Privacy & Cookies

Student Motorsport and the EU General Data Protection Regulation (GDPR)

At Student Motorsport, we’re committed to privacy, and that’s why our privacy policies already adhered to the high standard of the new European data protection law known as GDPR. We're ensuring we maintain those rights and extend them to all our users, inside and outside the EU.

This Privacy Policy governs the manner in which Student Motorsport ("We", "Us"), uses, maintains and discloses information collected from users (each, a "User") of the website ("Site"). This privacy policy applies to the Site and all products and services offered by Student Motorsport.

This Privacy Policy has been updated in May 2018 in line with the new GDPR guidelines.

Who we are

Student Motorsport is a not-for-profit organisation (company number 9238023) which can be found at our website address, registered office is TBC.  It was founded by JP Latham details of whom can be found on our About Us page.  We can be contacted by emailing us at [email protected] for any information relating to the Privacy Policy and the information we collect and securely hold about our Users.

Personal identification information

We want to be transparent about how and what information we collect. We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site, fill out a form, and in connection with other activities, services, features or resources we make available on our Site. Users may be asked for, as appropriate, name, email address. Users may, however, visit our Site anonymously. We only collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.

First of all, we collect personal data that you choose to voluntarily provide to us for your use of the website. In addition, we collect certain personal data by using cookies, including similar technologies such as local storage when you visit the website.

Cookies are bits of text that are placed on your computer’s hard drive or mobile device when you visit certain websites. Cookies hold information that may be accessible by the party that places the cookie, which is either the website itself (first-party cookie) or a third party (third-party cookies). You do have control over cookies, and can refuse the use of cookies by selecting the appropriate setting on your browser. Most browsers will tell you how to stop accepting new cookies, how to be notified when you receive a new cookie, and how to disable or delete existing cookies. Please note, however, that by not accepting or deleting the use of cookies, you may not be able to use the website effectively.

On the website, we use cookies for the following purposes:

  1. To gather website statistical data to analyse how our users use the website, such as which pages are visited, how long pages were visited, and the paths taken by visitors to our website as they move from page to page. These cookies are placed by the domain.
  2. To provide authentication (i.e. to keep you logged in between sessions). The information collected using local storage is stored on your browser and persists after your browser is closed.

For the purpose listed under 1), we use Google Analytics. Google Analytics is a web analytics service provided by Google, Inc., which uses cookies to help. The information generated by the cookie about your use of our website (such as your IP address, the URL visited, the date and time the page was viewed) will be transmitted and stored by Google on servers in the United States or any other country in which Google maintains facilities. Your IP address will be masked by setting the last octet of your IP address to zero before it is stored by Google. Google will use this information to monitor your use of our website, and to compile reports on website activity for us. Based on our agreement with Google, Google is not allowed to use this information for their own purposes and may only transfer this information to third parties where required by law, or where such third parties process information on Google’s behalf.

By using the website and agreeing to the cookies policy 'pop-up' you are giving your acceptance that our Site may use 'cookies' to enhance the User experience. The User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. Users may choose to set their web browser to refuse cookies in all cases, or to alert you when cookies are being sent. If cookies are refused, please note that some parts of the Site may not function fully or properly.

Non-personal identification information

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet service providers utilised and other similar information.

What personal data we collect and why we collect it

We may collect and use only non-sensitive User personal information for the following purposes but do so fairly and transparently: (Sensitive information is not collected and  includes details such as health, sexual orientation, ethnic origin as set out in Article 9 of the Official Journal of the European Union)

We also process personal data because this is necessary for the performance of the contract between you and us, for our compliance with our legal obligations and for the purpose of our legitimate interests. In particular, our legitimate interests are our commercial company interest (e.g. to improve our products and services), our interest to make use of direct marketing, our interest to prevent fraud and our interest to report possible criminal acts or threats to competent authorities. Some of the personal data that we process is required for us to meet our legal obligations, for example we cannot create an account for you if you choose not to share your personal data with us.

  • To personalise user experience
    We may use information in the aggregate to understand how our Users as a group use the services and resources provided on our Site.
  • To improve our Site
    We continually strive to improve our website offerings based on the information and feedback we receive from you.  We also work with many third party 'affiliated' organisations that we refer to as partners.  These can be seen by heading to the Partners page.  We do not share any of your personal details with these organisations, they are simply there for you to contact and take advantage of their services as part of your Student Motorsport membership.
  • To administer a content, promotion, survey or other Site feature
  • To send Users information they agreed to receive about topics we think will be of interest to them.
  • To send periodic emails
    The email address Users provide when submitting forms on our site will only be used to send them the information requested, or updates pertaining to the site, membership, any order placed or donation made. It may also be used to respond to their enquiries, and/or other requests or questions. If a User decides to opt-in to our mailing list (which is currently not in place May 2018 and will be coming in our new website later in 2018), they will receive emails that may include project or charity news, site updates, related product or service information, etc. If at any time the User would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email or the User may contact us via our Site.

Personal information we collect (On Registration)

Personal information upon registration is recorded on our website system which is powered by WordPress until our new developed website later in 2018.  This data is secured and protected by WordPress and our server which is hosted by Rackspace.  By signing up to our website you give us consent to record the information detailed below (where applicable) so that we are able to register you on our system and contact you only and if necessary.  We do not share any of the information you provide to us outside of our 'closed' and secure online community.


We ask you to register a username on sign up simply to send you your log-in information.  You are then able to log into the website with a username and password of your choice.  Your username is kept on file if we need to contact you to remind you or your access details.

Email Address

We ask you to register an email address on sign up simply to send you your log-in information.  You are then able to log into the website with a username and password of your choice.  Your email address in held on file if we need to contact you to reset your password.


We ask you to register a password on sign up simply so you are then able to log into the website with your username and password of your choice...we do not hold your password on file.

How long is information retained?

We retain personal data for as long as necessary to fulfil the purposes for which we collect or receive the personal data, except if required otherwise by applicable law. Typically, we will retain most of the personal data for the duration of your use of the website, until you have removed your account, unless a longer applicable statutory retention period applies. Note that after the deletion of your account your comments may be left on the community areas, while your name and avatar will be replaced by “deleted user”. If you would like to us remove your comments, please contact us as described below. Information is only retained for the period that the User is a registered member of the site upon which it is then deleted from our secure system. Users can request account deletion at any time without restriction as per our membership Terms & Conditions.

How we protect your information

Again, we adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.  All Shared Documents are private by default.  Accessing a private share requires a user to have a Student Motorsport account.

You can also decide to make your Document viewable by anyone with the link and to allow others to download the Document.

Sharing your personal information

We do not share, sell, trade, or rent Users personal identification information to others under any circumstances, and simply collect Users email addresses for registration and log-in functionality.

Third party websites

Users may find advertising or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.

We use a number of third parties to store user data in order to provide/improve our services:

  • We (on the new version of the website in 2018 date TBA) will be inviting you to 'opt-in' for a monthly newsletter using Mailchimp. This newsletter will only be sent to customers who signed up specifically to receive the newsletter regardless of membership status.
  • We currently send transactional and administrative emails through PayPal.
  • We use Google Analytics to track page views to improve usability of our community website.
  • All payments are processed by PayPal.  We don’t currently store any payment information or customer data from these transactions.

Changes to this Privacy Policy

We have the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Your acceptance of these terms & right to withdraw consent and delete your data

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.  You 'the User' have the right to withdraw your consent to the retention of your information provided on sign up and during the setup and use of your membership account.  Simply contact us to withdraw your consent and have your data deleted.

Your Rights

You have the following rights in relation to your personal data:

  1. The right to obtain, at reasonable intervals and free of charge, information on whether or not your personal data are being processed and to receive the personal data that is being processed in an intelligible form;
  2. The right to request rectification or erasure of personal data or restriction of or objection to processing of your personal data. You may also request us to provide you your data in a structured, commonly used and machine readable format which can be transmitted to another controller.
  3. To exercise these rights, please contact us using our contact details link throughout this document. We may request you to provide a copy of a suitable ID card or otherwise evidence your identity. We will respond to your request within the applicable statutory term.
  4. Moreover, subject to this Privacy Statement, you have the right to lodge a complaint with the competent supervisory authority.

Contacting us

If you have any questions about our Privacy Statement, the practices of this site, or your information held and interaction with this site, please contact us:

Document updated May 21st 2018 in line with GDPR

© 2018 Student Motorsport. All Rights Reserved. Registered as a Company in England & Wales, No. 9238023

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