1. Introduction and Who We Are
Box3 Motorsport Ltd is a motorsport company providing track days, racing experiences, and driver development programs. We are committed to protecting your privacy and handling your data in an open and transparent manner.
This policy applies to information we collect when you:
Visit our website at box3motorsport.com
Register for an account or book our services
Participate in our motorsport activities
Contact us or sign up for our marketing communications
For the purposes of applicable data protection laws, Box3 Motorsport Ltd is the data controller of your personal information. Our registered address is The Station House, 15 Station Road, St. Ives, PE27 5BH, ENGLAND.
2. Information We Collect
We collect the following types of personal information:
Category Examples Purpose
Identity Information Full name, date of birth To identify you and provide our services
Contact Information Email address, phone number, postal address, city, postcode, country To communicate with you about our services
Driving Credentials License number, license type, license expiry date, experience level To verify your eligibility to participate in motorsport activities
Emergency Contact Information Emergency contact name, relationship, phone number To contact someone on your behalf in case of emergency
Health Information Medical conditions, allergies, medications, physical limitations, recent injuries To ensure your safety during motorsport activities
Payment Information Credit/debit card details, bank account information To process your payments
Vehicle Information Make, model, registration number To register your vehicle for track days and events
2.2 Special Categories of Personal Data
We collect certain special categories of personal data, including:
Health Information: We collect information about your health and medical conditions that might affect your ability to safely participate in motorsport activities. This information is collected with your explicit consent and is used solely to ensure your safety and the safety of others.
2.3 Technical Information
When you visit our website, we automatically collect certain information about your device and your interaction with our website, including:
IP address
Browser type and version
Device type and operating system
Pages you visit and features you use
Time and date of your visit
Referral source
3. How We Collect Your Information
We collect information through various channels:
Direct Interactions: When you register for an account, book our services, complete forms, sign waivers, or communicate with us.
Automated Technologies: When you visit our website, we use cookies and similar technologies to collect information about your browsing activities.
Third Parties: We may receive information about you from third parties, such as event organizers or payment processors.
4. How We Use Your Information
We use your personal information for the following purposes:
4.1 Providing Our Services
To register you as a new customer
To process and fulfill your bookings
To manage your account and relationship with us
To ensure your safety during motorsport activities
To verify your identity and eligibility to participate
To generate and store signed waivers and agreements
4.2 Communications
To communicate with you about your bookings, account, or services
To send you important updates about changes to our terms or policies
To respond to your inquiries, requests, or feedback
To send you marketing communications (with your consent)
4.3 Business Operations
To improve our website, products, and services
To administer and protect our business and website
To prevent fraud and ensure the security of our systems
To comply with legal obligations and enforce our terms
5. Legal Basis for Processing
We process your personal information based on the following legal grounds:
5.1 Contract
Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
5.2 Legitimate Interests
Processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Our legitimate interests include:
Running and managing our business effectively
Improving our services and customer experience
Ensuring the safety of all participants in our activities
Preventing fraud and ensuring security
5.3 Consent
We process certain data based on your consent, which you can withdraw at any time. This includes:
Marketing communications
Health information
Cookies (except essential cookies)
5.4 Legal Obligation
Processing is necessary to comply with our legal obligations, such as tax laws, health and safety regulations, and other applicable laws.
6. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to distinguish you from other users and to enhance your experience.
6.1 What Are Cookies?
Cookies are small text files that are placed on your device when you visit a website. They allow the website to recognize your device and remember certain information about your visit.
6.2 Types of Cookies We Use
Essential Cookies: Required for the operation of our website. They enable basic functions like page navigation and access to secure areas.
Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and see how visitors move around our website. This helps us improve how our website works.
Functionality Cookies: Used to recognize you when you return to our website. This enables us to personalize our content for you and remember your preferences.
Targeting Cookies: Record your visit to our website, the pages you have visited, and the links you have followed. We may use this information to make our website and advertising more relevant to your interests.
6.3 Managing Cookies
You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.
7. Sharing Your Information
We may share your personal information with the following categories of recipients:
7.1 Service Providers
We share your information with service providers who perform services on our behalf, such as:
Payment processors
IT and system administration providers
Professional advisers (lawyers, bankers, accountants, insurers)
Marketing service providers
7.2 Event Partners
When you participate in events organized in partnership with third parties, we may share necessary information with these partners to facilitate your participation.
7.3 Legal Requirements
We may disclose your information when required by law, regulation, or legal process, or to protect our rights, property, or safety, or that of our users or others.
7.4 Business Transfers
If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
7.5 With Your Consent
We may share your information with third parties when you have given us your consent to do so.
8. Data Security
We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. These measures include:
Encryption of sensitive data
Secure storage of physical documents
Access controls and authentication procedures
Regular security assessments and updates
Staff training on data protection
We limit access to your personal information to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
9. Data Retention
We will retain your personal information only for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal information, we consider:
The amount, nature, and sensitivity of the personal information
The potential risk of harm from unauthorized use or disclosure
The purposes for which we process the data
Whether we can achieve those purposes through other means
The applicable legal requirements
In general, we keep basic customer information (name, contact details) for at least 6 years after you cease being a customer for tax and legal purposes. Health information and waivers are typically retained for 3 years after your last activity with us, due to potential legal claims related to motorsport activities.
10. Your Rights
Under data protection laws, you have the following rights:
10.1 Access
You have the right to request a copy of the personal information we hold about you.
10.2 Rectification
You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
10.3 Erasure
You have the right to request that we delete your personal information in certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected.
10.4 Restriction
You have the right to request that we restrict the processing of your personal information in certain circumstances, such as when you contest the accuracy of the data.
10.5 Data Portability
You have the right to request that we transfer your personal information to you or to a third party in a structured, commonly used, machine-readable format.
10.6 Objection
You have the right to object to the processing of your personal information in certain circumstances, such as when we process your data for direct marketing purposes or when we rely on legitimate interests as the legal basis for processing.
10.7 Automated Decision-Making
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
10.8 Withdraw Consent
Where we rely on your consent to process your personal information, you have the right to withdraw your consent at any time.
To exercise any of these rights, please contact us using the details provided in the "Contact Information" section below. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights).
11. Email Marketing
With your consent, we may send you marketing communications about our products, services, events, and promotions that we think may be of interest to you.
11.1 Opting In
You can opt in to receive marketing communications from us by:
Checking the relevant box when registering for an account
Subscribing through our website
Providing your consent when booking our services
11.2 Opting Out
You can opt out of receiving marketing communications from us at any time by:
Clicking the "unsubscribe" link in any marketing email we send you
Contacting us using the details provided in the "Contact Information" section below
Updating your preferences in your account settings
Please note that even if you opt out of receiving marketing communications, we may still send you service-related communications, such as booking confirmations and important updates about your account or our services.
12. International Transfers
We primarily store and process your personal information within the United Kingdom and the European Economic Area (EEA). However, in some cases, your personal information may be transferred to, stored, and processed in countries outside the UK and EEA.
When we transfer your personal information outside the UK or EEA, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards, such as:
Transferring to countries that have been deemed to provide an adequate level of protection for personal information by the UK or European Commission
Using specific contracts approved by the UK or European Commission that give personal information the same protection it has in the UK and Europe
Transferring data to US-based providers that are part of approved certification frameworks
13. Children's Privacy
Our services are not intended for individuals under the age of 16, and we do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will delete such information from our systems.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this page.
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
15. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
Box3 Motorsport Ltd
The Station House, 15 Station Road
St. Ives, PE27 5BH
ENGLAND
Email: info@box3motorsport.com
Phone: +44 735 602 8740
15.1 Data Protection Officer
Our Data Protection Officer can be contacted at info@box3motorsport.com.
15.2 Complaints
If you have a complaint about our use of your personal information, please contact us first, and we will do our best to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk).