent at any time by notifying us;
For research about our applicants’ and other clients’ behaviour and our products and services generally;
To develop and improve our services;
To administer and improve our website to ensure that content is presented in the most effective manner;
To notify you about changes to our services;
To provide you with appropriate support;
As part of our efforts to keep our sites safe and secure;
To manage and administer the services that you, as a supplier or employee of a supplier, provide to us;
To manage and administer the services that we provide to you, as a client, or employee of a client

Basis for using your information

Necessary for the entry into or performance of a contract

When you ask us to provide services to you, or when you provide services to us where you are a supplier, a contract between you and us will have been entered into. In order for us to fulfil our obligations under such contract (e.g. to allow you to place an order for goods or services), we will need to collect, process and share (as further detailed below) your personal information. Failure to provide the requisite personal information or objecting to this type of processing / exercising your deletion rights will, unfortunately, mean we cannot provide our services to you.

Legitimate business interests

We use your personal data (excluding special categories of personal data) as set out in this privacy policy for the legitimate interests of our business to enable us to:

Provide you with services as requested by you;
To receive services that we purchase from you when you are, or work for, a supplier;
Carry out research to understand our applicants and other clients and how they use our products and services; and
Develop and improve our services to you and to our other applicants and clients.

As indicated below, we may also pass your personal data to other third parties and this is also for our legitimate business interests.

We are required to carry out a balancing test of our legitimate business interests in using your personal data outlined above against your interests and rights under the Data Protection Laws. As a result of our balancing test, which is detailed below, we have determined, acting reasonably and considering the circumstances, that we are able to process your personal data in accordance with the Data Protection Laws on the basis that we have a legitimate business interest.

  • Legitimate interest
    We have a legitimate interest in processing your information as:
  • We both benefit from the provision of services and support and from improvements to services;
  • We both benefit from the effective operation of our website;
  • We will both benefit from the ability to enforce or apply rights under any contract between us;
  • We are required to ensure Health and Safety and security of our sites and have a legitimate interest in ensuring any processes are effective;
  • We would be unable to provide our services without processing your information;

Necessity
We consider that it is reasonable for us to process your personal data for the purposes of our legitimate interests outlined above as we process your personal data only so far as is necessary to achieve the purpose outlined in this privacy policy.
Impact of processing
We consider that it is reasonable for us to process your personal data for the purposes of our legitimate interests outlined above as the processing of your personal data does not unreasonably intrude on your privacy.

Consent

We may, on occasion, send you marketing messages by email and post about us and our services where you have not unsubscribed and where you have purchased similar services from us, or where you have otherwise consented.

Who do we share your information with?

We may share your information with the other companies but only for the purposes specified in this privacy policy.

We may also use a number of carefully selected third parties to supply us with products and services, such as legal advice. We will only share your information with these suppliers where it is necessary for them to provide us with the services we need. We do not share your information with third parties for marketing purposes.

We may also need to disclose personal data to third parties to comply with a legal or regulatory obligation, or if necessary for legal proceedings.

We conduct our business with honesty and integrity and these principles are communicated to, understood and observed by all of our staff. We undertake not to share your personal data, including you personal career details where you are an applicant, with any other third party other than in accordance with this privacy policy.

What automated decisions do we make about you?

Virtual Racing does not apply Automated decision making to the personal data which we process.

Where is your information stored and how long do we keep it for?

Retention of your personal data

We will typically keep your personal data for seven (7) years from the last recorded transaction with you, in order to enable us to adhere to statutory and regulatory requirements and to deal with any issues or concerns you may have about the services you have received (or provided to us where you are, or work for a supplier), and also to allow us to bring or defend legal proceedings.

Security of your personal data

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our websites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. e.g. internal access to personal data is restricted to our staff that require access as part of their roles and their access is password protected.

Where you have an account with the Website, information and profiles that you may have with us are password-protected so that only you have access to this information. We strongly recommend that you do not divulge your password to anyone and remember to logout from your registered area and close your browser window when you have finished your visit to our website. Ultimately you are solely responsible for maintaining the secrecy of your passwords and/or any account information.

What non-personally identifiable information do we collect?

We may also collect non-personally identifiable information (that is, information that does not specifically identify you), such as aggregate use statistics.

What rights do you have?

You have a number of rights under the Data Protection Laws in relation to the way we process your personal data, which are set out below. You may contact us using the details at the beginning of this privacy policy to exercise any of these rights. In some instances, we may be unable to carry out your request, in which case we will write to you to explain why.

You have the right to request access to your personal data.
You have the right to ask us to erase your personal data
.

You have the right to request confirmation that your personal data is being processed, access to your personal data (through us providing a copy) and other information about how we process your personal data.
You have the right to ask us to erase or delete your personal data where there is no reason for us to continue to process your personal data. This right would apply if we no longer need to use your personal data to provide the recruitment services to you where you are an applicant, where you withdraw your consent for us to process special categories of your personal data, or where you object to the way we process your personal data (see right 6 below).

You have the right to ask us to restrict or block the processing of your personal data.
You have the right to ask us to restrict or block the processing of your personal data that we hold about you. This right applies where you believe the personal data is not accurate, you would rather we block the processing of your personal data rather than erase your personal data, where we don’t need to use your personal data for the purpose we collected it for but you may require it to establish, exercise or defend legal claims.

You have the right to port your personal data
You have the right to obtain and reuse your personal data from us to reuse for your own purposes across different services. This allows you to move personal data easily to another organisation, or to request us to do this for you.

You have the right to object to our processing of your personal data
You have the right to object to our processing of your personal data on the basis of our legitimate business interests, unless we are able to demonstrate that, on balance, our legitimate interests override your rights or we need to continue processing your personal data for the establishment, exercise or defence of legal claims.

You have the right not to be subject to automated decisions
You have the right to withdraw your consent

You have the right to object to any automated decision making, including profiling, where the decision has a legal or significant impact on you.
You have the right to withdraw your consent where we are relying on it to use your personal data, for example where we are relying on your consent to send you marketing information, to process special categories of your personal data, or, where you are an applicant, where we are relying on your consent to share your personal data with recruiting organisations.

Sole Traders, Partnerships and Businesses

Where we provide or receive services to or from a sole trader, partnership or business that you represent or are employed/contracted by and this involves the collection and use of your personal data by us, this will be done in accordance with the relevant parts of this privacy policy.

Changes to this privacy policy

We will take all measures necessary to communicate any changes to this privacy policy to you, and will post any updated privacy policies on this page.

This policy was last reviewed and updated on 31 July 2018.