Privacy notice
This notice explains how West London Racing Centre (WLRC) collects, uses, stores and shares personal information. It covers members, prospective members, parents and guardians, and applies to membership, communications, racing, events and related club activity.
WLRC and your data
West London Racing Centre is an unincorporated members’ club affiliated with the British Radio Car Association (BRCA). WLRC is the data controller for the member database: it decides why and how the information is used. Privacy enquiries and requests should be sent to [email protected].
What we collect
- identity and contact details, including name, email address, mobile number and postcode;
- date of birth and member type, so that we can administer adult and junior membership appropriately;
- for junior members, the name, email address and mobile number of a parent or guardian;
- racing information, including racing classes, BRCA number (if known) and personal transponder number (if known);
- membership, payment and renewal records, communications with the club, and records needed to administer meetings or resolve concerns;
- safety, incident, insurance or safeguarding information where necessary and proportionate; and
- technical information generated when someone uses our website or forms, such as basic security and form-submission records.
Why we use it
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Administer membership, renewals and member records | Identity, contact, DOB, member type, racing and payment records | Contract, steps requested before membership, and legitimate interests in running the club |
| Send operational club communications | Email, mobile and membership status | Contract and legitimate interests; these are service and club messages, not unrelated marketing |
| Administer junior membership and safeguarding | DOB, member type and guardian details; relevant concern records | Legitimate interests, legal obligations where applicable, and vital interests in an emergency |
| Run racing and events safely and fairly | BRCA number, classes, PT number, entries, results and incident records | Contract and legitimate interests |
| Meet financial, insurance and legal duties | Payments, membership, incident and correspondence records | Legal obligation and legitimate interests |
| Optional publicity or promotional activity | Photographs, film, testimonial or contact preference | Consent where appropriate, requested separately |
Date of birth
WLRC uses date of birth to distinguish adult and junior membership, apply age-appropriate membership and safeguarding arrangements, and administer any age-related eligibility. WLRC will not use DOB for birthday marketing unless a separate, optional permission is introduced.
Junior members
Children have their own data-protection rights. Information about a junior member will be handled with particular care and explained in language they can understand. Parents and guardians may help a child exercise their rights, but WLRC will consider the child’s age, understanding and best interests. Guardian contact details are used to administer and safeguard junior membership.
Who receives information
- committee members and authorised volunteers who need the information for their role;
- service providers acting for WLRC, including GoHighLevel/LeadConnector and relevant website, hosting, email, SMS or payment providers;
- the BRCA, race organisers, timing officials or insurers where information is genuinely needed for affiliation, licensing, entry, insurance, safety or regulatory purposes;
- professional advisers, insurers, regulators, courts, police or public authorities where disclosure is necessary or legally required; and
- other recipients specifically identified to the member at the time.
BRCA affiliation does not mean that WLRC routinely gives the BRCA the complete WLRC membership database.
WhatsApp community
Joining the WLRC Members WhatsApp community is optional. WhatsApp is operated by Meta under its own terms and privacy information. A person who joins should expect their telephone number, profile name, profile image and contributions to be visible to Meta and, depending on group settings, to other participants. Members should not post another person’s personal information or confidential safeguarding information in the group. Essential club information will not be available only through WhatsApp.
International processing
Some technology providers may process information outside the United Kingdom. Where UK data-protection law requires safeguards, WLRC will use providers that make appropriate transfer arrangements available, such as UK adequacy regulations or approved contractual safeguards. Members may ask the Secretary for further information.
Retention
- the live member record: while membership is active and normally for up to 24 months after it ends, unless a longer period is justified;
- core membership, transaction and governance records: normally six years after the relevant membership year or transaction;
- routine enquiries: normally 12 months after the matter is closed;
- incident, insurance, complaint and safeguarding records: for the period justified by the matter, applicable guidance, limitation periods and insurer or legal requirements, with restricted access; and
- anonymous statistics: may be retained because they no longer identify an individual.
Security
WLRC uses proportionate organisational and technical measures, including role-based access, strong authentication, controlled exports, secure systems, volunteer confidentiality requirements and prompt removal of access when a role ends. Suspected personal-data breaches will be assessed and managed promptly.
Your data rights
Depending on the circumstances and lawful basis, individuals may have rights to be informed, access their information, correct inaccurate information, request erasure or restriction, object to certain use, receive portable data, and withdraw consent where consent is used. To exercise a right, email [email protected]. WLRC may need reasonable evidence of identity and will normally respond within one month.
Anyone dissatisfied with WLRC’s response may complain to the Information Commissioner’s Office, telephone 0303 123 1113. It is helpful to contact WLRC first so that the club has an opportunity to resolve the issue.
Automated decisions. Future changes.
WLRC does not currently make decisions about membership solely by automated processing that produces legal or similarly significant effects. This notice will be reviewed at least annually and when the club changes how it uses personal information. Material changes will be brought to members’ attention.